Acceptance and handoff

An approved quote is an offer the customer can accept until valid until. When the customer accepts, the Quote Specialist records it against the approved revision: the quote moves from Approved to Accepted, accepted at is set, and the customer’s acceptance document is kept in record attachments. Acceptance is refused when the revision has changed since approval or when the quote has passed valid until. An approved quote that is not accepted in time is closed as Expired.

An Accepted quote is then handed to your order system. The handoff reads the accepted quote and its lines, which are no longer edited, and checks the accepted state, the expected revision and the downstream order connection. It records one operation receipts entry under the key handoff:<quoteId>:<revision>. If no order connection is configured, the receipt stays Pending and no external reference is written. The app does not invent an order number to make the handoff look finished.

• Acceptance belongs to one revision. The customer accepts a specific approved revision and accepted at records when. A later revision would need its own review and acceptance.
• Handoff happens once per revision. The operation key makes a repeated handoff request return the original receipt. A second order is not requested for the same accepted revision.
• Pending until confirmed. A Pending receipt shows that the handoff is waiting for a connection or a confirmation. It moves to Completed only when the downstream system’s reference is confirmed during reconciliation.

Agree what counts as customer acceptance for your business: a purchase order, a signed quote or an email, and what evidence type you use when filing it. Agree which order or ERP system receives accepted quotes, what it needs from the quote and its lines, and who owns that connection. Decide how long an approved quote stays open by default and who follows up before valid until. Agree who may start a handoff and who watches Pending receipts until they clear.

Take a quote your customer accepted recently. Recreate it through pricing and review, then record the acceptance with the customer’s document attached. Start the handoff before the order connection is set up and confirm the receipt stays Pending with no external reference. Start it again and confirm the same receipt comes back. Then try to accept a second approved quote whose valid until has passed and confirm it is refused.

Ask the Quote Specialist which accepted quotes are still waiting for an order reference, and the Auditor to show when each was accepted and handed off. They should read the same receipts.

• Approved quotes awaiting acceptance — approved quotes with customer, revision, net amount and validity date.
• Accepted quotes for handoff — accepted quotes with revision, acceptance date and net amount.
• Pending handoff receipts — receipts still waiting with operation key, expected revision and any external reference.

• Pricing review to acceptance: Record an independent decision on the revision and capture the customer’s acceptance before the quote expires.
• Accepted quote to order handoff: Pass an accepted revision to the order connection once and track its receipt.

Plan the order connection before you switch on handoff.