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Documentation Index

Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt

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Portal quotes are customer-scoped The portal only shows quotes that belong to the signed-in customer account and entity. Customers should not see staff-only notes, internal costs, margins, or quotes from another account.

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Open Portal Quotes

Customers open Quotes from the portal sidebar. The page shows quote tabs, search, quote number, issue date, item count, approval state, and total. Use the tabs to separate quotes that still need approval from approved or expired quotes.

Customer portal Quotes page with quote tabs, search field, quote rows, approval statuses, item counts, totals, and row open actions
  • Awaiting Approval: quote is still open for customer approval.
  • Approved: quote has already been accepted or converted to a sales order.
  • Expired: quote is no longer eligible for self-service approval.
  • Search: customers can search by quote number when they have a long history.

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Review Quote Detail

Opening a quote shows the customer-safe quote header, approval button when eligible, ship-to and bill-to addresses, items, pricing totals, and customer-facing notes. Customers can review the quote before approving it, but they cannot change line items, prices, addresses, tax, or shipping from this page.

Customer portal quote detail page with quote number, issued date, Approve Quote button, ship-to and bill-to addresses, item list, totals, and notes

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Approve A Quote

When the customer clicks Approve Quote, Arcus checks the quote again on the server. The quote must still belong to the customer account, must not be expired, and must not already be accepted or converted. If those checks pass, Arcus converts the quote into a sales order and sends the customer to the new order.

Do not tell customers approval edits the quote Approval is a conversion action. It does not let the customer negotiate pricing, update quantities, replace addresses, or change terms inside the portal. If anything on the quote is wrong, staff should revise or resend the quote before approval.

Customers may also see quote PDFs in Documents, and staff may send a tokenized public quote approval link. Use the login-based portal when customers need quote history. Use the public quote link when they only need to approve one quote without a full portal session.

Use the shortest useful approval path If the customer is already in the portal, have them open Quotes. If they only need to approve one quote from an email, send the public quote approval link.

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Staff Checklist

  1. Confirm the customer portal is enabled for the entity.
  2. Confirm the customer account has portal access and the correct email address.
  3. Confirm the quote belongs to that customer account and entity.
  4. Confirm the quote is still open, not expired, and not already converted.
  5. Review addresses, line items, totals, taxes, shipping, notes, and terms before sending the customer to approve.
  6. After approval, continue payment, fulfillment, invoicing, and customer communication from the converted sales order.

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Common Blocks

  • Quote is missing: confirm it belongs to the portal account, is a quote record, and is customer-visible.
  • Approve button is missing: the quote may already be accepted, expired, converted, or blocked by server eligibility checks.
  • Customer approved but cannot find the order: search the converted sales order number in Arcus and confirm the customer is on the correct portal account.
  • Customer wants changes: revise the quote in Arcus and resend the updated quote or public approval link.
  • Wrong customer sees a quote: stop and verify account, entity, token, and email recipient scope before sending another link.

Customer Portal Overview

Understand portal login, dashboard, customer navigation, setup requirements, and account-scoped visibility.

Public Order, Payment, and Quote Links

Use tokenized public links for customer order view, payment, shipment tracking, and quote approval.

Portal Documents and Email Preferences

Help customers download visible documents and manage optional email preferences from the portal.

Portal Sign In and Registration

Help customers sign in with email and account number, register for portal access, and recover from expired links.

Creating Orders

Build a sales order, add customers, set addresses, and add products.

Order Lifecycle and Safe Changes

Understand draft, open, paid, fulfilled, cancelled, and voided states.