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Excerpt
hiddentrue

Set up various order approval types.

Overview

'Advanced Approval by User and Account' (mode 3) provides various ways to configure the order approval process. Some business rules require quite complex approval arrangements. 

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Approval TypeDescriptionRequires Approval Groups?Approval Mode
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'. 

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

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Info
titleSetting Approval Type at Various Levels

Approval Type can be set at the Role, Customer, or User level. The User setting overrides the Customer Setting, which overrides the Role setting.

To Set Approval Type at the Role Level:

  1. Login as an Administrator.
  2. Navigate to 'Accounts' --> 'Role Management' (/zRoles.aspx).
  3. Select the required role via radio button.
  4. Click the 'Functions' tab.
  5. Click 'Modify'.
  6. Update the value of 'Order Approval Type' as required.
  7. Click 'OK' to save.

To Set Approval Type at the Customer Level:

  1. Login as an Administrator.
  2. Navigate to 'Accounts' --> 'Customer Maintenance' (/CustomerMaintenance.aspx).
  3. Search for the required customer.
  4. Select the record via radio button.
  5. Click the 'Customer Details' tab.
  6. Click 'Modify'.
  7. Update the value of 'Order Approval Type' as required.
  8. Click 'OK' to save.


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

  1. Login as an Administrator.
  2. Navigate to 'Accounts' --> 'Customer Approvals' (/CustomerApproval.aspx).
  3. Search for the required customer on which to set the Approval Group.
  4. Select the record via radio button.
  5. Click the 'Customer Details' tab.
  6. Click 'Modify'.
  7. Select an Approval Group from the drop-down list.
  8. Click 'OK' to save.


To Set Approval Type at the User Level:

  1. Login as an Administrator.
  2. Navigate to 'Accounts' --> 'Advanced User Maintenance' (/UserMaintenance.aspx).
  3. Search for the required user.
  4. Select the record via radio button; the 'User' tab will load.
  5. Click 'Modify'.
  6. Set the value for 'Order Approval Type'.
  7. Click 'OK' to save.


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

  1. Login as an Administrator.
  2. Navigate to 'Accounts' --> 'Advanced User Maintenance' (/UserMaintenance.aspx).
  3. Search for the required user.
  4. Select the record via radio button.
  5. Click the 'Accounts' tab.
  6. Select the required customer on which to set the Approval Group.
  7. On the '$Limits' tab, click 'Edit'.
  8. Select an Approval Group from the drop-down list.
  9. Click 'Update' to save.

Step-by-step guides
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 'Advanced Approval By User and Account'.

    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


Then, update the User'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.

...

  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'.

    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 '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 help

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