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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.
Approval Type | Description | Requires Approval Groups? | Approval Mode | Regular ApprovalNotes | ||||
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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 | Single Person User Selected | This allows the user to choose an approver from a list of valid approvers. This uses the same logic as 'Regular Approval'. | No | Advanced Approval By User andCan also be set up in Mode 0 if only against a User or in Mode 1 for User in an Account | |
Single Person Auto Selected | This will automatically select an approver Approver is automatically selected from a list of valid approvers. This uses the same logic as 'Regular Approval'Approvers at Checkout. | No | Advanced Approval By User and Account | |||||
Multi Person User Selected | This allows Allows the userUser to choose multiple approversApprovers from a list of valid approvers at Checkout. Only one of theselected usersApprover needs to approve the order. | No | Advanced Approval By User and Account | |||||
Multi Person Auto Selected | This 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 Single | This 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 Group | This 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 | ||||||
Hierarchical | This 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 Budget | This 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 Limits | This 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:
In the CMS, navigate to Settings → Settings (or while logged into your website: /zSettings.aspx)
Select the Orders tab.
Select the Restrictions and Charges tab.
Find the Use Advanced Order Approval field, then select Advanced Approval By User and Account
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'
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.
- Click Update to save changes.
2. Decide the level for the Approval Type
Approval Type can be set at the Role, Customer
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or User level.
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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.
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Set Approval Type at Role levelNOTE - Role level approvals will be overriden by any active Customer or User approvals. To set Approval Type at the Role Level:
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:
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':
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:
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':
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Step-by-step
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guide
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To Set up Regular Approval:
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In the CMS, navigate to Settings → Settings.
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Select the 'Orders' tab.
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Select the 'Restrictions and Charges' sub-tab.
Set 'Use Advanced Order Approval' to 'Approval By User and Account'.
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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Click 'Update' to save changes.
Once the system-wide setting has been updated, the User's '$Limits' settings can be updated:
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Single Person Approvals
Single Person User-selected
To set up Single Person User-selected:
- Navigate to Accounts → Advanced User Maintenance (UserMaintenance.aspx?mode=admin).
- Search for the required User
.Select- , and select the record via radio button.
- Click the
'- Accounts
'- tab.
- If the user has multiple Customer Codes, select the correct record via radio button.
- On
the '- the $Limits
' tab- tab, click
'- Edit
'- .
- Set the value in the
value in the '- Approval Limit
'- field to the required dollar amount.
- Set the value in the
value in the '- Order Limit
' field- field to the required dollar amount.
- Set the value in
the '- the Requisition Limit
'- field to the required dollar amount.
- Click the
'- Update
'- button to save changes.
Repeat Steps
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1-
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9 for other users on the account, including users who will have approval authority.
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To Set up Single Person Approval:
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Set 'Use Advanced Order Approval' to 'Advanced Approval By User and Account'.
Note |
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If your site is displaying 'Use Advanced Order Approval' as a checkbox, please get in touch with our Support team. We'll update the field to display the appropriate options. |
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- SPU = Single Person User Selected
- SPA = Single Person Auto Selected
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Single Person Auto-selected
This approval type can be set for a User against a Customer account.
To set up Single Person Auto-selected:
- Navigate to Accounts → Advanced User Maintenance (UserMaintenance.aspx?mode=admin).
- Search for the required User
.Select- , and select the record via radio button.
- Click
the 'Accounts' tab.- If the user has multiple Customer Codes, select the correct record via radio button.
On the '$Limits' tab, click 'Edit'- the User tab.
- Find Order Approval Type and select Single Person Auto-Selected
- Click the Accounts tab, and select the Account required.
- Then on the $Limits tab, click Edit.
- Set the value in
the '- the Approval Limit
'- field to the required dollar amount.
- Set the value in
the '- the Order Limit
'- field to the required dollar amount.
- Set the value in
the '- the Requisition Limit
'- field to the required dollar amount.
- Click
the '- the Update
' button- button to save changes.
- If the user has other accounts, repeat steps 5-10 for other accounts.
Repeat Steps
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1-
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11 for other users on the account, including users who will have approval authority.
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Multi Person Approvals
To set up Multi Person Approval:
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Set 'Use Advanced Order Approval' to 'Advanced Approval By User and Account'.
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,
- Click 'Update' to save changes.
- Set the 'Order Approval Type' at the required level (User, Customer, or Role):
- MPU = Multi Person User Selected
- MPA = Multi Person Auto Selected
- MPAS = Multi Person Auto Single
- MPANG = Multi Person Auto Selected No Group
- Then
s
- update the User'
- s '$Limits':
- Navigate to 'Accounts' --> 'Advanced User Maintenance' (UserMaintenance.aspx?mode=admin).
- Search for the required User.
- Select the 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 a-j for other users on the account, including users who will have approval authority.
Info
title 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
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When using Hierarchical approval types, 'Approval Groups' must be used. See Approval Groups for further information. |
To Set up Hierarchical Approval:
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Select the 'Restrictions and Charges' sub-tab.
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.
- Click 'Update' to save changes.
- Set up the 'Approval Group' at either the Customer or User level.
- Set the 'Order Approval Type' at the required level (User, Customer, or Role) to 'H'.
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To Set up set up Hierarchical Customer Budget Approval:
- In the CMS, navigate to Settings → Settings.
Select the 'Orders' tab.
Select the 'Restrictions and Charges' sub-tab.
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.
- Click 'Update' to save changes.
- Set up the 'Approval Group' at either the Customer or User level.
- Set the 'Order Approval Type' at the required level (User, Customer, or Role) to 'HC'.
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To Set up set up Hierarchical Approval Limits:
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Select the 'Orders' tab.
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Select the 'Restrictions and Charges' sub-tab.
Set 'Use Advanced Order Approval' to 'Advanced Approval By User and Account'.
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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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- Set up the the 'Approval Group' at either the Customer or User level.
- Set the 'Order Approval Type' at the required level (User, Customer, or Role) to 'HAL'.
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