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Excerpt
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Set up order approvals for users, roles or customers on your website.

Overview

Within 'Advanced Order Approval ', there are by User and Account' (mode 3) supercedes modes 1 and 2. It provides various ways to configure the order approval process. Some business rules require quite complex approval arrangements. 
, including the options provided by the previous modes as well as more complex approval arrangements required by some companies' business rules. An approval process can be set up against the User, Role or Customer. If multiple approval processes are active, note that User approvals override Customer ones, and Customer overrides any set against Role. 


You should decide which Approval Type will be the most suitable for the Customer or User before continuing. The various options are detailed below. 

Regular ApprovalAdvanced Approval By User and Account
Approval TypeDescriptionRequires Approval Groups?Approval ModeNotes
Single Person User Selected

Allows the ordering User to choose an Approver from a list of valid approvers at Checkout.  

The user is 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. Users on the same Customer 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, noting that there are no approvers with the correct authority will be displayed to the user.

No

Approval By User and Account
Image Removed

Single Person User SelectedThis allows the user to choose an approver from a list of valid approvers. This uses the same logic as 'Regular Approval'.NoAdvanced Approval By User and

Image Added

Can also be set up in Mode 0 if only against a User or in Mode 1 for User in an Account

Single Person Auto SelectedThis will automatically select an approver Approver is automatically selected from a list of valid approvers. This uses the same logic as 'Regular Approval'.NoApprovers at Checkout.No
Multi Person User SelectedThis allows

Allows the

user

User to choose multiple

approvers

Approvers from a list of valid approvers at Checkout. Only one

of the

selected

users

Approver needs to approve the order.

NoAdvanced Approval By User and Account

Image Added

Multi Person Auto SelectedThis will automatically select all available approvers All available Approvers are  automatically selected from the Approval Group. All of the selected users Approvers need to approve the order.YesAdvanced Approval By User and Account
Multi Person Auto SingleThis will automatically select all available approvers All available Approvers are automatically selected from a list of valid approversApprovers. Only one of the selected users needs Approver need to approve the order.NoAdvanced Approval By User and Account
Multi Person Auto Selected No GroupThis will automatically select all available approvers All available Approvers automatically selected to approve the order.  All of the approvers Approvers need to approve the order.NoAdvanced Approval By User and Account
HierarchicalThis will allow Allows a hierarchical list of approvers Approvers in an Approval Group to approve an order. All of the approvers Approvers need to approve the order.YesAdvanced Approval By User and Account
Hierarchical Customer BudgetThis will allow Allows a hierarchical list of approvers Approvers in an Approval Group to approve an order. All orders are are submitted for approval (even if the when an order is placed by an approving user User in the Approval Group).YesAdvanced Approval By User and Account
Hierarchical Approval LimitsThis will allow Allows a hierarchical list of approvers Approvers in an Approval Group to approve an order. Minimum and maximum order amounts are set up on for each user User in the Group. Approvers are skipped if their range doesn't does not include the order amount.Yes


Set up an Order Approval Process

1. Enable Advanced Approval by User and Account

Before you can use this order approval mode, your website needs to be set to this option.

To set this:

  1. In the CMS, navigate to Settings → Settings (or while logged into your website: /zSettings.aspx) 

  2. Select the Orders tab.

  3. Select the Restrictions and Charges tab.

  4. Find the  Use Advanced Order Approval field, then select Advanced Approval By User and Account

...

  1. '

    Note

    If your site is displaying 'Use Advanced Order Approval' as a checkbox, please get in touch with Commerce Vision and we will update the field to display the dropdown list. However, you can still enable the functionality by ticking the checkbox.


  2. Click Update to save changes.


2. Decide the level for the Approval Type 

Approval Type can be set at the Role, Customer

...

or User level.

...

Note - If multiple Approvals are active, User level settings override Customer level settings. Customer settings override Role settings. E.g., An approval process is set for User A, who has the role of a B2B buyer. A Role level approval process has also been set for B2B buyers. The system will use the Approval set up for User A.   

Info
titleHow to set an Approval Type at different levels

Set Approval Type at Role level

NOTE - Role level approvals will be overriden by any active Customer or User approvals. 


