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Commerce Vision's Order Approval funtionality  functionality allows customers to set an approver for orders over a specific dollar amount. The process goes something like this:

1. A user places an order which is over their $ limit, and therefore requires approval.
2. An approver (or group of approvers) will approve or reject the order (or individual lines) on the order.
3. If approved, the order is submitted and integrates to the ERP.

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Approval modes

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

1. Approval By User - a very simple 1-to-1 relationship. One userUser A's orders are approved by another user who is the nominated approver (these users don't even have to be on the same account)User B if they exceed User A's dollar limit.
   
   
2. Approval By User and Account - multiple users may be eligible to approve orders, as long as they are the most widely-used mode. User A's orders can be approved by any user on the same account and have who has the required approval limit Approval Limit for the that order in question. 
   
   

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

Implementation

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1. Approval By User

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

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1. Navigate to Users → Advanced 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.
   
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6. Click OK to save.
   
   

Tip
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

With this mode, users are given order limits for various order functions. For example, a user may have a 'Requisition Limit' of $999999.00, and an 'Order Limit' of $200.00. This user can submit orders up to $200 in value without approval, but any orders $200.01 - $999,999.00 will require approval. Approving users on the same customer account code with an 'Approval Limit' greater than the order value will be able to approve the order. If there isn't a user with an appropriate approval limit for the order, an error message will be displayed to the User: 'Order cannot be submitted as there is no approver with the correct approval limit authority.'

Multiple users on the same customer account code can be eligible to approve an order, provided they have the correct approval limits.

To Set Up Configure Advanced Order Approval:

1. In the CMS, navigate to 'Settings' → 'Settings'.
2. Select the 'Orders' tab.
3. Select the 'Restrictions and Charges' sub-tab.

4. Set the 'Use Advanced Order Approval' drop-down to 'Approval By User and Account'.  
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   Note
   If your site is displaying 'Use Advanced Order Approval' as a checkbox, please get in touch with our Support team. We'll update the field to display the appropriate options.

   Click 'Update' at the bottom of the page to

   OR, if you have a checkbox displaying instead of a dropdown list, simply tick the box.
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5. Click Update to save your changes.

Once the system-wide setting has been updated, the User's '$Limits' settings can be updated:

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