Quotation
1. Introduction:
This document sets out the procedures for quotations, ensuring a structured process is followed.
2. Purpose:
The purpose of this procedure is to standardise and document procedural and commercial requirements as well as responsibilities in the Sales & Marketing Department
3. References:
SM10: Sales Process
FN12: New Accounts
4. Definitions:
LCL: Less Container Load (Sea Freight)
FCL: Full Container Load (Sea Freight)
5. Procedure
5.1. Client File
A client file is to be established by the Sales Administrator incorporating a copy of the Lead Sheet and all other documentation generated by sales to the client and as specified in SM10
5.2. Overseas Agents
Only primary agents (As Specified in the Genero System) shall be used for quotations unless otherwise specified by the client or prior approval given by the National Sales Manager or CEO. If an Agent does not appear in the Genero system, approval must be given by the CEO prior to utilising other Overseas Agents.
Maintenance of rates and contact details is the responsibility of the Sales Administrator.
5.3. Standard Format
The sales executive shall ensure that the contents of the following documents are contained with the quotation:
- Statement Quote SM11.1
- Standard Trading Conditions FN12.4
- Terms of Payment FN12.2
- International Charter of Terms SM11.2
- Weights and Measures SM11.3
- Company Profile (where required) SM11.4
5.4. LCL Sea Freight Import
Shall include overseas agent’s details, and an ‘ALL IN’ charge or the following charges:
- Terminal Handling Charge (if applicable)
- Sea Cargo Automation Fee
- Collection Fee
- Delivery Order Fee
- BSRA / Wharfage Fee
- Cartage Fee (if applicable)
5.5. FCL Sea Freight Imports
Shall include overseas agent’s details, and an ‘ALL IN’ charge or the following charges:
- Terminal Handling Charge (if applicable)
- Sea Cargo Automation Fee
- Collection Fee
- Delivery Order Fee
- CAF/BAF (if applicable)
- Cartage Fee (if applicable)
- LO/LO (if applicable)
- Port Service Charge
- Import Document Fee
5.6. Sea Freight Exports
Shall include whether the terms are FOB (Free on Board) or Ex Works
Shall include the following charges:
- Agency Documentation Charge
- Cartage (if applicable)
5.7. Air Freight Exports
Shall include the contents of the Volume Document (SM11.6)
Shall include whether the terms are FOB (Free on Board) or Ex Works
Shall include the following charges:
- Agency Documentation Charge
- Cartage (if applicable)
5.8. Air Freight Imports
Shall include the contents of the Volume Document (SM11.6)
Shall include whether the terms are FOB (Free on Board) or Ex Works
Shall include the following charges:
- Collection Fee / Currency Adjustment Factor
- Cartage (if applicable)
5.9. Customs Clearance
Shall include the following charges:
- Customs Entry Fee
- Compile Fee
- Cartage (if applicable)
6. Documentation
SM11.2 International Charter of Terms
