Quote Approval

The calculation can be approved automatically, manually or sent for approval from the calculation/contract card using the "Approve offer" button (Create/Approve offer).

Automatic Quote Approval

An offer can be automatically approved in the following cases:

• Satisfies the criteria defined in the table Definition of Bid Approval Criteria

  • After confirming the button Approve Offer system:

    • Creates an entry in the Approval History where:

      • Approval Status = Approved

      • Automatic Approval = Yes

      • Approval Date and Time = System Date

      • Approver ID = Logged-in User ID

    • Displays the message "The offer has been automatically approved. Would you like to open the Offer Approval Card?" If the user confirms Yes, the system will open a tab with the relevant record

• Satisfies Customer Frame

  • Described Chapter Quote Approval Process

• The sender is a member of the approver group according to the corresponding workflow

  • In case the quote parameters do not meet the definition of the criteria for automatic approval, the Customer Frame No. field is blank, the customer is not a member of the group, and the user requesting approval of the quote (the Create Request from the Approval Card) is a member of the approver group of the selected workfow and there is no need for multi-stage approval (Sequence number in the workflow user group for all users = 1), the system automatically approves the offer, i.e.:

    • Approval Status = Approved

    • Automatic Approval = No

    • Approval Date and Time = System Date

    • Approver ID = Logged-in User ID

    • Approval Entry Status = Approved

Approval Process

After confirming the button Approve Menu The system performs the following steps:

• Checks that the "Customer No." field is filled in on the header of the financing contract. If:

  • No

    • displays the message "Customer number must be filled in". After confirming OK, the system terminates the process

  • Yes

    • Continues on to the next check

• Creates a record in a table Approval History as described in each field in the table (Chapter VIfrom Approval History)

• Checks if the customer is a member of a group - Group Member field in the Approval History table on the contract customer's contact:

  • If:

    • No

      • Proceeds on to check the limit

    • Yes

      • Displays the message "Customer is a member of a business group, approve manually."

    • After confirming OK, the system will close the message and terminate the approval process.

    • Manual approval as described in chapter Manual approval for a business group member

• Checks if the "Customer Frame No." field is filled in on the header of the financing contract.  If:

  • Unlisted

    • Continues to the next check - table "Definition of Bid Approval Criteria"

  • Completed

    • Updates the feature framework Update Frame and checks the remaining amount of the limit (according to the method of spent):

      • It will include the offer in the frame, regardless of the detailed status setting of the offer (Limit Draw and Reservation Limit Draw) as if it were set to Reservation Limit Draw = Yes

        • For Limit Draw Method = Financed Value Uses the value in the field Financed Value From the record of Approval History

        • For Limit Draw Method = Residual Value Uses the value in the field Residual Value From the record of Approval History

        • For Limit Draw Method = Current Liability Checks to see if there is a record for the contract. If it does not exist, the system will run Update Liability for a given customer. It then counts the liability of the contract multiplied by the number in the field towards the limit of the frame Number of Contracts in Approval history  

      • They will then find out if the following applies to the limit in the offer:

        • Limit Remaining Amount (LCY) ≥ the amount of the approved bid (according to the method of drawing the framework), if:

        • Conforms

          • The offer is automatically approved, i.e. the system sets:

          • Approval Status = Approved

          • Automatic Approval = Yes

          • Approval Date and Time = System Date

          • Approver ID = Logged-in User ID

          • Displays the message "The offer has been automatically approved. Would you like to open the Quote Approval Card? If the user confirms Yes, the system will open a tab with the relevant record

        • Does not conform

          • Sets the values on the record in the Approval History:

          • Approval Status = Rejected

          • Automatic Approval = Yes

          • Approval Date and Time = System Date

          • Approver ID = Logged-in User ID

          • It displays the message "The customer's credit limit does not comply." and terminates the process.

Sending an approval request

If the offer has not been automatically approved, the system will confirm the Approve Offer Creates a record in History connivance and displays to the user Approval Detail.

