Approvals and statuses
EveryoneWhat each status means, who can move it on, and who is told.
RFQ statuses
An RFQ starts as Draft. Start costing makes it Open. Submit, once every line is costed, moves Draft, Open or Overdue to Awaiting approval; so does Request no quote. Open turns Overdue when the deadline passes. From Awaiting approval, Approve makes it Completed, or No quote for a no-quote request; Reject, with a reason, sends it back to Open. Void, with a reason, is possible from any status except Void.
- Submit needs every line costed.
Who can submit:AdminManagerSales
- Request no quote asks to decline the RFQ and needs a reason. Approving it closes the RFQ as No quote.
- Approve and Reject are for approvers; a rejection needs a reason and returns the RFQ to Open.
Who can approve:AdminManager
- Void cancels the RFQ from any status and needs a reason.
Who can void:AdminManager
Quotation statuses
A quotation starts as Draft. Submit moves it to Awaiting approval. Approve and issue makes it Issued; Reject, with a reason, returns it to Draft. An issued quotation becomes Expired when its validity ends. Issued or Expired can be closed out once every line is awarded or failed, or revised with a reason, which creates a new Draft revision.
- Approve & issue fixes the exchange rate and bill-to address and creates the PDF.
Who can approve:AdminManager
- Expired is worked out from the quotation date plus the validity days; nobody sets it.
- Close out needs every line recorded as awarded (with a PO number) or failed (with a reason).
Who can record outcomes:AdminManagerSales
Part validation
A part revision starts as New. Mark estimated moves New or Rejected to Estimated. Submit moves it to Awaiting approval. Approve makes it Validated; Reject, with a reason, makes it Rejected.
- Only Validated prices are used as references for future quotes. Estimated and Rejected prices are not.
- Part validation does not send notifications.
Who can validate:AdminManager
Approval rules
- You cannot approve a request you created or submitted yourself. The app says
You cannot approve your own request. Another authorised approver is required.
- Reject, void, request no quote and revise always need a reason. It is kept in the history.
- Every decision is recorded in the Audit log with who made it and when.
Who is notified
Sales or a manager submits for approval. The system sends Approval requested to the approvers. An approver approves, or rejects with a reason. The system sends Approval decided to the creator, the requester and the assignees.
- Approval requested goes to everyone who can approve.
- Approval decided goes to the creator, the requester and the assignees.
- Status changes and new assignments also appear in the bell. See Notifications and digest.