To set Approval Type at the Role Level:

  1. Login as an Administrator.
  2. Navigate to 'Accounts' --> 'Role Management' While logged into your website, navigate to Roles (usually in Account Selection → Roles) (/zRoles.aspx).
  3. Select Click the required role via radio button next to the required Role.
  4. Click the 'Functions' tab tab.
  5. Click 'Modify'.
  6. Update the value of 'Order Approval Type' as required.
    7. Click 'OK' to save.
To Set
  1. Find the field Approval Type and select the required approval type.
  2. Find the field Is Cancel of Approval Orders Comments Mandatory. Tick if the Approver must enter a reason for rejecting an option.
  3. Find Enable Cancel of Approval Orders. Tick if the Approver can reject an order.
  4. Click OK to save.

Set Approval Type at Customer level (without Approval Groups)

NOTE - Customer level approvals are overriden by active User approvals.


To set an Approval Type at the Customer Level:

  1. Login as an Administrator.
  2. Navigate to 'Accounts' --> 'Customer Maintenance' While logged into your website, navigate to Customer Maintenance (usually in Account Selection → Customer Maintenance) (/CustomerMaintenance.aspx).
  3. Search for the required customer account.
  4. Select the record via radio button.
  5. Click the 'Customer Details' tab tab.
  6. Click 'Modify'.
  7. Update Find the value of 'field Order Approval Type' as required.
  8. Click 'OK' to save.
 
  1. and select the required approval type.
  2. Find the field Enable Email Approval. Tick if you want the email sent to an Approver to include links they can click on to quickly Approve and Reject an order.
  3. Find Required Comments on Email Order Rejection. Tick if the Approver must enter a reason for rejecting an option via the email link.
  4. Click OK to save.

Set Approval Type at Customer level (with Approval Groups)

NOTE - Customer level approval type is overriden by User settings.

NOTE- Approval Groups must be created for a Customer prior to this step.


To Set Approval Type at the Customer Level using with 'Approval Groups':

  1. Login as an Administrator.
  2. Navigate to 'Accounts' --> 'Customer Approvals' While logged into your website navigate to Customer Approvals (usually in Account Selection → Customer Approvals) (/CustomerApproval.aspx).
    Note - if this page is unavailable, it has to be added to the menu via the Menu Editor. 
  3. Search for the required customer on for which you want to set the Approval Group.
  4. Select the record via radio button.
  5. Click the 'Customer Details' tab tab.
  6. Click 'Modify'.
  7. Select an Approval Group from the drop-down list.
  8. Click 'OK' to save to save.

Set Approval Type at User level (without Approval Groups)

NOTE - This setting will override any Customer or Role level settings.


To Set Approval Type at the User Level:

  1. Login as an Administrator.
  2. Navigate to 'Accounts' --> 'While logged into your website navigate to Advanced User (usually in Account Selection → Advanced User Maintenance' (/UserMaintenance.aspx).
  3. Search for the required user .Select the record and select them via radio button; the 'User' tab will load.
  4. Click 'Modify'.Set
  5. Find the value for 'field Order Approval Type' and select the required option.
  6. Click 'OK' to save.
 
  1.  to save.

Set Approval Type at User level (with Approval Groups)

NOTE - This setting will override any Customer or Role level settings.

NOTE - Approval Groups must be set up for a Customer prior to this step.


To Set the Approval Type at the User Level using with 'Approval Groups':

  1. Login as an Administrator.
  2. Navigate to 'Accounts' --> 'While logged into your website navigate to Advanced User (usually in Account Selection → Advanced User Maintenance' (/UserMaintenance.aspx).
  3. Search for the required user .Select the record and select them via radio button.
  4. Click the 'Accounts' tab tab.
  5. Select the required customer on FOR which to set the Approval Group.
  6. On the '$Limits' tab, click 'Edit'.
  7. Select an Find the field Approval Group and select from the drop-down list.
  8. Click 'Update' to save. 

Step-by-step

...

guide
Anchor
RegApproval
RegApproval

To Set up Regular Approval:

  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 and Account'.
    Image Removed

    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.

  5. Click 'Update' to save changes.

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

...

Single Person Approvals

Single Person User-selected

To set up Single Person User-selected:

  1. Navigate to Accounts → Advanced User Maintenance (UserMaintenance.aspx?mode=admin).
  2. Search for the required User
    3. .Select
  3. , and select the record via radio button.
  4. Click the 
    5. '
  5. Accounts
    6. '
  6.  tab.
  7. If the user has multiple Customer Codes, select the correct record via radio button.
  8. On
    9. the '
  9. the $Limits
    10. ' tab
  10. tab, click 
    11. '
  11. Edit
    12. '
  12. .
  13. Set the value in the
    14. value in the '
  14. Approval Limit
    15. '
  15.  field to the required dollar amount.
  16. Set the value in the
    17. value in the '
  17. Order Limit
    18. ' field
  18. field to the required dollar amount.
  19. Set the value in
    20. the '
  20. the Requisition Limit
    21. '
  21.  field to the required dollar amount.
  22. Click the 
    23. '
  23. Update
    24. '
  24.  button to save changes.

