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this doc is in progress. process to be reviewed and doco to be simplified (where possible....!) |
How it works
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- A user places an order which is over their $ limit, and therefore requires approval.
- An approver (or group of approvers) will approve or reject the order (or individual lines) on the order.
- If approved, the order is submitted and integrates to the ERP.
Approval modes
There are 3 modes to choose from, each with increasing complexity:
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User Experience
Ordering User Experience
1. When Order Approvals is enabled for a Customer account, during Checkout, a popup message alerts the ordering user that approval is required as the order is over their order limit:
2. Depending on the Approval Type mode used and the number of eligible approvers, either an approver is automatically assigned or the user selects one from a dropdown list during Checkout. The order cannot continue without the completion of this step. Note - the User is alerted with a message if no Approver is available.
3. Once the order has been submitted, the confirmation page reaffirms that the order has been flagged as requiring approval:
4. The user can view their 'pending approval' orders as well as any that have been rejected in Order History (Dashboard → Order History). Note - approved orders will move to the next stage of the usual order processing procedure.
Approver Experience
An approver is another user on the Customer account who has been assigned to the user who submitted the order (mode 0), has a set approval limit high enough for the order total (mode 1) or has been added in an Approver Group (in the Advanced Approval by User and Account mode). When an approver has been assigned an order to approve, they will receive a notification email. See Order Approver Functions.
Order Approval Modes
There are three Order Approval modes that can be set:
- Approval By User - a very simple 1-to-1 relationship
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- set at the User level. User A's orders are approved by
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- User B if they exceed User A's order limit.
- Approval By User and Account
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- - the most widely-used mode. User A's orders can be approved by any user on the same account
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- who has the required
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- Approval Limit.
Advanced Approval By User and Account
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- for organisations with complex approval hierarchies and approval groups. This mode offers advanced options
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, e.g., multi-person
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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.
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approvals and the option to allow the order submitter to cancel 'pending approval' orders and re-assign approvers.
Set up Order Approvals
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For all modes, to enable the approver to approve or reject directly through the email notification, the setting must be enabled for the Customer account. To enable this feature:
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1. Approval By User
This is the simplest order approval process. A dollar limit is set for the user, and a specific Approver (using their email address) is entered during set up. Any order over the user's limit will require this Approver's Approve or Reject decision. You can set the option of sending an email notification to the Approver, and allow them to quickly approve or reject the order via links in the email.
1. Configure system settings:
- In the CMS, navigate to
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- Settings
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- → Settings
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- .
- Select the
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- Orders
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- tab.
- Select the
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- Restrictions and Charges
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- sub-tab.
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Find the checkbox labelled Use Advanced Order Approval
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and ensure it's unticked.
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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. |
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Once the system-wide setting has been updated, the User's approval settings can be updated:
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If you see a dropdown list instead, set it to Approval By User.
- To save this setting, click the Update button.
2. Update the user order limits:
- (optional) If you're in the CMS, log into your website in the Administrator role.
- Navigate to Users → User Maintenance.
- Search for and select the ordering user.
- On the User tab, click Modify.
- Update the Order Limit field to the dollar value at which approval will be triggered.
- In the Orders Approved By field, enter the email address/user ID of the
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- approving user.
- Click
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- OK
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- to save
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- .
TIP - If you have many users to update, you can do it in bulk. See the help page on Data Import for more information.
2. Approval By User and Account
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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 for approval permissions, this is the mode to use. |
With this mode, users are given order limits for
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each order
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function. For example,
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User A may have a
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Requisition Limit
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of $999,999.00, and an
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Order Limit
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of $200.00. This
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means User A can submit
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an order up to $200
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without approval, but any orders $200.01 - $999,999.00 will require approval.
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If Users B, C, and D on the same
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account
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each have an
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Approval Limit
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greater than the order value, any of them will be able to approve the order.
(If there isn't a user with an appropriate approval limit for the order,
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a message will be displayed to
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Multiple users on the same customer account code can be eligible to approve an order, provided they have the correct approval limits.
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User A before they submit the order.)
1. Configure system settings:
- In the CMS, navigate to
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- Settings
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- →
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- Settings
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- .
- Select the
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- Orders
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- tab.
- Select the
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- Restrictions and Charges
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- sub-tab.
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In Approval Type, select 'Approval By User and Account'
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Note |
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If your site is displaying 'Use Advanced Order Approval' as a checkbox, please get in touch with our Support team. We'll update the field to display the appropriate options. |
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Once the system-wide setting has been updated, the User's '$Limits' settings can be updated:
- Navigate to 'Accounts' --> 'Advanced User Maintenance' (/UserMaintenance.aspx?mode=admin).
- Search for the required User.
- Select the User record via radio button.
- Click the 'Accounts' tab.
- If the user has multiple Customer Codes, select the correct record via radio button.
- On the '$Limits' tab, click 'Edit'.
- Set the value in the 'Approval Limit' field to the required dollar amount.
- Set the value in the 'Order Limit' field to the required dollar amount.
- Set the value in the 'Requisition Limit' field to the required dollar amount.
- Click the 'Update' button to save changes.
- Repeat Steps 2-10 for other users on the account, including users who will have approval authority.
Info |
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For more in-depth information on Advanced Approval of varying types, see Advanced Order Approval - Types. |
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).
To save this setting, click Update.
2. Update the user order limits:
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If you don't see the 'Order Limit' field on this User tab, get in touch and we'll add it for you! |
- In the CMS, navigate to Users → Website Users (or /zUsers.aspx on your website).
- Search for and Edit the required user.
- In the Customer Details section, update the dollar amounts for the user's Order Limit, Requisition Limit, and Approval Limit.
- If the user has access to multiple accounts, you may wish to update the limits for those as well.
- Click Save & Exit.
- Repeat Steps 2-5 for other users on the account, including users who will have approval authority.
TIP - If you have many users to update, you can do it in bulk. See our help page on Data Import for more information.
3. Advanced Approval by User and Account
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If you want to use Mode 3 approvals, see the help pages on Advanced Order Approval by User and Account 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! |
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Advanced options can be implemented by Commerce Vision. |
Add/Edit Select Appprover Widget
The Select Approver Widget must be added and active for the Select Approver panel to appear during checkout.
If this panel does not display, check the widget is in the Checkout template. Text and labels for prompts displayed in the panel can be edited in the widget.
Configure Email Notifications
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 email text can be customised to suit your business needs. See Related widgets below.
Optional Settings
Approval by Email
In Mode 1, against the ordering user, you can set 'Approve' or 'Reject' links in the email the approver receives ('Order Approval Email') after the order has been submitted. Clicking the link allows the approver to quickly approve or reject the order.
To add the 'Approve'/'Reject' links in the notification email for an ordering user,
- In the Advanced User menu, find the user.
- Click the User tab.
- Find the field Enable Email Approver and tick the checkbox.
- To save the setting, click OK.
In Modes 2 and 3, this option is set against the Customer account.
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Minimum Version Requirements |
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Prerequisites |
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Self Configurable |
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Business Function |
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BPD Only? |
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B2B/B2C/Both |
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Third Party Costs |
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Related help
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