What you’ll learn
- State the rate unit and chargeable basis.
- Separate base freight, extras and tax treatment.
- Retain an accepted quote snapshot.
Useful terms
- Chargeable quantity
- The agreed quantity used for a charge, which may differ from physical quantity.
- Minimum charge
- An agreed floor on the calculated amount.
- Tariff
- A rate rule qualified by customer, service, route and validity.
Step-by-step operating routine
Choose the pricing unit
Define the goods measure, conversion rules and rounding. If using volumetric weight, state the formula, dimension units and divisor agreed for that service; do not assume one industry-wide divisor.
Record or confirm- Rate unit
- Physical quantity
- Conversion rule
- Rounding
Qualify the tariff
Specify customer or customer class, lane, goods, packing, vehicle and effective dates. Resolve overlapping tariffs explicitly. Dispatch must not guess between two equally applicable rates.
Record or confirm- Customer
- Lane
- Goods / packing
- Vehicle
- Valid dates
List charge components
Record base freight, minimums, pickup, delivery, handling and conditional extras. Explain triggering evidence and who can approve a charge. Keep reviewed tax treatment separate from the operating charge description.
Record or confirm- Charge type
- Basis
- Minimum
- Trigger
- Approval
Calculate and expose assumptions
Show quantities, rates, intermediate amounts and total before tax. Highlight unknown weight, dimensions or access conditions. Validate a boundary case, such as exactly the minimum charge or one unit above a slab.
Record or confirm- Input quantity
- Rate
- Calculation
- Assumptions
- Validity
Record acceptance and later changes
Save the accepted quote and its source terms on the job. If scope changes, obtain an authorised revision and retain both versions. Do not overwrite the original acceptance when updating a rate master.
Record or confirm- Quote version
- Accepted by
- Acceptance date
- Revision reason
A minimum charge example
An illustrative quote uses 240 kg at ₹8 per kg, a ₹2,000 minimum freight charge and ₹300 handling. Calculated freight is ₹1,920, so the minimum makes it ₹2,000; the pre-tax total is ₹2,300. If actual quantity becomes 300 kg, freight becomes ₹2,400 and the total ₹2,700 under the same accepted rule.
- State kilograms rather than leaving the unit blank.
- Apply the minimum to the agreed component.
- Keep tax and any later scope revision separate.
Exceptions and mistakes to avoid
- Do not bill cubic volume as kilograms without an agreed conversion.
- A minimum may apply per booking, charge or vehicle; specify which.
- Backdated tariff changes must not silently recalculate approved historical documents.
Quote calculation worksheet
Calculate each component independently, then sum. Retain the accepted assumptions and confirm tax with the reviewed policy.
| Charge | Quantity / unit | Rate | Rule / minimum | Amount before tax |
|---|---|---|---|---|
| Freight | 240 kg | ₹8 / kg | Minimum ₹2000 | ₹2000 |
Includes the illustrative row and blank rows. This is a planning worksheet, not a HiVAM import format. Keep your completed copy private; do not add credentials.
Check your understanding
Try answering first, then open the explanation. Use the worksheet and source records to practise the task.
Why save the accepted calculation?
It allows staff and customers to reconstruct the charge even after masters or tariffs change.
Is volumetric weight governed by one universal divisor?
No. Use the agreed service rule with explicit dimension units and validation.
Put it to work with HiVAM
Use these connections to explore the relevant product workflows. Confirm access in your deployed release; API capabilities require an integration or an available interface.
Tariffs, charge types and accepted quotes
Review the tariff and accepted-quote API capability; confirm the actual quoting interface before relying on it.
Versioned tax policies and document explanations
Preserve the effective tax policy on the resulting document.
Keep your learning moving.
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Try the workflow with your team.
Bring a representative job and an exception to a HiVAM demonstration. Review saved records, permissions and handoffs alongside the interface.