Repeat Steps

...

1-

...

9 for other users on the account, including users who will have approval authority.

...

 


Anchor
SP
SP

To Set up Single Person Approval:

  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 'Advanced Approval By User and Account'.
    Image Removed

    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.

  5. Click 'Update' to save changes.
  6. Set the 'Order Approval Type' at the required level (User, Customer, or Role):
    1. SPU = Single Person User Selected
    2. SPA = Single Person Auto Selected

 

...

Single Person Auto-selected

This approval type can be set for a User against a Customer account.

To set up Single Person Auto-selected:

  1. Navigate to Accounts → Advanced User Maintenance (UserMaintenance.aspx?mode=admin).
  2. Search for the required User
    3. .Select
  3. , and select the record via radio button.
  4. Click
    5. 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'
  6. the User tab.
  7. Find Order Approval Type and select Single Person Auto-Selected
  8. Click the Accounts tab, and select the Account required.
  9. Then on the $Limits tab, click Edit.
  10. Set the value in
    11. the '
  11. the Approval Limit
    12. '
  12.  field to the required dollar amount.
  13. Set the value in
    14. the '
  14. the Order Limit
    15. '
  15.  field to the required dollar amount.
  16. Set the value in
    17. the '
  17. the Requisition Limit
    18. '
  18.  field to the required dollar amount.
  19. Click
    20. the '
  20. the Update
    21. ' button
  21. button to save changes.
  22. If the user has other accounts, repeat steps 5-10 for other accounts.

Repeat Steps

...

1-

...

11 for other users on the account, including users who will have approval authority.

...

 


Anchor
MPU
MPU

Multi Person Approvals

To Set up set up Multi Person Approval:

  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 'Advanced Approval By User and Account'.
    Image Removed

    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.

  5. Click 'Update' to save changes.
  6. Set the 'Order Approval Type' at the required level (User, Customer, or Role):
    1. MPU = Multi Person User Selected
    2. MPA = Multi Person Auto Selected
    3. MPAS = Multi Person Auto Single
    4. MPANG = Multi Person Auto Selected No Group
 


  2. Then
,
  1. update the User'
s 
  1. s '$Limits': 
    1. Navigate to 'Accounts' --> 'Advanced User Maintenance' (UserMaintenance.aspx?mode=admin).
    2. Search for the required User.
    3. Select the record via radio button.
    4. Click the 'Accounts' tab.
    5. If the user has multiple Customer Codes, select the correct record via radio button.
    6. On the '$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 a-j for other users on the account, including users who will have approval authority.

 


Info
titlePlease Note

Several of the Multi Person approval types require the use of Approval Groups (refer to the table above). Check out our Approval Groups article for information on how to configure these. 

 

 


Approval Hierarchies

Anchor
H
H

Note

When using Hierarchical approval types, 'Approval Groups' must be used. See Approval Groups for further information.

To Set up Hierarchical Approval:

...

Select the 'Orders' tab.

...

Select the 'Restrictions and Charges' sub-tab.

...

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

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.

...

  1. Set up the 'Approval Group' at either the Customer or User level.
  2. Set the 'Order Approval Type' at the required level (User, Customer, or Role) to 'H'.

 

Anchor
HC
HC

To Set up set up Hierarchical Customer Budget Approval: 

  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 'Advanced Approval By User and Account'.

    NoteIf 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.


  5. Click 'Update' to save changes.
  6. Set up the 'Approval Group' at either the Customer or User level.
  7. Set the 'Order Approval Type' at the required level (User, Customer, or Role) to 'HC'.

...


Anchor
HAL
HAL

To Set up set up Hierarchical Approval Limits: 

  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 'Advanced Approval By User and Account'.
    Image Removed

    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.

  5. Click 'Update' to save changes.
  6. Set up the Set up the 'Approval Group' at either the Customer or User level.
  7. Set the 'Order Approval Type' at the required level (User, Customer, or Role) to 'HAL'.

Related

...

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