Module: Producing Well-Constructed Quotations and Proforma Invoices

Course 5: Export Administration

Module 1: Producing well-constructed Quotations and Proforma Invoices

  Module Rating
  Module 1 of 2
  ~45 minutes
  4 Topics
  Multiple Assessments

In this module, we kick off export administration with a pre-assessment where we test your knowledge of export quotations and proforma invoices. Once the pre-assessment is completed the module theory opens up on the topic of how to deal with poorly constructed enquiries. We cover how to determine the feasibility of a potential export transaction, which leads to quoting an export enquiry. We also go into detail regarding the essential information to include in an export quotation or proforma invoice. The module then rounds off the topic with a look into entering a contract of sale without a formal contract. Click the icon below to get started on your free export administration training.

If you have not, check out Module 1, Module 2, Module 3, Module 4, Module 5, Module 6 and Module 7 which form part of Course 1: Export Foundation Training alternatively if you are up to date, click on the button below to start the module on Producing Well-Constructed Quotations and Proforma Invoices.

Who is this Module for?

Businesses & Organisations

who have identified an opportunity to expand their product range into foreign trade markets

Governmental Organisations

looking to stay current on export readiness or require potential export assistance

Entrepreneurs & Individuals

with a basic understanding of the global trading environment looking to grow their knowledge of export readiness

Trade Consultants

looking to expand their knowledge of export readiness and the stages involved

Businesses & Organisations

running into business or product issues trying to expand to foreign trade markets

This module looks to build on the foundational export training in course 1 module 4, which covered the basics of export administration. In this module, we focus specifically on quotations and proforma invoices involved in a typical export transaction. It starts with a simple pre-assessment to identify your ability to construct a quotation or proforma invoice. This forms a basis for an introduction to a typical export transaction. Export administration can be a complex topic, especially when it comes to the processing of an export transaction. From the receipt of an enquiry to the payment being received, there are a lot of moving parts to understand. 

This leads us to the first topic where we break down a defective or inadequate enquiry. An export enquiry can vary greatly depending on a number of factors. This often leads to insufficient specifications, delivery details and associated services. This module takes a step-by-step process of receiving an inadequate enquiry and works through it systematically. Every request in a typical export enquiry is highlighted and broken down to help identify potential issues in future export transactions.

The following topic covers the process of determining the feasibility of a particular export transaction. This involves a series of export enquiry investigations to determine whether an export enquiry is worth bidding for. This topic also breaks down the pricing should a quote be deemed worthy. This entire process involves a feasibility study to help assess potential export business and all the associated risks and costs involved. As with every export process, there are a series of vital steps and considerations that influence the viability of the potential business, in this module, each one is carefully considered to summarise the entire feasibility study from enquiry to payment. 

Once the feasibility study has been performed, the next topic is to quote on a viable export enquiry. This process starts with all the vital information needed to produce a comprehensive export transaction quote. This exercise is based on a mock export transaction in which a quotation scenario is broken down step by step. This includes essential considerations such as product descriptions, consignment packing, the currency of transaction, pricing structures, cargo insurance and payment details. Once this module has been completed you will be able to prepare a proper quote for a viable export transaction, which forms a major part of the contractual agreement between the buyer and seller. Of course, once the quote has been prepared and cleared, the next logical step is to enter into a contract of sale, which is the next topic in our export administration module.

Entering a contract of sale is the final step in processing a viable export enquiry. This involves all the essential steps in finalising the contract of sale. From the various receipts and documents involved to each process tied to the individual documents. As with every step of export administration, the devil is in the detail. So make sure you do not miss this module, it may just save you valuable resources in your export transactions to come. 

Export administration can be an incredibly complex challenge with severe consequences. For example: if a seller misinterprets an export enquiry and falls into a contract that is not financially viable, it could have crippling consequences for their business. To ensure you understand the entire process, we highlight every step and all the associated quotations, proforma invoices and contracts involved for a successful export transaction. Take charge of your export administration by completing this essential module, and make sure you do not make the same potential mistakes that so many have made before. 

This free module is part of a comprehensive course and is a vital source of information you need to understand export administration. An understanding that is essential to any growing business or industry where the potential for international trade is high. Assuming you have completed the export foundational training, this module serves to improve your knowledge and understanding of the details involved in a typical export transaction. Which covers quotations and proforma invoices involved in an inadequate export enquiry. With this understanding of a typical export transaction from the point of enquiry covered, the next step is to process a buyer’s order, which is the next module in this course covering export administration.

Want to Join The TFSA School of Export?

Topic 1: Dealing with Defective/Inadequate Enquiry

Topic 2: Determining the Feasibility of a Particular Export Transaction

Topic 3: Quoting on the basis of an Export Enquiry

Topic 4: Entering a Contract of Sale

This module is one in a series of modules to form a comprehensive course covering export administration. Every course and the subsequent module has been developed and curated by the International Trade Institute of Southern Africa and Trade Forward Southern Africa. The entire training course is free of charge and can be completed by individuals and organisations alike. This module and subsequent course lay an essential foundation for trade internationally. If you know anyone that would be interested, share this module with them using the link below. We would also love your feedback, so drop us a review once you have completed the module.