Approval process

Learn how to set up and follow a quote approval process.

Submit a quote for approval

Submit a quote from the Inbox

1. From the application left navigation area, select Inbox.
2. From the list of quotes, on the quote that you'd like to submit, select More options.
3. From the popup, select Submit.

• Any user that can update the quote can also submit the quote for approval.
• Once a quote creator submits the quote for approval, an email notification is sent automatically to all defined user roles in this approval gate flow, notifying them that the quote requires their input.
• Another email notification is sent once one or many approvers had submitted their input.
• A user can track information about approval, routing, details on the submitter, the router, the approver, and the person who rejected the quote, in Quotes > Notes.
• Zilliant CPQ Inbox shows only quotes and opportunities with finalized statuses, such as Accepted, Rejected, Sent to ERP, and Won.
• A signed-in user will see quotes and opportunities that have not yet been finalized in their Inbox only if they created or submitted them.

Edit approved quotes

When a quote is in Open status, any user can check the approval flow and verify approvers without submitting the quote.

After a quote has been submitted, the approval flow cannot be changed.

To enable editing quotes with a status of Approved, Accepted, or Rejected:

1. From the application left navigation area, select Administration.
2. From Master Data Management, select Setting Boolean.
3. Select Allow user to edit approved Quotes.
4. Set the Setting Value Boolean switch to YES.
5. Select Save.

Edit accepted quotes or quotes sent to ERP

User roles with the following permissions can edit quotes that have been accepted or sent to ERP:

• UPDATE QUOTE WITH ACCEPTED STATUS PERMISSION
• UPDATE QUOTE WITH SENT TO ERP STATUS PERMISSION

User roles with these permissions can modify accepted quotes and quotes sent to ERP, including line items and configurations. If quote adjustments lead to price changes, the editor can recalculate and update the pricing.

For more information, read Role management.

Reject an open quote

Sales reps can reject an open quote without having to go through the complete approval process. To do this, set the status to Rejected.

To reject an open quote:

1. Select a quote.
2. In the Reject popup, from the Reason dropdown, select a reason for rejection.
3. Select OK.

View rejected quotes on the Approvals tab.

Withdraw a quote

By default, only the submitter can withdraw a quote. Administrators can change this default behavior. They also can allow anyone who can edit the quote to also withdraw it.

To enable users (other than a submitter) to withdraw a quote:

1. From the application left navigation area, select Administration.
2. From Master Data Management, select Setting Boolean.
3. Select Allow anyone with edit rights to withdraw a quote.
4. Set the Setting Value Boolean switch to YES.

Once enabled, any user with rights to edit the quote can withdraw it.

Version increment

If a quote is withdrawn after it is approved, accepted, or sent to ERP, the system creates a new quote version.

If a quote is withdrawn after it is rejected, the system does not create a new version. A sales rep can enable auto-creation of a new quote after the quote is withdrawn or rejected.

To enable auto-creation of a new quote after rejection or withdrawal:

1. From the application left navigation area, select Administration.
2. From Master Data Management, select Setting Boolean.
3. Select SetingDisableAutoIncrementVersion.
4. Set the Setting Value Boolean switch to YES.
5. Select Save.

Error handling

Enhanced Error Handling—When a user attempts multiple approval actions on the quote, they will receive an error message.
Informative Messages—When a user attempts to access an already approved quote via a link, they will receive a message that the action has already been completed.