To send a quote for approval, the user uses the Create Request From the Approval Detail Card

The button is available only in the following cases:

• Approval Status = New and at the same time

• Active = Yes

After the button is confirmed, the system starts the approval workflow and creates approval requests for users from the approval group defined for the workflow.

After the approval entries are created, the system:

• Displays the message "An approval request has been created for user XXX"

• Sends an e-mail notification to users from the selected user group

• Blocks menu for changes

• Changes the Approval Status to Sent

The above steps must be set up in the relevant Workflow.

If the sender of the approval request is a member of the approver group of the selected workfow and there is no need for multi-stage approval (Sequence number in the workflow user group for all users = 1), the system will automatically approve the offer. An approval item is created where Status = Approved.

Cancel Approval

Cancellation of the approval can be done using the Cancel Approval From the Approval History overview or from the approval detail.

The button is used to "drop" the flag Active - In case the approver rejects the request and the user wants to request approval repeatedly, or after modifying the terms of the offer before creating the approval request.    

The button is available only if:

• Approval Status

  • New

  • Sent

  • Rejected

• Active = Yes

At the push of a button, the system performs the following steps according to the approval status:

• If the Approval Status is:

  • New

    • Sets Active = No

    • Approval Status = Canceled

  • Sent

    • Sets Active = No

    • Approval Status = Canceled

    • Cancels an approval request that was created through a workflow:

      • In Approval Items, sets:

        • Status = Canceled

      • It sends a notification email to the approver about the cancellation of the approval request

  • Rejected

    • Sets Active = No

    • Leaves the approval status unchanged

• Displays the message "Approval of the quote has been canceled."

As a result, there is no line in the Approval History with Active = Yes, the user can then initiate the approval process again.

Manual approval for a business group member

If a customer is a member of a group of companies, they are always subject to special approval – usually with regard to the commitment or limit of the entire group. This process can be quite complex.

For this reason, there is only functionality in the OC that in this case the approver of the leasing agreement with the authorization (Allow quote approval = Yes in User Settings) can switch Approval Status to Approved or Rejected manually (described in chapter Approval History).

Approval History / Approval Detail

An overview of the approval history can be viewed from the list of financing contracts or from the offer/financing contract card via Related/History/Approval history.

Both the overview and the approval detail contain the same fields except for the field Applicant's Notethat is visible only on the approval detail card. All fields in the approval history overview are non-editable.

General Tab

Field:

• Approval No.

  • Fills in the system automatically when creating a record, from the number series according to the Quote Approval No. setting in OneCore Settings

• Financing Contract No.

  • When creating a record, the system adds the number of the contract for which the record was created

• Customer No.

  • When creating a record, the system will fill in the customer number from the contract for which the record was created

• Customer Name

  • When creating a record, does the system add the name of the customer from the contract for which the record was created

• Group Member

  • Changes the system automatically to Yes If the customer's contact has a record in the table Contact Group Relations 

• Financed Product Type

  • When creating a record, the system will add the type of financing product from the contract for which the record was created

• Financed Product Type

  • When creating a record, the system will add the financing product number from the contract for which the record was created

• Financed Product Name

  • When creating a record, the system will fill in the name of the financing product from the contract for which the record was created

• Financed Object No.

  • When creating a record, the system adds the number of the financed object from the contract for which the record was created

  • In the case of a multi-subject contract, the system will fill in the number of the last object (similarly as on the contract card)

Calculation Parameters Tab

Field:

• Financed Object Name

  • When creating a record, the system adds the name of the financed object from the contract for which the record was created

  • In the case of a multi-subject contract, the system will fill in the name of the last object (similarly as on the contract card)

• Lease Term (months) (Financing Period (in month))

  • When creating a record, will the system add the financing period from the contract for which the record was created

• Currency Code

  • When creating a record, does the system add the currency code from the contract for which the record was created

• Purchase Price excl. VAT (Purchase Price excl. VAT)

  • Completes the system when creating a record as

    • Acquisition Price Excl. VAT from the contract for which the record was created * Number of Contracts From the Financing Contract Header

• Input Price excl. VAT (Input Price excl. VAT)

