Order Approvals

Overview

Commerce Vision's Order Approval functionality allows customers to set an approver for orders over a specific dollar amount.

The process goes something like this:

Approval modes

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

1. Approval By User - a very simple 1-to-1 relationship. User A's orders are approved by User B if they exceed User A's dollar 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 advanced options for multi-person approval.

Implementation guides

1. Approval By User

This is a very simple order approval process. A dollar limit is set for the user, and a designated approver is nominated. Any orders over the user's limit will require approval.

Configure system settings:

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

4. Find the checkbox labelled 'Use Advanced Order Approval' and ensure it's unticked. If it displays as a dropdown on your site, simply set it to 'Approval By User'. 
   
   
   

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

Update the user order limits: 

1. Navigate to Users → Advanced User Maintenance.
2. Search for and select the ordering user.
3. Click 'Modify' on the User tab.
4. Update the 'Order Limit' field to the dollar value you wish to trigger approval at.
5. Update the 'Orders Approved By' field to the email address/user ID of the approving user.
   
   
6. Click OK to save.
   
   

If you don't see the 'Order Limit' field on this User tab, get in touch and we'll add it for you!

If you've got lots of users to update, you can do it in bulk. See our article on Data Import for more information. 

2. Approval By User and Account

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 orders up to $200 in value without approval, but any orders $200.01 - $999,999.00 will require approval. If Users B, C, and D on the same account all have an Approval Limit 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, a message will be displayed to User A before they submit the order.) 

Configure system settings:

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

4. Tick the box to 'Use Advanced Order Approval' (or if you see a drop-down, set it to 'Approval By User and Account').
   

   
   

5. Click Update to save your changes.

Update the user order limits:

1. In the CMS, navigate to Users → Website Users. 
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. Save & Exit. 
6. Repeat Steps 2-5 for other users on the account, including users who will have approval authority.

If you've got lots of users to update, you can do it in bulk. See our article on Data Import for more information. 

3. Advanced Approval by User and Account

Related articles

• Page:
  Preferred Delivery Date
• Page:
  How Order Integration Works
• Page:
  Standing Orders Settings
• Page:
  Order Templates
• Page:
  Online Returns