Create and Maintain Business Quotations

Updated: 2026-08-11

1. Scenario

Business Quotation is used to prepare a quotation that can later become an effective quotation form for a customer. The page is divided into 01 Basic Configuration and 02 Charge Item Configuration: Basic Configuration stores the business name, customer information, customer account, warehouse, and effective date; Charge Item Configuration stores the business tabs, selected charge items, and prices.

Applicable scenarios:

• Prepare the first business quotation for a new customer.
• Create a new draft quotation for an existing customer.
• Add a new quotation from the Business page for an existing business.
• Start from a predefined quotation form or the latest service guide, then adjust the prices according to the customer agreement.

Not applicable:

• To maintain reusable internal quotation templates, go to Predefined Quotation.
• To view, export, delete, or activate saved quotation forms, go to Business Quotation Form.
• To view businesses that have already been enabled for customers, go to Business.

2. Operation Guide

Prerequisites

Confirm the following before you start:

1. Your account can open GWMS-Quotation and Business-Business Quotation.
2. You know whether the quotation is for an undecided customer, a new customer, or an existing customer.
3. You know whether to use the latest service guide or a predefined quotation form as the base tree source.
4. The business name, customer name, applicable warehouse, and effective date are ready.
5. If you are adding a quotation from the Business page, confirm that the target business and warehouse are correct.

2.1 Open the Business Quotation page

Menu path: GWMS-Quotation and Business-Business Quotation

1. Sign in to GWMS.
2. In the left navigation, expand Quotation and Business.
3. Click Business Quotation.
4. After the page opens, review 01 Basic Configuration, then review 02 Charge Item Configuration.

System result:

• Basic Configuration shows Business Information, Customer Information, and Effective Information.
• Customer Information supports Not Sure Yet, Add New Customer, and Existing Customer.
• Charge Item Configuration shows the base tree source, business tabs, and the price maintenance table.
• The price table opens in Simplified Mode by default.

In the screenshot:

1. Basic Configuration is used for business name, customer profile, customer account, warehouse, and effective date.
2. Charge Item Configuration is used to select business types and charge items.
3. The mode switch changes the price table between Simplified Mode and Full Mode.

2.2 Fill in Basic Configuration

1. In Business Information, enter Name. Enter Description if you need to record quotation background or remarks.
2. In Customer Information, select the customer type:
   • Not Sure Yet: record customer contact information first without binding a login account.
   • Add New Customer: enter Login Name, Customer Code, and Initial Password. If Customer Code is not filled in, it can be generated when the quotation becomes effective.
   • Existing Customer: select an existing customer. The page displays that customer's login name and customer code.
3. Enter Fullname. Fill in phone, WeChat, QQ, and email according to the customer's information.
4. In Effective Information, select Applicable Warehouse and Effective Date.
5. Click Save the Above Information.

System result:

• After the save succeeds, GWMS keeps the current basic configuration.
• For a new quotation, the button is shown as Save the Above Information. When reopening an existing quotation, the button may be shown as Modify Quotation.
• For an effective quotation that has already been linked to a customer account, maintain account details from customer management instead of changing them here.

2.3 Choose the base tree source

1. In the Charge Item Configuration title area, review the source summary shown as Based on xxx.
2. Click the source summary to open the Base Tree Source panel.
3. Choose the source:
   • Predefined Quotation: select an existing template. GWMS loads charge items from that template.
   • Latest service guide: GWMS loads charge items from the latest service guide.
4. After the source is selected, the charge item configuration reloads.

System result:

• When you open the Business Quotation page directly from the menu, the visible sources are Predefined Quotation and Latest service guide.
• When you add a quotation from the Business page, a historical quotation may be available if the current business already has one. If no historical quotation exists, GWMS loads the latest service guide.

In the screenshot:

1. Click the source summary to open the Base Tree Source panel.
2. The panel lets you switch between Predefined Quotation and Latest service guide.

2.4 Maintain base prices in Simplified Mode

1. Select the business tab covered by this quotation, such as Drop Shipping, Stock Transfer, Container Deconsolidation and Transfer, Labeling and Relabeling, or Return Processing.
2. Use the checkbox before a business tab to include or exclude that whole business.
3. In the table, select the charge items that should remain in the quotation.
4. In Simplified Mode, maintain Base Price.
5. If a charge item has ranges, enter the base price for each range separately.
6. Use Remark to record billing rules or customer-specific notes when needed.

