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Excerpt
hiddentrue

Set up various order approval typesorder approvals for users, roles or customers on your website.

Overview

'Advanced Approval 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 Approval Type will be the most suitable for your site the Customer or User before continuing.  The The various options are detailed below.

Advanced Approval By User and Advanced Approval By User and Account
Approval TypeDescriptionRequires Approval Groups?Approval ModeNotes
Single Person User Selected

This allows Allows the user ordering User to choose an approver 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 that there are no approvers with the correct authority will be displayed to the user.

No

Image Added

Can also be set up in Mode 0 if only against a User or in Mode 1 for User in an Account

Single Person Auto SelectedThis will automatically select an approver Approver is automatically selected from a list of valid approversApprovers at Checkout.No
Multi Person User SelectedThis allows

Allows the

user

User to choose multiple

approvers

Approvers from a list of valid approvers at Checkout. Only one

of the

selected

users

Approver needs to approve the order.

NoAdvanced Approval By User and Account

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Multi Person Auto SelectedThis 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 SingleThis 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 GroupThis 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
HierarchicalThis 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 BudgetThis 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 LimitsThis 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.YesAdvanced Approval By User and Account


Set up an

...

Order Approval Process

...


1. Enable Advanced Approval by User and Account

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

To set this:

  1. In the CMS, navigate to Settings → Settings (or while logged into your website: /zSettings.aspx) 

  2. Select the Orders tab.

  3. Select the Restrictions and Charges tab.

  4. Find the  'Use Advanced Order Approval' field and , then select ' 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 with Commerce Vision and we will update the field to display the appropriate optionsthe dropdown list. However, you can still enable the functionality by ticking the checkbox.


  5. Click Update to save changes.

...


...

2. Decide the level for the Approval Type 

Approval Type can be set at the Role, Customer or User level. Note -

...

If you 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.   

Info
titleHow to set an Approval Type at different levels

Set Approval Type at Role level

NOTE - Role level approval type is approvals will be overriden by any active Customer or User settingsapprovals. 


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 Click the required role via radio button next to the required Role.
  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 approvals are overriden by active User settingsapprovals.


To set an 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 and select the required approval type.?
  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 created 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 to the menu 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 tab.
  5. Click 'Modify'.
  6. Select an Approval Group from the drop-down list. WHERE IS THIS?
  7. Click 'OK' to  to save.

Set Approval Type at User level (

withOUT

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 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 with '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. 

...

  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.


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

...

To Set up Hierarchical Approval:

...

Select the 'Orders' tab.

...

Select the 'Restrictions and Charges' sub-tab.

Set 'Use Advanced Order Approval' to 'Advanced Approval By User and Account'.
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...

  1. Click 'Update' to save changes.
  2. Set up the 'Approval Group' at either the Customer or User level.
  3. Set the 'Order Approval Type' at the required level (User, Customer, or Role) to 'H'.

Anchor
HC
HC

To Set up 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'.

    NoteIf 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'.


Anchor
HAL
HAL

To Set up set up Hierarchical Approval Limits: 

...

Select the 'Orders' tab.

...

Select the 'Restrictions and Charges' sub-tab.

Set 'Use Advanced Order Approval' to 'Advanced Approval By User and Account'.
Image Removed

...

    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.

  1. Click 'Update' to save changes.
  2. Set up the Set up the 'Approval Group' at either the Customer or User level.
  3. Set the 'Order Approval Type' at the required level (User, Customer, or Role) to 'HAL'.

...