User Guide

This guide explains how to use the Bill to Bill Approval module.

1. Configuring the Bill to Bill Payment Term

Before you can use this feature, you must set up a payment term.

1. Navigate to Accounting > Configuration > Payment Terms.
2. Click Create to define a new payment term (e.g., "Bill to Bill").
3. Check the new Bill To Bill checkbox on the form. This will enable the validation for any customer who uses this payment term.
4. Click Save.

2. Setting a Customer as an Exception

If a customer is a trusted partner and you want their quotations to bypass the unpaid invoice check, you can mark them as an exception.

1. Navigate to the customer's record via Sales > Customers.
2. Go to the Accounting tab.
3. Check the Bill To Bill Exception checkbox.
4. Click Save.

3. Sales Quotation Workflow

This module modifies the standard sales quotation workflow:

• Draft: The initial state of a new quotation.
• Waiting For Bill To Bill Approval: This is a new state triggered when a sales quotation is sent to a customer with unpaid invoices and they are not marked as an exception. The quotation cannot be confirmed until it is approved.
• Bill To Bill Approved: The quotation's status after it has been approved by the designated approver.
• Quotation Sent: The quotation's status when it is sent to a customer.
• Sales Order: The final state after the quotation is confirmed.

4. Approving or Rejecting a Quotation

When a quotation is in the Waiting For Bill To Bill Approval state, designated approvers will receive an email notification.

1. Open the sales quotation.
2. If you have the appropriate permissions, you will see two new buttons in the top right corner:
   • Approve: Click this to approve the quotation. The status will change to Bill To Bill Approved, and the quotation can then be confirmed by the salesperson.
   • Reject: Click this to reject the quotation. A pop-up window will appear asking for a Rejection Reason. The status will change to Cancelled, and the quotation cannot be approved. The rejection reason and the user who rejected it will be tracked on the record.