  • Completes the system when creating a record as

    • Input Price Excl. VAT from the contract for which the record was created * Number of Contracts From the Financing Contract Header

• Down Payment % (Down Payment %)

  • When creating a record, the system will add the amount of the down payment in % of the contract for which the record was created

• Down Payment

  • Completes the system when creating a record as

    • Advance payment from the contract for which the record was created * Number of Contracts From the Financing Contract Header

• Amount Payed By Customer %

  • When creating a record, the system adds the amount paid by the customer in % of the contract for which the record was created

• Amount Payed By Customer

  • Completes the system when creating a record as

    • Amount paid by customer from the contract for which the record was created * Number of Contracts From the Financing Contract Header

• Financed Amount

  • Completes the system when creating a record as

    • Financed Value from the contract for which the record was created * Number of Contracts From the Financing Contract Header

• Calculation Residual Value

  • Completes the system when creating a record as

    • Calculation Residual Value from the contract for which the record was created * Number of Contracts From the Financing Contract Header

• Calculation Interest Rate % (%)

  • When creating a record, does the system fill in the value of the Calculation Interest % field from the contract for which the record was created

• Payment Excl. VAT (Payment Excl. VAT)

  • Completes the system when creating a record as

    • Payment excl. VAT from the contract for which the record was created * Number of Contracts From the Financing Contract Header

• Bez vlast. insurance (Without Property)

  • Changes the system automatically to Yes When creating a record if there is no insurance contract for the financing contract:

    • Status = Ready

    • Product Type = Property

• Indiv. Individual Property Insurance

  • Changes the system automatically to Yes When creating a record if there is no insurance contract for the financing contract:

    • Status = Ready

    • Product Type = Property

    • Insurance Type = Individual

Approval Tab

Field:

• Applicant's Note

  • The user adds a note for the approver

  • The field is editable only if the logged-in user has User Setup symptom Allow Quote Approval = Yes

• Number of Contracts

  • Completes the system when creating a record from the contract for which the record was created

• Customer Score

  • Displays the system value entered by the client on the approval detail for the given record

  • The field is editable only if the logged-in user has User Setup symptom Allow Quote Approval = Yes

• Object Score

  • Displays the system value entered by the client on the approval detail for the given record

  • The field is editable only if the logged-in user has User Setup symptom Allow Quote Approval = Yes

• Customer Credit Limit No.

  • When creating a record, the system will add the customer frame number from the contract for which the record was created

• Sending Date and Time

  • The system automatically fills in the system date when a record is created

• User ID

  • The system automatically fills in the ID of the user who started the approval (Approve Offer function)

• Approval Date and Time

  • The system automatically fills in the system date when the status of a record changes to Approved or Rejected

• Approval Status

  • Adds the system automatically, or the user (approver) if the customer is a member of a group (manual approval)

  • The status can have the following values:

    • New

      • Default value after record creation

    • Sent

      • Adds to the system in case of sending an approval request according to the workflow settings (function Create Request)

    • Approved

      • Completes the system automatically after the offer is approved (by the approver or by automatic approval)

    • Rejected

      • Completes the system automatically after rejection of the approval (by the approver or automatically in case of insufficient balance on the selected customer framework)

    • Canceled

      • Completes the system automatically after canceling the approval request (function Cancel Approval)

  • It is only possible to manually switch to the Approved or Rejected. If the user selects a different status, the system displays the message "Possible statuses are Approved or Rejected" and does not allow the value to be set

• Automatic Approval

  • Sets the system to Yes in the event that automatic approval occurs (for a description of automatic approval, see Approval bids

• Approver ID

  • The system automatically fills in the ID of the user who approved the offer

• Approver Name

  • The system adds the name of the approver according to the approver ID

• Approval Contiditons

  • Does the approver enter a condition to approve the quote, if any

  • The field is editable only if the logged-in user has User Setup symptom Allow Quote Approval = Yes

• Active

  • Changes the system automatically to Yes When creating a record

  • Only one record on a contract can have a value Yes

Changing the value to No can occur by cancelling the approval (detailed description in chapter Cancellation approval)