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Documentation Index

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

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Sales and Quotes settings affect customer-facing quote timing. Review quote terms, quote expiration, templates, and public quote approval before sales teams send live quotes.

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Open Sales And Quotes Settings

  1. Open Settings.
  2. Choose Entity Settings.
  3. Open the Documents and Email group.
  4. Choose Sales and Quotes.
Document settings page with quote terms, order confirmation terms, invoice terms, and packing slip footer fields

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Quote Expiration Days

Quote expiration controls how long a sent quote stays valid. The value is a whole number of days from 1 to 365. When a quote is sent, Arcus uses the configured expiration timing to explain the customer deadline and to identify quotes that have lapsed. Recommended approach:
  1. Choose the standard quote window your sales team uses.
  2. Keep the value consistent with quote terms and customer-facing copy.
  3. Test a quote after changing the setting.
  4. Confirm sales users understand when a quote should be revised instead of extended.

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Quote Terms

Quote terms live in the Documents settings page. They appear on quote PDFs and should match the expiration policy. Good quote terms clarify:
  • How long pricing is valid.
  • Whether freight or tax is estimated.
  • Whether stock availability can change before acceptance.
  • Whether special-order, kit, or freight items have extra rules.
  • Who to contact with questions.
Avoid putting long legal copy into the quote footer unless you have tested how it renders on multi-page quote PDFs.

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Public Quote Approval

Customers can approve eligible quotes from the customer portal or a public quote link. Public approval can move the quote into the next sales workflow your team uses.
Public quote approval page with quote details, line items, totals, terms, accept action, and customer-facing approval controls
Before using public approval:
  1. Confirm quote expiration days.
  2. Confirm quote terms.
  3. Confirm email templates for quote sending.
  4. Confirm customer portal or public link settings.
  5. Send a safe test quote and approve it as a customer.
  6. Review whether the result becomes a sales order, invoice, or internal review item.

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Quote To Sales Order Or Invoice

Quote conversion depends on the sales path your team follows. A quote may become a sales order for normal fulfillment, or it may move directly toward invoice handling when the workflow allows it. Before conversion, review:
  • Customer account.
  • Billing and shipping address.
  • Line items, kits, freight items, and serial requirements.
  • Discounts and price levels.
  • Tax and freight estimates.
  • Payment terms.
  • Approval or hold banners.
If conversion is blocked, open the quote or resulting sales order and resolve the visible issue before sending it to the customer again.

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What To Test After Changes

  • Send a test quote email.
  • Open the quote PDF and confirm terms.
  • Open the public quote link and confirm expiration wording.
  • Approve the quote as a customer and confirm the resulting staff workflow.
  • Review the Email Log for sent or skipped quote messages.

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Common Blocks

  • Expiration value will not save: use a whole number from 1 to 365.
  • Quote terms do not match the expiration window: update Documents settings.
  • Customer cannot approve a quote: confirm the quote is sent, not expired, and eligible for public approval.
  • Quote email did not send: check Email Configuration, Email Templates, customer email address, and Email Log.
  • Converted order is blocked: resolve holds, approval requirements, missing addresses, stock issues, or payment terms before proceeding.

Documents and Email Settings

Review quote terms, order confirmation terms, invoice terms, numbering, email configuration, templates, and quote behavior.

Email Templates

Preview, edit, test, reset, enable, and disable quote and customer-facing templates.

Creating Orders

Create sales orders and quotes, add customers, set addresses, and add products.

Portal Quotes and Approval

Help customers review, approve, or respond to quotes from the portal.