Signing quotations

The CatchMail allows an employee to sign quotations by sending an email from a mail application.

The CatchMail feature must be set up (refer to Setting up the CatchMail feature).

The Quotations document type must be set up for the CatchMail feature (refer to Setting up the CatchMail parser).

The email address of the person who signs the quotation must be entered in their employee record sheet: From the Desktop Application, go to People > Resources (Employees and Subcontractors) to open the employee and enter their email address under the Professional contact details section.

The employee must be linked to a user who has the DMF 020214 SALES QUOTATIONS TURN INTO SIGNED QUOTATION.

On the record sheet of the user linked to the employee, the Catchmail user option must be checked to give them the right to use the CatchMail.

Note

The employee can be linked to more users provided they do not have the required rights, because only one user must have them so that Akuiteo can determine who is performing the action.

The email address can also be entered in multiple employees but only one user must have the required rights.

The employee's partitioning must allow them to access the society of the quotation (refer to Restricting user access).

Each quotation must be in one of the following states:

  • Validated if the DEV_VAL2SIGN application control is enabled;
  • Defined as an Unsigned Sales Order if the DEV_VAL2SIGN application control is disabled;
  • Reviewed.

Invoices must not:

  • be already signed;
  • be in the Draft state;
  • contain service lines.
1 From your mail application, open the email writing screen.
2 In the recipient field, enter the email address configured to process the CatchMail.

Reference

To configure the information of the email address that processes the CatchMail, refer to Configuring the CatchMail from the Administration console.

3 In the email subject, enter the following information:
  • The number(s) of the quotations that you want to sign, in the #QUOTATIONNUMBER format (ex: #CC2312345)
  • The following expression in lower or upper case: *sign*
  • The actual signature date of the quotation, in the ?date=DD/MM/AAAA format (ex: ?date=01/02/2023)

Important

The quotations must be spread over the ***** company and/or only one more company at most. They must not be spread over more than one company besides the ***** company.

Note

  • Separate each element by a space character.
  • The order of elements in the subject is not important.
  • If needed, enter any additional information. None of what you enter in the subject will be displayed in the quotation.
  • If the Actual signature date is already entered in the header of the quotation, this field will still be updated.

Examples

The following subjects are valid:

  • #CC2312345 *sign* ?date=01/02/2023
  • *sign* #CC2312345 ?date=01/02/2023
  • Signature ?date=01/02/2023 #CC2312345 *sign*
  • #CC2312345 #CC2354321 ?date=01/02/2023 *sign* Signature
4 If needed, fill in the body of the email.

Tip

You can insert one or more attachments in the email. They will be added as documents linked to the quotations.

5 Send the email.

The quotation is signed. If you are not the quotation manager, an email is sent to the quotation manager to inform them that you signed the quotation.

If you have inserted an enclosure in the email, it is added as a linked document on the invoice.

If the quotation could not be signed, you receive an email indicating the reason of the failure. If that is the case, ensure that you have respected all the prerequisites and that the object is correctly written.