Sales Agent Portal: setup, user access and daily selling

Sales Agent Portal gives sales representatives a focused place to manage assigned customers and prospects, track opportunities, prepare quotes and follow their pipeline. Agents use their own Versa login, and your company controls their access, selling prices and discount limits.

The portal helps an agent move a deal from prospect to buyer acceptance. Internal staff handle any required quote approval and create the sales order. Screenshots below use a fictional demo company.

Before you begin

• Company access: Sales Agent Portal must be enabled for your company. If it is unavailable, ask your administrator or Versa support to check your company's access.
• Administrator access: User Admin permission is needed to manage user accounts and permissions. Firm Admin permission is needed to set the portal-only restriction and portal settings.
• Agent setup: Linking users to sales agents requires the Sales Agents setup menu, which currently appears when Sales Commissions is enabled. If it is missing, ask Versa support to check your company's access.
• Selling setup: Prepare the customer's payment terms, currency and accounting defaults, product selling prices and any customer price levels.
• Quote history: Enable Quotes under Setup → Document Lifecycle Logging. Ask your administrator to check this setup if Versa says quote history is unavailable.
• Approvals: If your company subscribes to Workflow Approval, configure an enabled Quote workflow with stages and eligible internal approvers.

Step 1: Create the agent's user login

1. Sign in as an authorized administrator and select the entity in which the agent will work.
2. Open Setup → User Management, then choose Add A User.
3. Enter the agent's username, full name, email address and password details.
4. Move the appropriate entities into Allowed Entities and select the Default Entity.
5. Keep Active selected.
6. For an external rep who should work only in this workspace, select Restrict to Sales Agent Portal.
7. Save the user. To configure an existing login, use its pencil icon in User Management.

The portal-only checkbox does not grant access. You must also grant the portal permission and link the login to a sales agent in the following steps. For internal staff who need both the portal and ERP, leave the restriction unchecked and grant their usual ERP permissions.

Example existing user: entity access and the portal-only restriction are configured on the user record.

Step 2: Grant the user's permissions

1. Return to User Management.
2. Click the user's username or the cog marked Change Permission.
3. Select Access Sales Agent Portal.
4. Select the permissions needed for the agent's work, listed below.
5. Choose Update Permissions. Changes apply on the agent's next page load. If a menu still looks out of date, ask them to sign out and sign back in.

• CRM View: assigned customer and prospect records.
• CRM Pipeline: opportunities and pipeline work.
• Sales Quotes: quote creation and quoting work.
• Accounts Receivable Read Only: optional access to assigned invoices.

An external rep does not need User Admin or Firm Admin permission. The Approve Sales Agent Discounts permission is intended for eligible internal approvers.

Grant portal access and the module permissions the representative needs. Sales Quotes appears farther down the same permission list.

Step 3: Link the login to a sales agent

1. Open Setup → Sales Agent → Sales Agents.
2. Choose Add Sales Agent, or edit the existing agent.
3. Select the agent's login in the User field and complete the agent's name and contact details.
4. Choose Create Sales Agent or Update Sales Agent.
5. Assign the appropriate existing customers and prospects to that sales agent using their Sales Agent fields.

The Sales Agents setup menu is currently shown when Sales Commissions is enabled for the company. If the menu is missing, ask your administrator to check that access.

Portal visibility follows the individual agent's assignments. A prospect created by an agent in the portal is assigned to that agent automatically.

Step 4: Set pricing and discount rules

A Firm Admin opens Sales Agent Portal → Settings to configure:

• Maximum line discount (%): the largest line discount an agent may apply within the normal limit. Leave it blank to disable agent discounts. Enter 0 to allow full price only.
• Default customer price level: an existing enabled price level to apply when the portal creates a new customer from a prospect's first quote. Choose No default price level to leave new customers without a default level.

The default price level applies only when creating a new customer. Existing customers retain their price levels. The selected level must be available in the customer's entity. Clear or replace the default before deleting that price level.

