Page History

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The process goes something like this:

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What the ordering user experiences 

1.  When When Order Approvals is active enabled for a Customer account, during Checkout, a popup message alerts the ordering user that approval is required because as the order total is over their order limit:

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2. Depending on the Approval Type set, the mode used and the number of eligible approvers, either an approver is automatically assigned or if a user-select option is active, the user must select an approver from the selects one from a dropdown list .  during Checkout. The order cannot continue without the completion of this step. 

3. Once the order has been submitted, the confirmation page includes an acknowledgment reaffirms that the order has been sent for flagged as requiring approval:

4. The user 's can view their 'pending approval' orders as well as any successful and rejected ones can be tracked in the user's that have been rejected in Order History (Dashboard → Order History).
Rejected orders = Cancelled orders

Approver Information

When an order Note - approved orders will move to the next stage of the usual order processing procedure.    
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What the Approver experiences

An approver is another user on the Customer account. When an approver has been assigned to a user as approveran order, they receive a notification email. All If Approve/Reject links in this email have been enabled, the Approver can simply click on the relevant link depending on their decision:

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The Approver can view 'pending approval' orders can be viewed and approved or rejected requiring their decision through the Approve Orders function available on their Dashboard. 

1. Login to the website and navigate to Dashboard → Approve Orders. The 'Order Approval' screen lists all orders awaiting approvals.
   
2. The approver can perform one of the followingApprover can::
   (i) Click View to see order details. An order can also be approved or rejected in the order detail screen.
   (ii) Click Approve to approve the order. Once approved, the order will disappear from this screen. The ordering user will receive an 'Order Approved' notification email.
   (iii) Click Reject to reject the order. If you have set a rejection reason to must be entered (an option enabled during set up of Order Approvals ), the message box will appear for the approver to enter the reason. Once rejected, the order will disappear from this screenthe Order Approval list. Depending on settings, the ordering user will receive a notification email informing them the order has been rejected and cancelled.     

Order Approval

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Modes

There are 3 modes to choose from, each with increasing complexitythree Order Approval modes that can be set:

1. Approval By User  - a very simple 1-to-1 relationship set at the User level. User A's orders are approved by User B if they exceed User A's dollar order 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 This mode offers advanced options for , e.g., multi-person approval and allows approvals and the option to allow the order submitter to cancel 'pending approval' orders and re-assign approver. Note - this option requires consultation with Commerce Vision.approvers. 

Set up Order Approvals

1. Approval By User

This is the simplest order approval process. A dollar limit is set for the user, and a designated approver is nominatedspecific Approver (using their email address) is entered during set up. Any order over the user's limit will require approvalthis Approver's Approve or Reject decision. You can set the option of sending an email notifications notification  to the approverApprover, and allow them to quickly approve or reject the order via links in the email. 

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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 an order up to $200 without approval, but any orders $200.01 - $999,999.00 will require approval. If Users B, C, and D on the same account each have an Approval Limit greater than the order value, any of them will be able to approve the order. 

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1. In the CMS, navigate to Users → Website Users (or /zUsers.aspx on your website). 
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. Click Save & Exit. 
6. Repeat Steps 2-5 for other users on the account, including users who will have approval authority.

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The Order Approvals feature rely on email notifications to alert the ordering user and any approver(s) at various stages of the process. The content for each email is set in widgets in email templates used by this feature. Which templates are used will depend on the Order Approval settings for the Customer and User. You do not have to add any additional widgets but the email content text can be customised to suit your business needs.   See Related widgets below. 

Optional Settings

Approval by Email

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1. In the Advanced User menu, find the user. 
2. Click the User tab.
3. Find the field Enable Email Approver and tick the checkbox.
   
4. To save the setting, click OK.

   
   

In Modes 2 and 3, this option is set against the Customer account.  

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