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Overview


Commerce Vision's Order Approval functionality allows customers to set an approver for orders over a specific dollar amount.


The process goes something like this:



Approval modes

There are 3 modes to choose from, each with increasing complexity:

  1. Approval By User - a very simple 1-to-1 relationship. User A's orders are approved by User B if they exceed User A's dollar limit.

  2. Approval By User and Account - the most widely-used mode. User A's orders can be approved by any user on the same account who has the required Approval Limit for that order. 

  3. Advanced Approval By User and Account - for organisations with complex approval hierarchies and approval groups. Offers advanced options for multi-person approval.



ENABLING THIS FEATURE WITHOUT CONSULTATION WILL PREVENT YOUR CUSTOMERS FROM ORDERING

This mode requires that we add an 'Order Limit' field to your Advanced User Maintenance screen for your orders to process correctly (no charge).  Please contact us prior to changing any settings.

With the 'Order Limit' field set, you will be able to begin configuring this mode.


Implementation guides

1. Approval By User

This is a very simple order approval process. A dollar limit is set for the user, and a designated approver is nominated. Any orders over the user's limit will require approval.

  

Configure system settings:

  1. In the CMS, navigate to 'Settings' → 'Settings'.
  2. Select the 'Orders' tab.
  3. Select the 'Restrictions and Charges' sub-tab.
  4. Find the checkbox labelled 'Use Advanced Order Approval' and ensure it's unticked. If it displays as a dropdown on your site, simply set it to 'Approval By User'. 


  5. Click the 'Update' button at the bottom of the page to save changes.


Update the user order limits: 

  1. Navigate to UsersAdvanced User Maintenance.
  2. Search for and select the ordering user.
  3. Click 'Modify' on the User tab.
  4. Update the 'Order Limit' field to the dollar value you wish to trigger approval at.
  5. Update the 'Orders Approved By' field to the email address/user ID of the approving user.

  6. Click OK to save.

If you don't see the 'Order Limit' field on this User tab, get in touch and we'll add it for you!

If you've got lots of users to update, you can do it in bulk. See our article on Data Import for more information. 



2. Approval By User and Account

This mode will meet the needs of most organisations. If you'd like more than one user per account to be able to approve orders, but don't have complex hierarchies, this is the mode for you.

With this mode, users are given order limits for each order function. For example, User A may have a Requisition Limit of $999,999.00, and an Order Limit of $200.00. This means User A can submit orders up to $200 in value without approval, but any orders $200.01 - $999,999.00 will require approval. If Users B, C, and D on the same account all have an Approval Limit greater than the order value, any of them will be able to approve the order. 

(If there isn't a user with an appropriate approval limit for the order, a message will be displayed to User A before they submit the order.) 


Configure system settings:

  1. In the CMS, navigate to Settings → Settings.
  2. Select the 'Orders' tab.
  3. Select the 'Restrictions and Charges' sub-tab.
  4. Tick the box to 'Use Advanced Order Approval' (or if you see a drop-down, set it to 'Approval By User and Account').


  5. Click Update to save your changes.


Update the user order limits:

  1. In the CMS, navigate to UsersWebsite Users
  2. Search for and Edit the required user.
  3. In the Customer Details section, update the dollar amounts for the user's Order Limit, Requisition Limit, and Approval Limit

  4. If the user has access to multiple accounts, you may wish to update the limits for those as well. 
  5. Save & Exit
  6. Repeat Steps 2-5 for other users on the account, including users who will have approval authority.

If you've got lots of users to update, you can do it in bulk. See our article on Data Import for more information. 



3. Advanced Approval by User and Account


If you'd like to use Mode 3 approvals, see our articles on Advanced Order Approval - Types and Approval Groups to determine the best set-up for your customers. Due to complexity, you may require some consultation with us to determine the best route.

Feel free to contact us for assistance!





Minimum Version Requirements


**.**.**

Prerequisites


**

Self Configurable


No

Business Function


Orders

BPD Only?


Yes

B2B/B2C/Both


B2B

Ballpark Hours From CV (if opting for CV to complete self config component)


Contact CV Support

Ballpark Hours From CV (in addition to any self config required)


Contact CV Support

Third Party Costs


n/a

CMS Category


 CMS Category