Setup steps of Approval

In the Digital Sales Platform, go to 'Administration' > 'Master Data Management' > 'Condition', 'Approval Gate' OR 'Approval Rule'

Define a Condition

Define an Approval Gate

Define an Approval Rule

 

Approve a Quote

When a quote is submitted by the creator, an email notification will be sent to all the relevant parties to notify them that the quote requires their input. An email will also be sent once the other approver had submitted their input.

The approver may also submit the quote through the Digital Sales Platform inbox:

Once the quote has been approved, the status will be reflected under the 'Notes' tab.

 

Edit an Approved Quote

The application's default behavior is to block any changes to the current version of the quote once it has been approved. Once the quote moved to status = approved, accepted, rejected they are considered as not Open, and on saving you will get the below error message. Quote status not Open.

To change this behavior and allow changes to open approved, accepted, or rejected quotes, you can do so by Setting Boolean to 'Yes'. 'Administration' > 'Setting Boolean' > 'Allow user to edit approved Quotes'

After making this change, the user(s) shall be allowed to make edits to Quotes in the following status: Approved, Accepted, Rejected.

Note: Updates are not allowed once the status is changed to "Sent to ERP".

Tip: you can still use the UI profile to disable fields/actions on the UI based on the status if you want to selectively disable specific fields when the status is approved, accepted, or rejected.

 

 

Reject a Quote

As a sales representative, the user(s) will be able to reject an open quote without having to go through the whole approval process. User(s) can simply set the status to 'rejected' to notify his/her team in the event of any cancellation.

We can now reject an open Quote and edit the approved, accepted, or rejected quote. you can still use the UI profile to disable specific fields. this offers enough flexibility. Also, there is groovy on Save, which should allow adding a custom field to define the sub status like for the main status Open you can have a custom field which has calculated values like

• Unassigned - No owner assigned
• Assigned - Owner Assigned
• in Process - allow the user to manually change when work is started
• on Hold - when stalled
• Completed - when mostly complete

Action Reject (is the same as canceled by customer)
Action Submit changes to In Approval, then either the manager Approves (Status changes to approved) or Reject (A new version is created status changes to Open). Not the approval reject is different from Reject by the customer,
Action Accepted by customer (for the Main quote completed)
Anyone with edit rights on the quote can always withdraw, which resets everything back to Open.

Sales representatives will be allowed to reject an open quote. Upon rejecting user is prompted to select the reasons for rejection in the drop-down menu > click 'Ok'

Rejected quote(s) will then be reflected in the updated status under the 'Approvals' tab:

 

Withdraw a quote

As an administrator, you can now control who is allowed to withdraw a quote. By default, only the submitter is allowed to withdraw a quote. But many times your customer may request edits to a quote while the submitter is on a well-deserved vacation. 

You can change the default behavior, and allow anyone who can edit the quote to also withdraw it in absence of colleagues (submitter). Once the quote is open the changes can be made and submitted again for internal approval.

 

Admin user(s) are required to set the Setting Boolean to 'Yes'. 'Administration' > 'Master Data Management' >  'Setting Boolean' > 'Allow anyone with edit rights to withdraw a quote'

With the features made available, the user can withdraw any quotes for other users in the event they are absent. The quote can be withdrawn if the user(s) has edit rights where Boolean Setting is being configured as YES for the "Allow anyone with edit rights to withdraw a quote" field. When this field is toggled to YES, the user(s) will then have the right to withdraw the quote under the "Actions" tab. 

A new quote version is created when Quote is withdrawn after Approval, Accepted, or sent to ERP. When a rejected quote is withdrawn, the sales rep can continue where he left off, the system doesn't auto-create a new version, but the sales rep can do so manually if required.

For more details, please refer to 'Status Flow with Actions'.

 

 

Version increment

Using the boolean setting "Disable the auto-increment to version on quote withdraw or reject" you can decide if you would like to auto-increment the version each time the quote is withdrawn or rejected.

By default, "Disable the auto-increment to version on quote withdraw or reject" is set to false, so a new version is automatically-created whenever the quote is withdrawn or rejected.

You can always use the action "Create New Version" in the Quote action menu.

 

Error Handling

• Enhanced Error Handling: The Quote approval process now offers improved error handling, specifically for scenarios involving multiple approval attempts on the same quote. This enhancement ensures that users receive clear and user-friendly messages.
• Informative Messages: When a previously approved quote is accessed for approval via a link, users will receive clear messages stating that the action has already been completed. This reduces confusion and eliminates the need for further action.

 

Permission-Based Editing for Accepted/Sent To ERP Quotes

With this update, specific roles within the system can now be assigned permissions to edit and update quotes during the production phase, ensuring seamless adaptation to changes in customer requirements.

• Permission-Based Editing: Introducing two new permissions(“UPDATE QUOTE WITH ACCEPTED STATUS PERMISSION” and “UPDATE QUOTE WITH SENT TO ERP STATUS PERMISSION”) that allow designated roles to edit Accepted and Sent-to-ERP quotes. This granular control ensures that only authorized personnel can make modifications, maintaining data integrity and security.
• Editing Flexibility: Authorized roles now can modify all aspects of Accepted and Sent-to-ERP quotes, including quoted items and configurations. If adjustments to quoted items lead to price changes, the user can recalculate and update the pricing.