Adding Costs to a Quote or Booking

In this Article

You will learn how to add costs to a Quote or Booking.

Navigation

Setup

Before you can add a Cost to a Quote or Booking, you must first create a Quote or Booking or Edit an existing one.

Once in a Quote or Booking, Go to the Costs section:

Steps

Note

For Bookings, when rates are used, the Charges and Costs will automatically populate as the rate is selected.

There is an indicator in both Charges and Costs that indicates if the charge/cost was added manually or from rates. "R" means the charge/cost was populated from the rate selected, and "M" means the charge/cost was added manually by the user.

Adding a Cost

  • Click on the Add New Cost button.

  • Enter the Cost details.

  • Cost Code - Type in the first letters of a Cost Code or Cost Description and use the autocomplete to select a Cost Code.

Tip

Charge Codes and Cost codes are the same thing and are interchangeable. The same codes are used for charges and costs.

Setup

Charge/Cost Codes can be added, updated, and deleted in the Control Panel > Common Configuration > Common References. The system comes pre-loaded with a set of standard charge/Cost codes.

  • Cost Type
    • Flat rate - the rate entered is the amount for the cost.
    • Item based
      • Per BL - the rate entered is multiplied by the quantity of BL's (in the shipment) to determine the amount.
      • Per WR - the rate entered is multiplied by the quantity of Warehouse Receipts (in the shipment) to determine the amount.
    • Time based
      • Per Day - User is prompted to enter the quantity of Days. The rate entered is multiplied by the quantity of days to determine the amount.
    • Unit based
      • Per container - the rate entered is multiplied by the total quantity of containers to determine the amount.
      • Per container type - User is prompted to enter the container type. The rate entered is multiplied by the quantity of that container type to determine the amount.
    • Weight or measure
      • Per W/M (See further instructions below)
        • The system will calculate the amount of the weight-based rate and the volume-based rate and choose the larger of the two as the cost amount.
        • If the amount chosen is less than the minimum, then the minimum amount will replace the cost amount.
        • If the amount chosen is larger than the maximum amount, then the maximum amount will replace the cost amount.
      • Volume Units of Measure that can be entered for the Per W/M Cost Type
        • Per CBM - the rate entered is multiplied by the total volume (in CBM's) of the shipment Goods.
        • Per CFT - the rate entered is multiplied by the total volume (in CFT) of the shipment Goods.
        • Per TEU - the rate entered is in terms of units of twenty-foot long containers for the shipment Goods.
      • Weight Units of Measure that can be entered for the Per W/M Charge Type
        • Per KG - the rate entered is multiplied by the total weight in KGS to determine the amount.
        • Per 500 KGS - the rate entered is multiplied by the total weight in KGS and divided by 500 to determine the amount.
        • Per 1000 KGS - the rate entered is multiplied by the total weight in KGS and divided by 1000 to determine the amount.
        • Per LB - the rate entered is multiplied by the total weight in LBS to determine the amount.
        • Per 100 LBS - the rate entered is multiplied by the total weight in LBS and divided by 100 to determine the amount.
        • Per 800 LBS - the rate entered is multiplied by the total weight in LBS and divided by 800 to determine the amount.
        • Per 2000 LBS - the rate entered is multiplied by the total weight in LBS and divided by 2000 to determine the amount.

How to enter a Per Unit Type Charge

  • Select "Per Unit Type" as the Cost Type:

  • Click on the Configure Rate button:

  • A pop-up screen will appear as shown below:

  • Enter the pop-up details:
    • Container Type - Select the type of container this cost will apply to. The list will include all of the container types that have been added in the Goods section.
    • Rate (per Unit) - Enter the rate per unit for the cost.

  • Press the Submit button to Save the details entered.
  • Press the Close button to return to the previous screen without saving.

How to enter a Per Weight or Measure Costs

  • Select "Per Weight/Measure" as the Cost Type.


  • Click on the Configure Rate button:

  • A pop-up screen will appear as shown below:

  • Enter the pop-up details:
    • Rate per Weight - This is the weight based rate and Unit of Measure.
    • Rate per Volume - This is the volume based rate and Unit of Measure.
    • Min - The minimum amount for the cost.

    • Max - The maximum amount for the cost.


  • Press the Submit button to Save the details entered.
  • Press the Close button to return to the previous screen without saving.
    • Percentage
      • Percentage of Other Cost - User is prompted to select a cost code as the basis for this charge and to enter a percentage amount. The percentage entered is multiplied by the cost amount of the cost code basis entered. For example, if Percentage of Other Charge is selected as the Cost Type, the system will prompt the user to select a cost code. Let's say the user enters OFR - Ocean Freight, and enters 15 for the percentage amount. The system will calculate this cost amount as .15 x (OFR cost amount).
  • Rate - enter the rate for the cost.
  • Prepaid/Collect - defines if the Cost is Prepaid or Collect. There is a separate indicator for the master bill of lading and the house bill of lading.

Tip

The master BL indicates how the charge is billed from the carrier, either Prepaid or Collect (and usually is created from the costs).

  • Vendor - Enter the Vendor that the cost will be paid to. Use the autocomplete to type part of the name and select the vendor from the list.
  • Amount - the Amount will be computed automatically based on the Cost Type selected and the Rate entered.
  • Currency - The currency will default to the base currency that is configured in your Sub-Organization setup. To change the currency, click on the Amount field and a panel will appear. You can select the currency for the cost. The exchange rate will automatically populate from the current market rate. You can manually over-type the exchange rate if needed. The recycle icon will refresh the exchange rate to the current market rate again.

  • Base Amount - This field displays the cost amount in the base currency. The base currency is defined in the Organization and Sub-Organization.

Deleting a Cost

  • Click on the red Delete icon to delete a Cost.

Tip

Charges data will save automatically as the details are entered.

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