Your normal pricing rules apply first, including quantity prices. If they find no price and the customer has no pricing tags, an applicable selling price without dimensions can supply it. Quantity and date rules still apply. Conflicting fallback prices at the same quantity tier and starting date need pricing setup.

For sales agents: start your working day

Use this part of the guide once your administrator has created your login, linked your sales-agent record and assigned your accounts. You work with the customers and prospects assigned to you in the selected entity.

1. Sign in with your own Versa username and password. Select the entity your administrator has given you access to.
2. A portal-only login opens the Sales Agent Portal. If you also work in ERP, choose Sales Agent Portal from navigation.
3. Read Overview for your company's quote approval requirements and maximum line discount. If approval setup is incomplete, ask your administrator to finish it before trying to send a quote.
4. Open Opportunities or Pipeline to review the deals you need to follow up, then open the relevant account or opportunity.

The regular ERP menu is hidden while you work in the portal. Use the portal menu to move between screens. Eligible internal staff can choose Exit to ERP; portal-only agents use Sign out when finished.

Choose the right screen

• Accounts: find assigned customers and prospects, check their contacts and review relationship activity.
• Opportunities: open a deal, update its stage and expected close date, or start a quote.
• Quotes: return to an existing quote to review or continue the selling process.
• Pipeline: review deal values, probabilities, expected close dates and primary quotes, or download a CSV.
• Approval status: check the current status of your assigned quotes and open a quote that needs attention.
• Invoices: view assigned invoices when your administrator has enabled this access.

Your menu depends on your permissions. Settings and Deliveries are administrator tools. If an expected account is missing, first check the entity, then ask your administrator to check its sales-agent assignment.

Find an account or add a new prospect

1. Open Accounts and find the customer or prospect you want to work with. Open the relationship to review its profile, contacts, activity and opportunities.
2. For a new business that is not yet an account, choose New prospect.
3. Enter the Company name. Add the person's First name and Last name when known.
4. Choose Save prospect. The prospect's relationship page opens, and the prospect is assigned to you automatically.
5. Review the saved company name before adding contacts or creating an opportunity. If required information is missing, complete it on the form and save again.

Use a prospect while you develop the relationship. When you create its first portal quote, Versa creates the linked customer account if one does not already exist. Your administrator's customer and pricing setup supplies the defaults for that new customer.

Add the person who will receive the quote

1. Open the customer or prospect in Accounts and select Contacts.
2. Choose Add contact.
3. Enter the person's first and last name, Email, and any useful phone or note details.
4. Choose Save contact. Check that the contact appears on the relationship.

A contact needs an email address to appear as a customer quote recipient. Before sending, confirm that the address belongs to the person who should receive the quote. Adding a contact records their details; it does not send them a message.

Create and maintain an opportunity

An opportunity represents one potential sale. Keep separate deals as separate opportunities so each can have its own stage, expected close date and quote.

1. Open the account and choose New opportunity. You can also choose Add Opportunity from the portal's Opportunities screen and select an assigned customer or prospect.
2. Enter a useful Opportunity Name, such as “Spring replenishment”. Confirm that the correct account is selected.
3. Select the appropriate Pipeline and Opportunity Stage. The available stages follow your company's pipeline setup.
4. Enter the Expected Close Date and estimated deal value. Complete the other required fields shown on the form.
5. Save, then review the opportunity page. Check the account, name, stage, expected date and value.

After a customer call or follow-up, open the opportunity and choose Edit to keep the stage and expected date current. Use the account's activity area to review the relationship context before your next conversation. See CRM View: customer and prospect activity for the broader activity workflow.

Create a quote and add products

1. Open the opportunity and choose Create quote. Wait for the quote page and note its quote number.
2. Choose Edit Quote to open the editor. Check the customer, delivery address, currency and other quote details.
3. Choose Add Line. Enter a product name or part number and select the intended product from the suggestions.
4. Enter the quantity and check the unit of measure. Versa obtains the selling price from your company's pricing rules.
5. Review taxes and the line value, then choose the Save action on that line. Repeat for the remaining products.
6. Save any changes to the quote header using its own Save action. Check that all intended lines are saved and that the subtotal, tax and total are correct.
7. Return to the quote view to continue with primary-quote selection, approval and delivery.

