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this doc is in progress. process to be reviewed and doco to be simplified (where possible....!)

How it works

Commerce Vision's Order Approval funtionality 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.

 

Approval modes

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

  1. Approval By User - a simple 1-to-1 relationship. One user's orders are approved by another user who is the nominated approver (users aren't required to be on the same account).

  2. Approval By User and Account - multiple users may be eligible to approve orders, as long as they are on the same account and have the required approval limit for the order in question. 

  3. Advanced Approval By User and Account - offers advanced options for multi-person approval, hierarchical approval, and approval groups.

 

Mode 2 (Approval by User and Account) meets the approval needs of most organisations, however businesses with approval hierarchies may require mode 3.

 

Implementation

Approval By User

This is a simple order approval process. An order limit is set for the user, as well as the nominated approver. Any orders over the limit will require approval. When the user submits an order, an email is sent to the Approver containing information about the order and a link to the order approvals page. The Approver clicks the link, logs into the website and reviews the order. After either approving or rejecting the order, an email notification is sent to the original user. 

To Set Up Approval By User:

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

  4. Set Use Advanced Order Approval to 'Approval By User'.

    If your site is displaying 'Use Advanced Order Approval' as a single checkbox, please get in touch with our Support team. We'll update the field to display the appropriate options.

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

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

  1. Navigate to 'Accounts' --> 'User Maintenance' (/zUsers.aspx).
  2. Search for the required User.
  3. Select the User record via radio button.
  4. Click 'Modify'.
  5. Set the value in the 'Order Limit' field to the required dollar amount.
  6. Set the value in the 'Orders Approved By' field to the email address/user ID of the User who will approve orders.
  7. Click 'OK' to save changes. 



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 Advanced Order Approval:

  1. Login as an Administrator.
  2. Navigate to 'Settings' (/zSettings.aspx).
  3. Click the 'Orders' tab.
  4. Click the 'Restrictions and Charges' sub-tab.

  5. Set Use Advanced Order Approval to 'Approval By User and Account'. 

    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.

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

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

  1. Navigate to 'Accounts' --> 'Advanced User Maintenance' (/UserMaintenance.aspx?mode=admin).
  2. Search for the required User.
  3. Select the User record via radio button.
  4. Click the 'Accounts' tab.
  5. If the user has multiple Customer Codes, select the correct record via radio button.
  6. On the '$Limits' tab, click 'Edit'.
  7. Set the value in the 'Approval Limit' field to the required dollar amount.
  8. Set the value in the 'Order Limit' field to the required dollar amount.
  9. Set the value in the 'Requisition Limit' field to the required dollar amount.
  10. Click the 'Update' button to save changes.
  11. Repeat Steps 2-10 for other users on the account, including users who will have approval authority.

 

 

For more in-depth information on Advanced Approval of varying types, see Advanced Order Approval - Types.

 

 

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