Quotation Approval Settings
- quotation
- approval
- internal quote approval
- quote approval
Configuration > Quotations > Approvals
Configuration > Sales > Quotations > Approvals
Related Guides:
User Approval Settings
| Field | Type | Description |
| Default Quote expiry days | Text (Integer) | Establishes the expiration date of a Quote. Defined as a number of days after the Quote has been created. |
| Hide Quotes on the Self Service Portal if they have expired | Checkbox | When checked, any Quotes that have passed their expiry date will be hidden from the Self Service Portal. |
| Default Quote Accepted Status | Single Select | The Status selected here will be set as a default when Quotes are accepted. |
| Default Quote Rejected Status | Single Select | The Status selected here will be set as a default when Quotes are rejected. |
| Ticket Status after Quote Accepted | Single Select | Determines the status of a Ticket linked to a Quote following end-user approval via the Self-Service Portal. |
| Ticket Status after Quote Rejected | Single Select | Determines the status of a Ticket linked to a Quote following end-user rejection via the Self-Service Portal. |
| Ticket Status after Quote Sent | Single Select | Determines the status of a Ticket linked to a Quote after it is sent from the Agent Portal. |
| Ticket Status after Quote Expires | Single Select | Determines the Status given to a ticket which has had a quote raised from it after that quote expires. Raise a quote from a ticket then go to Configuration > Advanced Settings > Backend Service Monitoring and make sure background processing isn't paused (checkbox in the configuration tab of Backend Service Monitoring called "Pause all background services"), click 'Run Task Scheduler now', make sure the ticket linked to the quote is updated to the status set on this single select option (The quote has to be expired). |
| Quote Status after Quote Expires | Single Select | Determines the status of a Ticket linked to a Quote following Quote expiration |
| Enable secure quote signing | Checkbox | When this is enabled quote approval emails will be sent to a single user. Only that user can log in and accept or reject the quote, and they must use the link within the approval email. You can create a new user account when sending the quote. Users created while sending a quote will use the "Welcome Email (Quote)" email template for the welcome email. |
| Notify the agent when a quotation is viewed by the end-user | Checkbox | When checked, an email will be sent to the agent assigned to the Opportunity or the agent that created the quotation (if there is no Opportunity) when the quotation is viewed. |
Don't notify the Agent when the Quote is closed | Checkbox | When checked, A notification will not be sent when the User viewing a Quote in the Closed status. (Only shows when "Notify the agent when a quotation is viewed by the end-user" is selected). |
| Send the User an email after a Quote is Accepted | Checkbox | When checked, the User will receive a confirmation email once they accept their Quote. The associated Agent will also be Bcc'd. |
| Notify the Agent after a Quote is Rejected | Checkbox | When checked, the agent will receive an email notification when the quote has been rejected. This applies to internal quote approvals. |
| Automatically create Sales Order when Quotation is approved | Checkbox | When checked, should the Quotation be approved by the client, then an appropriate Sales Order will be created. |
| Allow Users to adjust the quantity of optional items | Checkbox | When checked, after the user clicks "Accept" on the quote, from the self service portal, they will have the option to remove the optional item or change the quantity, this is done by clicking onto the item in the "Optional Lines" table. If they reject the optional item, it will show with a red thumbs down for that item, under the "Accepted" column of the quotation. Note: Items on the quote screen can be made optional by editing the item (click the pencil icon on the line) and clicking on the checkbox "Optional" . Editing Items is not possible once the quote is sent. |
| Default optional Products to unchecked | Checkbox | When enabled, the optional items on a quote within the self service portal, will be unchecked when viewed by the user. |
| Show billing contact information on the User quote approval screen | Checkbox | When checked, after the user clicks "Accept" on the quote, from the self service portal, they will be able to see the billing contact details on the "Approving Quote" section of the screen, this is before they have to click Submit. |
| Show PO Number field on Quote Approval screen | Checkbox | When checked, the option to add a custom PO number to the transaction is made available. This is for the Users so that they can keep all their documents in order. |
| Make Purchase Order number mandatory on Quote approval screen | Checkbox | When checked, the field for PO number will be mandatory. |
| Show the Customer signature field on the Quote approval Screen | Checkbox | There will be an option to sign for a quote on the quote pdf after the user clicks on "Accept", this option is selected on by default. |
| Enforce minimum signature length check | Checkbox | When enabled, signatures must reach a minimum pixel length or a popup will show to "Please enter a larger signature". |
| Remove the whitespace from the Customer Signature image | Checkbox | When enabled, a whitespace border around the signature will be trimmed from the image, and will be trimmed in any area the signature is pulled to (i.e. a PDF). |
Quote Approval Screen Field List
| Field | Type | Description |
| Quote Approval Screen Field List | Table | This list of fields will dictate the content and order of the content that is displayed on the quote approval screen for the customer. Guide: Approving Quotes. |
Agent Approval Settings
| Field | Type | Description |
| Allow Quotations to be approved before being sent or Sales Orders created | Checkbox | When checked, the Quotation must have successfully completed its approval process before it can be sent to the customer. |
| Allow generation of PDF before approval | Checkbox | Should the above be enabled and this is checked, you will still be able to generate a PDF of the Quotation, despite not being able to use the Send button. |
| Use Opportunity/Ticket approval rather than simple approval for Quote approvals | Checkbox | When checked, Quotations will undergo one of the Approval Processes that have been set up in the Tickets > Approval Process configuration. These can be much more complicated than a simple "thumbs up and sign" process. This process will be run through the linked Opportunity/Ticket as opposed to the Quotation itself. |
| Approval Process | Single Select | If the above is enabled, the approval process to be used can be selected here. |
| Quote margin (%) to require approval | Text (Integer) | Should Quotation approvals be being used, the value placed here will determine the minimum ratio of the price to cost that the quote has to meet to be marked as "Requires approval". This can be overridden per Agent. |
| Quote discount on any line to require approval | Single Select | Sets the qualification level for the percentage threshold. |
| Percentage (%) | Text (Integer) | Sets the percentage threshold for the above. |
| Quote discount total to require approval | Single Select | Sets the qualification level for the percentage threshold. |
| Percentage (%) | Text (Integer) | Sets the percentage threshold for the above. |
| Ticket status after Quotations have been approved | Single Select | The status selected here will be applied to the Quotations once they are approved by an agent (internal approvals). This can be left blank to have no status change. |
| Ticket status after Quotations have been rejected | Single Select | The status selected here will be applied to the Quotations once they are approved by an agent (internal approvals). This can be left blank to have no status change. |