Export Quotation
Complete guide to creating export quotations for international buyers
Overview
Understanding Export Quotations
An export quotation is a formal document that exporters send to potential overseas buyers. It provides detailed information about products, pricing, payment terms, delivery conditions, and validity period. A well-prepared quotation is essential for successful international trade negotiations.
Before You Begin
Required Data Registration
Before creating a quotation, ensure the following data is registered in your system. This enables quick selection during document creation and ensures data consistency across all your trade documents.
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 Basic Information
The header section contains essential document identification information and trading party details. These fields are common across most export documents.
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.
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.
Payment Terms
Define Payment Conditions
Configure the payment method and conditions for your 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 your 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 a quotation, you'll be directed to the account page where you can view details, manage the document status, and perform various actions.
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.
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.