If a product has no usable selling price, ask the person responsible for pricing to check the customer's price level and the product's selling-price setup. Check the product, unit, quantity and currency before requesting a correction. The portal's default customer price level applies when creating a new customer; changing that default does not reassign an existing customer's price level.

Apply a permitted line discount

1. Open the quote line's details using the expand control.
2. Enter a positive Discount (%), for example 5 for a 5% discount.
3. Save the line and check its reduced value and the overall quote total.

The normal limit appears on Overview. When discounts are disabled or the limit is zero, follow your company's full-price rule. Without Workflow Approval, a discount cannot exceed the configured limit. With Workflow Approval, an above-limit discount requires an eligible final discount approver; it is not authorized simply because it was entered on a line.

Choose the primary quote

An opportunity can have more than one quote. Open the quote representing the customer's current offer and choose Set as Primary Quote. That quote supplies the opportunity's quoted value and is the one used for buyer acceptance and the staff order handoff. Check the quote number carefully before changing the primary quote.

Submit a quote for approval

Your company's setup determines whether approval is required. The portal overview explains which process applies.

1. Open the saved quote and review its customer, lines, prices and totals.
2. If the quote shows Submit for approval, select the eligible Stage 1 approver and the approver for each additional stage shown.
3. Choose Submit for Approval. The quote then shows that it has been submitted and displays its approval status.
4. Use Approval status in the portal menu to follow progress. Open the quote to inspect its current status before continuing.
5. If changes are needed, choose Edit Quote, make and save the corrections, then submit the revised quote again.

Internal approvers review submitted quotes through Approvals → My Approval Documents. If an approver list is empty or setup is incomplete, ask your administrator to check the Quote workflow. If your company does not require Workflow Approval, skip submission and continue when the quote is eligible for a customer-ready PDF. Optional staff email does not count as workflow approval.

Prepare and send the customer quote

Check the PDF first

1. Use Preview PDF to inspect a draft before approval. A preview before required approval is marked as a draft.
2. Once any required approval is complete and the quote is eligible, choose Prepare PDF.
3. Choose View Prepared PDF. Check the customer, products, quantities, prices, terms and totals before sending it.

Prepare the customer-ready PDF before using the portal's send actions. An old prepared PDF keeps its original contents; it does not silently change when you edit or refresh the quote.

Send to the customer

1. Expand Send to Customer on the quote.
2. Select the intended Customer contact. If none is available, add an email address to the appropriate account contact first.
3. Review the Subject and Message. Make the next step clear, such as asking the buyer to confirm quantities and the required delivery date.
4. Choose Send to Customer once and wait for Versa's result.
5. Review the confirmation or error before taking another action. If the outcome is uncertain, ask a Firm Admin to inspect Sales Agent Portal → Deliveries before sending again.

To share the prepared quote with a colleague, expand Email Staff, select a Staff recipient, review the subject and message and choose Email Staff. If no eligible colleague appears, ask your administrator to check their entity access. Staff email is optional.

Record buyer acceptance and hand off the sale

First obtain the buyer's agreement through your normal business process. Record that agreement against the exact quote they accepted; sending an email does not by itself record acceptance.

1. Open the accepted quote. Confirm its quote number, products and total, and make it the opportunity's primary quote if needed.
2. Ensure any required approval is complete.
3. Expand Buyer acceptance.
4. Enter the Acceptance date and useful Acceptance notes, such as the buyer's confirmation reference or agreed details.
5. Choose Record Acceptance. Check that the quote says buyer acceptance has been recorded.
6. Tell the authorized internal team which opportunity and quote are ready for a sales order.

