Website Quote Acceptances in CustomerGate 365

What is recorded

Each acceptance records what the quote looked like at that moment, so it stays clear what the customer agreed to if the quote changes later:

Accepted At

When the customer accepted.

Quote No., Customer No., E-mail Address

The quote, the customer, and the address the person was signed in with.

Customer PO Number, Requested Delivery Date, Details Written to Document At

What the customer added to the acceptance, and when those two were written to the sales document. See below.

Quote Document Date, Amount Incl. VAT, Currency Code, No. of Lines at Acceptance

The quote as it was when it was accepted. An empty currency means the local currency.

Archive Version

The version of the quote in the document archive at that moment. Zero means there was no archived version yet.

Quote Fingerprint

A SHA-256 fingerprint over the quote's currency and lines, including prices. It stays in Business Central and is never sent to the website.

IP Hash

A pseudonymized hash of the IP address, made by the website with a secret key.

Processed

Select it once the quote has been converted; the acceptance then drops off the cue on the Role Center. It is the only field you can change here.

E-mail

Whether the confirmation to the customer and the notification to inside sales were sent, with the failed attempts and the last error of each.

Purchase order number and requested date

A customer who accepts can add two things: their own purchase order number and the date they want the steel. Those land on the acceptance, not straight on the quote: the portal reads sales documents and never writes to them.

They reach the sales document along two paths, and both run under a person in Business Central:

• Automatically, at the moment you turn the quote into an order. The purchase order number then goes into Your Reference and External Document No., the date into Requested Delivery Date.
• By hand, with Apply to Sales Document on this list. That writes the same two to the quote, or to the order it became.

Neither ever overwrites what you filled in yourself: what inside sales typed wins over what was chosen on a website a week earlier. On a released quote only the purchase order number can be written; if you want the date on it now, reopen the quote, or do nothing, because converting the quote writes both by itself. Details Written to Document At says when that happened.

Check Quote

Check Quote compares the quote with the fingerprint recorded at acceptance and tells you whether the customer accepted the quote as it is now. The answers:

Unchanged

The quote is still exactly what the customer accepted.

Changed

The quote was changed after the acceptance. If an archived version matches, the message names it; otherwise it repeats the amount including VAT and the number of lines the customer accepted.

Archived Version Matches

The quote no longer exists, probably because it was converted to an order, and the message names the archived version the customer accepted.

No Matching Version

The quote no longer exists, and none of its archived versions matches what the customer accepted.

No Fingerprint

The acceptance was recorded before the app kept a fingerprint. Compare the amount and the number of lines instead.

Show Sales Quote

Opens the quote the acceptance belongs to. If it has been converted to an order in the meantime, a message says so; look in the sales orders.

What the portal checks

• Only a Buyer can accept, and only a released quote of their own customer that is not past its validity date (Quote Valid Until Date, or with Steel 365 the quote due date).
• A quote can be accepted once. Two clicks at the same moment still record one acceptance.
• A quote that already has an acceptance can no longer be rejected: withdrawing an acceptance is a conversation, not a click.
• After an acceptance, the mail job sends the customer a confirmation and inside sales a notification.

When the customer says no

A customer with the Buyer role can also reject a released quote in the portal, with a reason from a fixed list (Too Expensive, Delivery Too Late, Ordered Elsewhere, No Longer Needed, Other or Not Stated) and a remark. That is a worklist of its own: Website Quote Rejections.

The quote is not cancelled by it. Nothing changes in Business Central; inside sales sees that the customer said no and decides what happens to the quote. Somebody who clicks Too Expensive usually wants a conversation, and a portal that closes the quote takes exactly that conversation away. Rejecting is allowed after the validity date too: that is often the moment a customer says it.

Working the list

1. Open Website Quote Acceptances, or choose the cue Quotes Accepted via Website on the Role Center.
2. Choose Check Quote. If the quote is unchanged, convert it to an order as usual; the purchase order number and the requested delivery date reach the document by themselves.
3. If it has changed, agree the difference with the customer before you convert it.
4. If you want the purchase order number or the date on the quote already, choose Apply to Sales Document.
5. Select Processed, so the acceptance drops off the cue.