Overview:

OPTO has a helpful solution for managing quote approvals through the Quote Approval Portal.

Workflow

When sending the quote to a customer, the user can tick “Request Approval” in the Print Quote window which will generate a secure link to be emailed to the customer.

When a customer clicks the link, they will be taken to the Quote Approval Portal and can follow the following steps:

1. Review the Quote Header information.
2. The customer can review the quoted line item pricing
   1. The customer is able exclude line items by unticking the selection box
   2. The customer can also increase the quantity ordered
   3. The customer is only able to select quantity 0 or the quoted quantity as a minimum.
3. The customer can review the relevant attachments and download if required

The customer is then able to scroll to the Approval section where they can:

1. Enter their name
2. Enter their PO number
3. Enter any additional notes to be sent back (optional)
4. Upload a pdf copy of their purchase order (optional)
5. Digitally sign the approval
6. Approve the Quote

Once the quote has been approved, the Employee who raised the quote will receive an email notifying them of the approval details and a copy of the Purchase Order uploaded by the customer (if one was uploaded).

Within the Edit Quote Window the approval information can be reviewed

1. Navigate to the Ext. Approval tab
2. The date the approval was sent by the OPTO user
3. The name of the Customer Employee that approved the Quote
4. The Date the Quote was approved (UTC Time)
5. The Time the Quote was approved (UTC Time)
6. The Purchase Order Number submitted by the Customer
7. The URL that was generated in the initial e-mail if required
8. The notes added by the Customer when submitting Approval
9. The Signature of the Customer who approved the Quote
10. Clicking this link will open the Customers PO (if one was supplied)

The approved quantities will be displayed in Apr. Qty of the Edit Quote Window