Authorized internal staff create the sales order from the accepted current primary quote. Conversion closes the opportunity as Won and links the resulting order. A converted opportunity cannot be reopened. The agent's acceptance record is the handoff to staff, not an automatic order, shipment or invoice.

Revise an offer or refresh selling prices

Make a commercial change

Choose Edit Quote before changing a submitted or approved quote. Save the corrected products, quantities, prices or other details and check the new total. Commercial changes clear previous buyer acceptance and require fresh approval where applicable. Ask the buyer to accept the revised offer before staff create the order.

Check current prices without immediately changing the quote

1. Choose Refresh Prices on the quote.
2. Review each line's Current price and New price, and compare the current subtotal with the subtotal after refresh. The comparison is before tax and states the quote currency.
3. Choose Cancel to retain the current prices, or Confirm Refresh to apply the displayed new prices.
4. After confirming, review the recalculated taxes and total. The quote keeps its number, quantities, currency and existing discounts.
5. If prices changed, complete any new approval and buyer acceptance, and prepare a new customer-ready PDF before sending the revised offer.

If prices are already current, the preview says so and existing approval and acceptance remain valid. If the quote changes while you review or the preview expires, open a new price preview before confirming. Earlier prepared PDFs retain their original amounts.

Review pipeline progress and close a lost deal

1. Open Pipeline and find the account you want to review. Use the account link to open its opportunity.
2. Check Stage, Expected close, Primary quote and Status.
3. Read Raw value as the deal's primary quote value, or its estimate when there is no usable primary quote value.
4. Read Probability as the likelihood configured for that stage in your company's CRM pipeline. Weighted value applies that probability to the raw value. For example, a 1,000 deal at 50% gives a weighted value of 500; this is a forecast, not a confirmed order.
5. Choose Download CSV when you need the pipeline data outside the screen.

If probability is marked Missing, ask your administrator to complete the pipeline's stage probabilities. A missing probability is not the same as a zero-value deal.

If the buyer declines, open the opportunity, choose Edit, select an appropriate Lost stage in its pipeline and save. To resume an eligible unconverted deal, select an open stage and save again. Deals already converted to sales orders cannot be reopened. Update the expected close date as the conversation changes.

Review history and assigned invoices

Use Document History on the quote to review the public record of changes, the acting user and the time. Use it to establish which version you are discussing with the buyer. Internal costs and private approval comments are not shown to sales representatives.

If Invoices is available in the portal menu, open it to view invoices for your assigned accounts. This access is read-only: payment, posting and financial changes belong to the authorized internal team. If you need a correction or a payment update, give that team the invoice number and account.

A quick check before you finish

• The opportunity has the current stage and expected close date.
• The primary quote is the offer you are discussing with the buyer.
• Saved quantities, prices, discounts, taxes and total match the offer.
• Required approval is complete before preparing and sending the customer-ready document.
• Acceptance refers to the current quote, and staff know when it is ready for order creation.

If something is missing

• No Add A User button: ask your administrator to check your user allowance and user-management access.
• No portal permission: check that Sales Agent Portal is enabled for the company. Reload the page after permission changes; sign out and back in if the menu still looks out of date.
• Can open the portal but cannot sell: check the linked Sales Agent, allowed entity and the CRM View, CRM Pipeline and Sales Quotes permissions.
• Accounts list is empty: check the selected entity and the agent's customer and prospect assignments.
• Cannot price a new customer's quote: check the default customer price level, its availability in this entity, and product selling prices.
• Cannot create or change quotes: ask an administrator to check Quote history recording and the entity's setup.
• Cannot submit or send: check the current approval status, enabled Quote workflow and eligible approvers. Commercial edits can require approval again.
• Email outcome is uncertain: ask a Firm Admin to check Sales Agent Portal → Deliveries before sending again.
• No Exit to ERP: a portal-only account is restricted to this workspace.

Related guides

• User Permissions
• CRM View: customer and prospect activity
• Prospects