Table of Contents
Creating a Booking Confirmation
- Click on the bookings tab on the left side menu
- Click on new at the top left, shown with the red arrow
- Fill in all possible and applicable fields in the booking area.
- The customer and shipper fields are search fields. This means you can only select companies that are already known to prime freight. Search for the company name, then click on the option from the search result to make your selection.If the shipper is not known to primefreight (the search returns no applicable results), then a new profile must be created. In this case the shipper field can be left blank for now, and the profile can be created later.
- Enter the contact name and email for both the customer and shipper. Once the contact name is entered, it will not be asked again for the customer/shipper. This contact and email is the person responsible for approving the bookings. If there is multiple email addresses, separate them with a semicolon (;)
- You can search for Purchase Orders created by the customer or shipper for this booking. Search for a PO number one at a time, and select them from the search to add them to the PO field. If the purchase orders have not been previously created by either the forwarder, shipper, or customer , you can quickly create them using the next field. Type the PO numbers into the quick create field and comma separate the order numbers.
- Use the message to customer field to write a custom message visible to the customer, such as shipment details, style numbers etc.
- The title field is the title of the booking, and will be included in the subject of the approval email.
- After all the applicable information is entered, click the save button located on the top right of the window.
If a new shipper needs to be created, click the shipper (New) panel on the top right corner of the page. Then fill in the applicable information for this shipper and click save. Return back to the booking by closing the shipper’s panel.
- Attach a quote to the booking by searching for an existing quote or clicking the Quote (New) button on the top right corner of the page
Sending a booking confirmation
You can preview how the email will look by clicking on the preview booking button. If all looks well, you can send off the booking by clicking the “Send Booking to Customer” button. Do not accept the booking on behalf of the customer unless they already confirmed through another medium.
Attaching a Quote to a Booking (or Multiple Quote Options)
- When viewing a booking, click the Quote (New) button in the top right corner.
- Select the quote type. You have the option between a multi-option quote or a custom quote. A multi option quote is simply a grouping of custom quotes and is designed to give the customers a choice between several options in a booking, for example with different carriers, ETD’s, transit times etc. Most often, your quote type will be a Custom Quote
- Title your quote and write comments to the customer to describe it if necessary.
- The hide total option is enabled by default, so as to not show a total price to the end customer. This can be disabled if the price is exact and the total is known.
- The per charge currency option enables you to set the currency of individual items within the quote, instead of having a currency apply to the whole quote. Select the currency if applicable below.
- Next, select the charges button in the top right corner to add individual charges to the quote. If you have a multi-option quote, you will not see charges, but instead “options”. If this is the case click options, then new in the top left to create a quote option. After this is created, you will be able to add the charges to each option and continue from this step.
- Click the new button on the top left to add your first charge.
- Select the charge type.
- Next, select the quantity and unit cost, add comments, unit code and a minimum price.
- If applicable, the last field, applies to units over, is used to make charges apply to units over a certain amount, when the price of a item changes depending on which weight bracket it is in. For an example air freight shipment, with a price per kg over 50kg and another price over 100kg, create two charges within the quote, one with this property set to 50 and the other 100.
- When your quote has all the charges it needs, return to the booking by clicking close on the top of the page. You can now preview and send your booking to the customer.