SANJIESAN LICENSING / Quotation records
Compare a USD quote and a CAD quote without hiding the currency
Two suppliers may quote the same-looking number in different currencies, or quote different stages of work. Keep the original quotation intact and build a separate comparison sheet. The first check is what the quoted amount covers; conversion arithmetic cannot repair a mismatch in deliverables, payment timing or stated exclusions.
Give currency and scope their own columns
Record the quoted amount with an explicit currency code such as USD or CAD, the quotation date and its stated validity. Add the deliverables and exclusions in adjacent columns. Do not turn an unknown shipping or tax item into zero. Ask the provider to clarify those items for the actual project and location, and keep their answer attached to the original quotation.
Label any conversion as a working comparison
If the team needs a common-currency view, record the rate source, date and calculation direction beside the converted figure. The Bank of Canada describes its published exchange rates as indicative, based on aggregated quotations. Do not present an indicative comparison as the amount a bank or payment provider will charge. Obtain the applicable settlement information through the project’s approved financial process when it is needed.
Keep the selection reason wider than the total
Compare scope, revision handling, timing and unresolved costs alongside the working total. Ask a second reviewer to trace one row back to the original quote and reproduce the calculation. Preserve the original-currency record even after a provider is selected. Later invoices or scope amendments should be recorded as new evidence, rather than silently rewriting the earlier comparison to match the latest outcome.