How to create an Enquiry in Agency Module?

How to Create an Enquiry and Convert it to a Port Call

Creating an Enquiry or Port Call is the first step in starting your workflow in MagicPort. It is important to understand the difference between an Enquiry and a Port Call.

The Enquiry stage occurs when an Agency is requested to provide a Proforma Disbursement Account (PDA) or asked to act as an agent for a specific vessel call by the Principal.

The Port Call stage, which is divided into Expected, At Port, and Sailed, begins after the Principal approves the Agent’s PDA.

Adding an Enquiry

To add an Enquiry to the platform, the Agent must follow these steps:

  1. Go to the Enquiries tab.
  2. Click the + Add Enquiry button to start inputting Enquiry details.
  3. Enter the required information, such as the Principal name, Vessel name (if known), and other details.
  4. Click Save. The User will be directed to the Enquiry Window’s Disbursement tab, where they can add estimated services and prices to generate the Proforma Disbursement Account (PDA).

Adding Cost Estimates

The User can add cost estimates in two ways:

  • Manually: Fill in the Service, Price, Currency, and Remarks fields, then click + Add Cost.
  • Automatically: Click Automate PDA to use our PDA calculator, which will automatically add the costs based on the inputs provided.

Once the cost estimates are added, click Submit to prepare the PDA.

Converting an Enquiry to a Port Call

If the Principal agrees with the PDA, the Agent can change the job status from Enquiries to Expected (meaning the vessel is approved and on the way to port).

  1. Click Expected and enter the additional required information to convert the Enquiry to a Port Call.
  2. Click Save. The Port Call is created, and other tabs become accessible.