System result:

• Selected charge items are included in this save.
• Unselected businesses or charge items are not saved as part of the quotation.
• Simplified Mode shows the common pricing fields and is suitable for quickly entering customer-facing prices.
• Base price must be greater than or equal to 0 and can keep up to two decimal places. When pasting prices into multiple rows, do not paste more rows than the remaining editable rows in the current business.

2.5 Switch to Full Mode for discounts, net amounts, and surcharges

1. Click the mode switch in the table header and switch to Full Mode.
2. Review or maintain Basic Public, Discount, Net, Public Surcharge, surcharge discount, surcharge net amount, and Actual Charge.
3. If you only need to enter the customer's actual base price, switch back to Simplified Mode.

System result:

• Full Mode shows the complete pricing calculation fields.
• When a discount or net amount is changed, the calculated values in the same row are updated on the page.
• For charge items with surcharges, you can maintain the base fee and surcharge information together.

In the screenshot:

1. Use the mode switch to change between Full Mode and Simplified Mode.
2. Full Mode displays fields such as public price, discount, net amount, surcharge, and actual charge.
3. Prices can be adjusted in discount or net amount fields.

2.6 Save the full business quotation

1. Confirm that Basic Configuration has been saved.
2. Confirm that the business tabs, charge items, prices, and remarks are complete.
3. Scroll to the bottom of Charge Item Configuration.
4. Click Save.
5. When GWMS opens the confirmation prompt, review the business scope and click Confirm.

System result:

• Save the Above Information only saves the basic configuration.
• The bottom Save button under Charge Item Configuration submits the business scope, charge items, and prices.
• If no charge item is selected, GWMS prompts you to select at least one charge item.
• If you add a quotation from an existing business and no historical quotation exists, the page shows that the latest service guide has been loaded.

In the screenshot:

1. When the current business has no historical quotation, GWMS loads the latest service guide.
2. Basic Configuration still needs to be filled in and saved first.
3. The bottom Save button under Charge Item Configuration submits the charge items and prices.

3. Additional Notes

3.1 How to choose the customer type

• Not Sure Yet: Use this early in quotation preparation when the customer account has not been confirmed.
• Add New Customer: Use this when the customer does not exist in GWMS and needs an account when the quotation becomes effective.
• Existing Customer: Use this when the customer profile already exists and the quotation should be linked to that customer.

3.2 Difference between Simplified Mode and Full Mode

• Simplified Mode: Shows range, base price, unit, and remark. Use it for quick customer-facing price entry.
• Full Mode: Shows public price, discount, net amount, surcharge, and actual charge. Use it when you need to calculate prices from public prices or review surcharge details.
• Both modes maintain the same quotation data. Switching modes does not create another quotation.

3.3 Adjustment limits for effective quotations

• Quotations that are not effective can continue to be edited.
• If an effective quotation already has business transactions, GWMS shows the affected scope.
• For an effective quotation with business transactions, the page only supports adding applicable warehouses. It does not support changing customer account fields or removing existing warehouses.
• Maintain customer account details from customer management when account information needs to be changed.

3.4 Suggested source usage

• New customer or brand-new quotation: use Latest service guide.
• Reusable standard price set: use Predefined Quotation.
• New quotation for an existing business: use a historical quotation first. If no historical quotation exists, GWMS returns to the latest service guide.

4. FAQ

Q1: Why are there two save buttons?

A1: Save the Above Information saves only the business name, customer information, warehouse, and effective date. The bottom Save under Charge Item Configuration saves business types, charge items, and prices.

Q2: When should I use Not Sure Yet?

A2: Use it when the customer account has not been confirmed. Before the quotation becomes effective, confirm whether the customer should be created as a new customer or linked to an existing customer.

Q3: Why do more columns appear after switching to Full Mode?

A3: Full Mode is used to review public prices, discounts, net amounts, surcharges, and actual charges. If you only need to maintain customer base prices, use Simplified Mode.

Q4: Why does the page load the latest service guide when I add a quotation from the Business page?

A4: It means the current business has no historical quotation that can be used as the base. GWMS loads the latest service guide, and you can still adjust charge items and prices according to the customer's agreement.

Q5: What should I do if GWMS prompts me to select at least one charge item?

A5: Go back to Charge Item Configuration, select at least one charge item under a business tab, and click Save again.