Agent Quotation
Complete guide to creating quotations on behalf of suppliers for international buyers
General vs Agent Export
Understanding the Difference
Before creating an agent quotation, it's important to understand the difference between general export and agent export business models. This affects how documents are issued and whose information appears on them.
Your trading company directly negotiates orders with buyers, issues documents in your own name, and handles all aspects of the export process.
- Direct order negotiation with buyers
- Issue Quotations, PI, Invoices under your company name
- Full control over shipping documents and logistics
You act as an agent for exporters, handling buyer communication and document issuance on behalf of the exporter.
- Issue documents on behalf of exporters
- Handle all buyer communications
- Manage Quotations, PI, Invoices in exporter's name
Document Basics
Understanding Document Headers and Signatures
Agent documents differ from general export documents in terms of whose logo and signature appear on the generated PDF. Understanding these differences is crucial for proper document preparation.
Document Header
The header displays your organization's logo on the left and the document title on the right. If no logo is uploaded, your organization name is displayed instead.
Signature Area
Documents include your uploaded signature image in the signature area. If no signature is uploaded, the signature area is not displayed.
Logo & Sign Image Update
Update your logo and signature images in Settings > Organization to have them appear on your documents.
Example: Export Quotation PDF
Document Header
The header displays the Supplier's logo on the left and the document title on the right. If the supplier has no logo uploaded, the supplier (Entity) name is displayed instead.
Signature Area
Agent documents do not display a signature area since the document is issued on behalf of the supplier, not by your company.
Supplier Logo Update
Navigate to Data Management > Entity, click the 'Update' button for the entity, and upload or update the Logo Image on the Entity Update page.
Alternatively, you can update the logo from the Entity account page's Information tab.
Creating Agent Quotation
Quotation on Behalf of Supplier
An agent quotation is created when you act as an intermediary between a supplier and a buyer. You issue the quotation in the supplier's name, handling all communication with the buyer while the supplier provides the products and pricing.
Before You Begin
Required Data Registration
Before creating an agent quotation, ensure the following data is registered in your system. This enables quick selection during document creation and ensures data consistency.
Supplier Selection
Only companies registered in Data Management > Entity can be selected as suppliers.
Buyer Selection
Only companies registered in Data Management > Entity can be selected as buyers.
Product Selection
Only products registered in Data Management > Product can be added to the quotation.
Port Selection
Only ports and airports registered in Basic Data > Port can be selected for loading/discharge.
Currency Selection
Only currencies registered in Basic Data > Currency can be used in the quotation.
Header Input Fields
Document Identification and Party Information
The header section contains essential document identification information and trading party details including supplier and buyer. Note that agent quotations require selecting a supplier on whose behalf you are issuing the document.
Document Number
Automatically generated document number by the system. Can be modified by the user if needed.
Document Date
Select the date when the document is being issued.
Validity
Select the expiration date for this document.
Reference Number
Enter a reference document number if this document relates to another document.
Supplier
Select the supplier company on whose behalf you are issuing this document. Only entities registered in Data Management > Entity can be selected.
Buyer
Select the buyer company. Only companies pre-registered in Data Management > Entity can be selected.
Currency
Select the currency for this quotation. Only currencies pre-registered in Basic Data > Currency can be selected.
Commission Info
Enter commission-related information for this transaction, such as commission rate or amount.
Payment Terms
Define Payment Conditions
Configure the payment method and conditions for the transaction. Clear payment terms help avoid disputes and ensure smooth transaction processing.
Payment Type
Select from TT, LC, DA/DP, or Other payment methods.
Payment Description
Auto-generated payment terms description based on selected type. Can be modified by user.
Payment Type Reference
Direct bank wire transfer. Fast and simple, commonly used for trusted buyers or after establishing credit.
Bank-guaranteed payment document. Provides highest security for exporters in international trade.
Documentary collection where documents are released upon buyer's acceptance or payment at the bank.
Custom payment arrangements. Specify the terms in the payment description field.
Delivery Terms
Shipping and Logistics Configuration
Specify the Incoterms delivery conditions and shipping details. These terms define the responsibilities of buyer and seller regarding shipping, insurance, and risk transfer.
Delivery Terms (Incoterms)
Select the Incoterms delivery condition (e.g., FOB, CIF, EXW, DDP) that defines responsibility and risk transfer.
Delivery Destination
Enter the delivery location associated with the selected Incoterms condition.
Loading Port
Select the port where goods will be loaded for export. Only ports registered in Basic Data > Port can be selected.
Discharge Port
Select the destination port where goods will be unloaded. Only ports registered in Basic Data > Port can be selected.
Notes
Additional Document Information
Add any additional notes, special conditions, or remarks that should appear on the quotation document.
Notes
Enter any additional notes, terms, or conditions that should appear on the document.
Item Details
Product and Pricing Information
Add products with quantities and unit prices. You can include multiple items in a single quotation to provide a comprehensive offer to the buyer.
Product
Select the product to add. Only products pre-registered in Data Management > Product can be selected.
Quantity / Unit Price
Enter the quantity and unit price for the selected product. Total amount is calculated automatically.
Add New Item
Click to add another product line to the document.
Quotation Account Page
Manage Your Created Quotation
After creating an agent quotation, you'll be directed to the account page where you can view details, manage the document status, and perform various actions. The account page consists of a Document Header and tabs for Information and Posts.
Status Options
Click the menu button (⋮) in the top right corner to access the following actions:
Generate a PDF version of the quotation for printing or email attachment. The PDF will display the supplier's logo, not yours.
Send File
Send the PDF quotation directly via email to the buyer.
Update
Modify the quotation details and save changes.
Copy
Create a new quotation by copying this document's information.
Delete
Permanently remove this quotation from the system.