Select a purchase quotation
Open quotations and proforma invoices pulled from SAP. Selecting one starts a system-generated estimated costing.
Open quotations — from SAP
SAP| PO / Quotation | Supplier | Product | Division | Incoterms | Cargo type | |
|---|---|---|---|---|---|---|
| 4790004635 | Nagase Chemtex (S) Pte Ltd | Antioxidant Blend AX-380 | Haycolour / IRM NON-TIEP | CIF | Regular — repeat chemical | |
| 4790004712 | Covestro (HK) Ltd | Polyol Blend C-115 | Fibre & Export Mfg TIEP | FOB | Regular — repeat chemical | |
| 4790004733 | Zhejiang Machinery Co. | Coating line (first-time machinery) | Fentons | EXW | Project cargo — 14 containers, OOG |
Review auto-filled order data
Fields are populated with one click from the supplier quotation / PI in SAP and reference data in the application database. Every value can be edited — overrides are logged.
Order data
Change log
(audit trail)- No overrides yet — all values as sourced.
Estimated costing
Mirrors the current Excel costing working with computed breakdowns for duty, bank charges and clearing charges. All recalculated live.
Estimated costing working
Duty calculation
HSBank charges breakdown
Bank charges vary by payment method (TT / LC-Sight / LC-Usance / DA / DP). Tariff structure lives in the Bank charges master.
Clearing charge breakdown
Clearing charge = CHA fee + documentation + SLPA pass-through + statutory Customs fees + port-to-warehouse transport + DO fee.
Versions & approval
Every saved costing is versioned with full change history, so cost movement stays auditable over the years.
Version history —
Approval — Supply Chain Head
Review the latest version and approve, or return it for correction. Approval is available on web and mobile.
After approval
HS Code & duty rates master
Duty and tax rates by HS code (CID, CESS, PAL, SSL, VAT, SCL and fees). HS codes are held in SAP; rate table is maintained here in the application database.
| HS code | Description | CID | CESS | PAL | SSL | VAT | SCL/unit | Fee (LKR) | Licence |
|---|
Container types, sizes & CBM per item
Cargo dimensions are absorbed from the PI and packing list at procurement time. For new / trial items, suppliers advise weight and dimensions by email and a rough calculation is made.
| Product | Packing | CBM / unit | Container type | Max qty / container | Source | Last updated |
|---|
AI Email & Document Agent
Monitors imports@hayleysaventura.com — screens subjects, extracts data from attachments, and auto-fills transactions with one click.
Email Detail
Select an email to view extracted data
Payment Arrangement
Track payment requests through the approval pipeline — from division request to bank settlement. Supports TT, LC, DA/DP terms.
| PO # | Supplier | Product | Type | Amount | Division | Status | Bank |
|---|
Freight Arrangement
Auto-derive estimated freight from rate cards, compare across forwarders, and manage the RFQ process. Manual override always available.
Active shipments needing freight
| PO # | Supplier | Origin | Container | Rate card rate | Forwarder | Source | Status |
|---|
Route comparison
Freight quotation requests
| RFQ # | PO # | Route | Container | Sent to | Responses | Status |
|---|
Shipment Monitoring
Track every shipment by PO with milestones, AI-detected events, and proactive alerts. Import licence tracking included.
| PO # | Supplier | Product | Division | ETD | ETA | Status | Milestone |
|---|
Import licence tracker
3 pending| PO # | Product | HS code | Status | Progress | Applied | Expiry |
|---|
Forwarder Rate Cards
Validity-dated rate cards from freight forwarders. All rating parameters mandatory; forwarders can update their own cards. Estimated freight from the card feeds the costing engine — manual override remains available.
| Forwarder | Origin | Destination | Container / Mode | Rate | Basis | Valid from | Valid to | Status | Notifications |
|---|
Auto-notification log
When a rate card rate is applied to a live order, the system automatically emails the forwarder stating the rate applied. Unless the forwarder disputes it, it is treated as confirmed (silence-as-confirmation loop).
Clearing agents & rate structures
Clearing charges are compound, not percentage-based. Base rates are per container type × shipment mode; transport is by delivery-location distance band; statutory Customs fees are national fixed values.
Statutory Customs pass-throughs
National fixedSource: Sri Lanka Customs statutory schedule. Applied to every CUSDEC regardless of agent.
Agent base rates — CHA fee, documentation, SLPA port charges, DO fee
| Clearing agent | Container | Mode | CHA fee (LKR) | Documentation | SLPA / Port | DO fee | Base total | Valid to |
|---|
Transport rates — port to warehouse (by distance band)
| Clearing agent | Delivery zone | Distance band | 20' GP | 40' GP / HC | LCL / part-load |
|---|
Bank charges tariff master
Bank charges vary primarily by payment method. Each bank publishes a tariff with commissions (percentage-based, with a minimum floor), fixed SWIFT / handling / postage fees, and — for LC and DA — acceptance commissions per month of tenor.
Bank tariff structure — commissions & fees per payment method
| Bank | Method | Commission | Min floor (LKR) | SWIFT / msg | Corresp. | Amendment | Acceptance | Handling | Postage |
|---|
How each method computes
TT = (order value × commission %) [with min floor] + SWIFT + Correspondent (if OUR) + Handling
LC-Sight = (order value × opening commission × LC validity in quarters) [min floor] + SWIFT × (1 + amendments) + (amendment fee × amendments) + Handling + Postage
LC-Usance = LC-Sight + (acceptance commission % × tenor in months × order value)
DA / DP = (order value × collection commission %) [min floor] + SWIFT + Handling + Acceptance (DA only, acceptance % × tenor × order value)