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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. 

You should decide which approval type will be the most suitable for your site before continuing. The various options are detailed below.

Approval TypeDescriptionRequires Approval Groups?Approval Mode
Single Person User Selected

This allows the user to choose an approver from a list of valid approvers.  

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.

NoAdvanced Approval By User and Account
Single Person Auto SelectedThis will automatically select an approver from a list of valid approversNoAdvanced 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


Set up an Advanced Order Approval Process

Enable Advanced Approval by User and Account

Before you can use advanced approval options, your website needs to be set to this option. 

  1. In the CMS, navigate to Settings → Settings.

  2. Select the Orders tab.

  3. Select the Restrictions and Charges tab.

  4. Find the  'Use Advanced Order Approval' field and select 'Advanced 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.

  5. Click Update to save changes.


Setting Approval Type at Various Levels

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

Set Approval Type at Role level

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


To set Approval Type at the Role Level:

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

Set Approval Type at Customer level (without Approval Groups)

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


To set Approval Type at the Customer Level:

  1. While logged into your website, navigate to Customer Maintenance (usually in Account Selection → Customer Maintenance) (/CustomerMaintenance.aspx).
  2. Search for the required customer account.
  3. Select the record via radio button.
  4. Click the Customer Details tab.
  5. Click Modify.
  6. Find the field Order Approval Type as required.?
  7. 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.
  8. Find Required Comments on Email Order Rejection. Tick if the Approver must enter a reason for rejecting an option via the email link.
  9. 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 set up for a Customer prior to this step.


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

  1. 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 via the Menu Editor. 
  2. Search for the required customer for which you want to set the Approval Group.
  3. Select the record via radio button.
  4. Click the 'Customer Details' tab.
  5. Click 'Modify'.
  6. Select an Approval Group from the drop-down list. WHERE IS THIS?
  7. Click 'OK' 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. While logged into your website navigate to Advanced User (usually in Account Selection → Advanced User Maintenance (/UserMaintenance.aspx).
  2. Search for the required user and select them via radio button.
  3. Click Modify.
  4. Find the field Order Approval Type and select the required option.
  5. click OK 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 'Approval Groups':

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

Step-by-step guide

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, and select the record via radio button.
  3. Click the Accounts tab.
  4. If the user has multiple Customer Codes, select the correct record via radio button.
  5. On the $Limits tab, click Edit.
  6. Set the value in the Approval Limit field to the required dollar amount.
  7. Set the value in the Order Limit field to the required dollar amount.
  8. Set the value in the Requisition Limit field to the required dollar amount.
  9. Click the Update button to save changes.

Repeat Steps 1-9 for other users on the account, including users who will have approval authority.


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, and select the record via radio button.
  3. Click the User tab.
  4. Find Order Approval Type and select Single Person Auto-Selected
  5. Click the Accounts tab, and select the Account required.
  6. Then 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. 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.


Multi Person Approvals

To set up Multi Person Approval:

  1. 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 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.


Please 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

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

To Set up Hierarchical 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'.

    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 'H'.


To 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'.

    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 'HC'.


To 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'.

    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'.

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