As a freight forwarder, you may deal with customer quotations in different countries, meaning taking payments and offering payment terms in different currencies. When creating a quotation using the static rate tool on WebCargo, you’re able to quote to your customer in 2 different currencies as well as your own applied exchange rate if you have one.
Find out in this article how to use this tool.
Important: This is only available for Professional, and Enterprise pack types.
1. Create a quotation
Firstly, you’ll need to create a quotation. To do this, follow the normal procedure by going to the Air tab, and then entering your cargo details. Make sure you specify the weight and dimensions of your cargo in the Add pieces section.
If you want the rates to be shown in a different currency than your logged-in country, make sure you specify which within the Currency dropdown.
You’ll be given the option to add your own exchange rate, or you can keep the market exchange rate shown. Whether you choose to make a change or not, click Save to close the box.
After making a search, rates will be shown in the specified currency (If no currency was previously selected, rates will show in the country’s currency of your account).
Select the rates to use for your quote, then click the Save icon.
You’ll be redirected to a page to specify contact details, pricing and other options to be shown on the quotation. Within the first General tab, there is a box that states Show total in two currencies. Select this box. If it’s not selected, you will only see the currency in that which was specified earlier on.
2. Add your local charges
The next section you’ll need to check is Local charges. If you have local charges for your quotation, specify the currency to view them in by selecting it from the Currency dropdown, as shown in the image below. This should be the same currency as chosen earlier, but you can choose any.
As you did earlier, you have the option to select your own exchange rate for the selected currency, or you can leave it as the default market rate shown. Whether you make changes or not, click Save to move on.
The selected Currency will apply to all local charges. Edit the currency of each individual local charge by selecting it from the corresponding row under the Currency column.
Important: if you select different currencies for each local charge, they will show in this currency on the quotation. However, you’ll also see the Total price in the originally specified currency to the right of the selected local charge currency. Local charges will appear on the quote like so:
Next, go to the Totals tab. Here you can choose if you want the exchange rate to show on the quotation, or not.
To have another currency on the quotation, as well as that originally specified, select it from the drop-down. If you have negotiated an alternative exchange rate, enter it here. Otherwise, leave the Applied exchange rate as it is.
You can also choose to specify if you want to have the Currency exchange table and the Grand total of the quote price showing on the quotation.
After entering the exchange rate information and your quote information, click Save.
You’ll be redirected to the Quoting column within the Air tab. Your newly created quotation will be at the top of the list of quotes within the Quote register.
To view the quotation, click on the PDF symbol, which downloads it to your device. You’ll see, within the quote, the Total in the specified currency with the exchange rate applied, and the total in the other currency chosen when selecting Totals table. At the bottom, you’ll also see the total in your local price, if this was selected earlier.
You’re now ready to send your quote to your customer. Attach the PDF quotation to as an email attachment, or send the quote to your own email address and then forward it to your client.
To do this, go to Air then Quoting find the quotation, and click on the options on the right-hand side.
3. Send the quotation to your client
Then click Send, and you’ll receive an email with the quotation inside, which you can then send to your client.
And that’s all you need to create a quotation with multiple currencies. Here are some related articles which you may find interesting: