Skip to content

PRD: Quotation Management System

1. Goal & Overview

The Quotation Management System converts Technical & Commercial data into a legally binding offer. It bridges the gap between Costing (Internal Price) and Quotation (External Price) with automated template management for multiple subsidiary entities.

Key Objectives: - Speed: Auto-populate line items from Leads/Enquiries. - Accuracy: Enforce "Active Price" logic prevents quoting with stale costs. - Flexibility: Support 5+ subsidiary templates and manual override capabilities. - Profitability: Mandatory margin guards and approval workflows for deviations.

2. Workflows & Interaction

2.1 The Lead-to-Quote Flow

  1. Context Inheritance:
    • When a Quote is initiated from an Enquiry, Products and Quantities are auto-selected.
    • No need to re-enter data.
  2. Pricing Authority:
    • Purchase Team: Defines the Base Cost (Raw Material + Landing).
    • Sales/BD Team: Defines the Final Sale Price (Base Cost + Margin).
    • Constraint: Sales cannot edit the Base Cost; they can only adjust the Margin/Final Price.

2.2 Costing Engine Integration

  • Pre-Requisite: A valid "Costing Sheet" must exist before a Quote can be finalized.
  • Editable Quote Screen: The calculated price from the Costing Sheet is pulled into the Quote screen but remains Editable (Subject to approval limits).
  • Manual Override (Skip Costing):
    • Scenario: Experienced salesperson knows the market rate.
    • Action: "Skip Costing" button allows direct price entry.
    • Audit: System flags these quotes as "Manual Pricing".

2.3 Validity & Price Logic

  • Active/Inactive Logic:
    • If Supplier Price is Expired/Inactive, value is blocked.
    • Rule: "If Price is Inactive → Do not allow Costing Sheet generation."
  • Spot Pricing:
    • Products tagged as "High Fluctuation" force a Spot Price validity (e.g., 24 hours).
  • Recipe Costing (Formulations):
    • For manufactured products, the system calculates Sum(Ingredient Cost * Qty) + Overhead.
    • Validity: Recipe costs are valid for a fixed period (e.g., 7 days).
    • Expiry: After time expiry, cost must be re-calculated or manually extended.

3. Commercial Logic & Margins

3.1 Transporter & Incidental Costing

  • Transporter Costing: Must be calculated on top of the Basic Price.
  • Logic: Basic Price + Freight (Route Based) + Incidentals = Landed Cost.

3.2 Margin Management

  • Price Lists: Margins are predefined in the "Price List Master" based on:
    • Customer Type (End User vs Dealer)
    • Manufacturer relationships.
  • Special Pricing: "Special Products" can have fixed override prices in the Price List.

3.3 Approval Workflow

  • Trigger: IF Transaction Price < Target Price (from Price List/Costing):
    • Action: Auto-email/Notification sent to HOD.
    • Status: Quote enters Pending Approval state.
    • Outcome: HOD approves or rejects the revised margins.

4. Output & Templates (Multi-Entity)

4.1 Multi-Entity Support

The system must support 5 Distinct Quotation Templates for subsidiary companies. The underlying data framework is identical, but the following elements dynamically switch: - Logo: Header branding. - Address & Tax ID: Legal entity footer. - Email ID: Sender alias (e.g., sales@entityA.com vs sales@entityB.com). - Signature: Digital signature of the authorized signatory for that entity.

4.2 Output Formats

  • PDF: Standard secure attachment.
  • HTML Email Body: The quote summary table is rendered directly in the email body for immediate readability on mobile.

5. Analytics & History

5.1 Historical Context

  • Transaction History: Display last 5 transactions for this Customer + Product.
  • Previous Costing: Show the previous Costing Sheet used, for reference.

5.2 Lost Quote Analytics

  • Trigger: When a Quote status is changed to Lost.
  • Mandatory Fields:
    • Lost Price: At what price did we lose?
    • Winning Supplier: Who did they buy from?
  • Usage: This data is displayed prominently during the next transaction with this customer to aid negotiation.

6. Success Metrics

  • Zero Stale Quotes: No quotes successfully sent with inactive supplier prices.
  • Approval Compliance: 100% of below-target quotes routed to HOD.
  • Entity Identity: Zero errors in Logo/Tax ID mismatch on generated PDFs.

← Back to Product Specs | View Costing Specs