Managing Clients

Client management is a core function in ICL Cotizaciones. This guide covers the complete client lifecycle from creation to commercial agreement setup.

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Understanding Client Types

ICL Cotizaciones supports three client types: FFWW (Freight Forwarder)

• Companies that act as intermediaries in the shipping process
• Can have a “Cliente Final” (end customer) associated in quotations
• Most common client type for freight forwarding businesses

Final (End Customer)

• Direct shippers who are the actual cargo owners
• These clients can be selected as the “Cliente Final” in FFWW quotations
• Useful for tracking ultimate customers in your supply chain

Both (Ambos)

• Clients that act as both freight forwarder and end customer
• Flexible type for companies that sometimes book direct and sometimes refer business

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Viewing and Filtering Clients

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Accessing the Client List

From the sidebar, navigate to Maestros → Clientes. The client list shows:

• Razón Social - Legal company name
• CUIT - Tax ID number
• Comercial - Assigned sales representative
• Tipo - Client type (FFWW/Final/Both badge)
• Teléfono - Phone number
• Email - Contact email
• Estado - Active/Inactive status

Clients are grouped by type (FFWW, Final, Both) with expandable sections.

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Using Filters

The filter panel lets you narrow down the client list: Tipo - Multi-select filter for client types (FFWW, Final, Ambos) Vendedor - Multi-select filter for assigned sales representatives Buscar - Text search across:

• Razón Social (company name)
• CUIT (tax ID)
• Email address

Click Limpiar filtros to reset all filters and show the complete list.

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Creating a New Client

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Editing an Existing Client

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Setting Up Commercial Agreements

Commercial agreements define pricing terms, fees, and special conditions for each client. These terms automatically appear in quotations for reference.

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When to Add a Commercial Agreement

Create a commercial agreement when:

• You’ve negotiated specific rates with a client
• The client has custom fee structures
• You want to standardize pricing for this client’s quotations
• You need to document payment terms and commissions

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Commercial Agreement Fields

Cliente Final / Cliente FFWW

• For FFWW clients: Select the end customer (Final or Both type)
• For Final clients: Select the freight forwarder (FFWW or Both type)
• For Both clients: This field is hidden
• Creates a relationship between intermediaries and end customers

Tarifario - Rate schedule identifier

• Internal reference code or name for this pricing structure
• Example: “PREMIUM-2026”, “STANDARD-EUR”

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Deconsolidation Charges

Desconsolidado W/M - Weight/Measurement basis

• Text field for documenting the W/M ratio (e.g., “1 TON = 1 CBM”)

Desco. Min - Minimum deconsolidation charge

• Numeric value (USD/EUR/ARS depending on quotation currency)

Desco. Max - Maximum deconsolidation charge

• Caps the charge regardless of cargo size

Observaciones Desconsolidado - Deconsolidation notes

• Free text for special conditions or exceptions

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Fiscal Warehouse Fees

These fees appear in the “Gastos en Depósito Fiscal” section of quotations: AGP /Tn - AGP (Port Authority) per ton

• Numeric field for per-ton charges

Manejo Documentos - Document handling fee

• Flat or variable fee for processing paperwork

Log Fee - Logistics fee

• Additional service charge

Doc Fee - Documentation fee

• Separate from handling, often regulatory

Certflete - Freight certificate fee

• Charge for issuing freight certificates

Emisión BL - Bill of Lading emission fee

• Cost to generate and issue the BL

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Insurance Terms

Seguro % - Insurance percentage

• Percentage of cargo value (e.g., 0.5 for 0.5%)

Seguro Min - Minimum insurance charge

• Floor value if percentage calculation is too low

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Commercial Terms

Plazo de Pago - Payment terms

• Free text: “30 days”, “Net 15”, “COD”, etc.

Máximo a Descontar - Maximum discount allowed

• Numeric percentage cap on discounts for this client

Tarifario Fiscal - Fiscal rate schedule

• Reference to official or regulatory pricing structure

Comisión - Commission rate

• Percentage or flat fee paid to sales representative

Incentivo - Sales incentive

• Additional bonus or incentive structure

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Notes and Quote Data

Datos para Cotizar - Information for quotations

• Special instructions that should appear on quotations
• Multi-line text field
• Example: “Include 10% surcharge for hazmat”

Observaciones - Internal observations

• Notes for internal use only (not shown to clients)
• Multi-line text field

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Saving Commercial Agreements

Commercial agreement data is saved when you:

1. Click Crear registro for a new client with agreement data filled
2. Click Guardar cambios when editing an existing client

If the agreement already exists, it’s updated. If not, a new agreement is created automatically. To remove a commercial agreement: Click Remover Acuerdo Comercial before saving.

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Deactivating a Client

Inactive clients:

• Do not appear in quotation client selection dropdowns
• Are hidden from the client list by default
• Retain all historical data and quotations
• Can be reactivated at any time

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Deleting a Client

Important notes about deletion:

• Existing quotations referencing this client may lose the client name
• The foreign key cliente_id in quotations may become null
• Deletion is physical (hard delete) with no recovery option
• Associated commercial agreements are also deleted

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Client Assignment Workflow

For organizations with multiple sales representatives:

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Assigning Clients to Representatives

1. Initial assignment: Set the Vendedor when creating the client
2. Reassignment: Edit the client and change the Vendedor field
3. Access control: Comercial users only see their assigned clients

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How Assignment Affects Quotations

When a Comercial user logs in:

• Client dropdown filters to show only their assigned clients
• They cannot create quotations for other representatives’ clients
• New quotations are automatically assigned to them as the owner

When an admin user creates a quotation:

• All clients are visible regardless of assignment
• When they select a client with an assigned representative
• The Comercial field auto-fills with that representative
• They can override and assign to any representative

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Bulk Client Management

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Importing Clients

Currently, clients must be created one at a time through the UI. For bulk imports:

1. Contact your system administrator
2. Provide a CSV or Excel file with client data
3. Administrator can use direct database import tools

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Exporting Client List

To export the client list:

1. Apply filters if you only want a subset
2. Use browser print to PDF (Ctrl+P)
3. Or copy the table data to Excel using browser selection

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Best Practices