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Overview

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Excerpt
hiddentrue

Set up order 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 will be the most suitable for the Customer or User before continuing. The various options are detailed below. 

Approval TypeDescriptionRequires Approval Groups?
Regular Approval
Notes
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: 'Order cannot be submitted as there is no approver

that there are no approvers with the correct

approval limit authority.'

authority will be displayed to the user.

No
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'.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 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
Multi Person User Selected
This allows

Allows the

user

User to choose multiple

approvers from the Approval Group

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

of the

selected

approvers

Approver needs to approve the order.

No
Yes

Image Added

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
approvers
Approvers need to approve the order.Yes
Multi Person Auto Single
This will automatically select all available approvers from the Approval Group
All available Approvers are automatically selected from a list of valid Approvers. Only one
of the
selected
approvers needs
Approver need to approve the order.
Yes
No
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.No
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.Yes
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).Yes
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

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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:

  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, 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 Commerce Vision and we will update the field to display the 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.

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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.   

Info
titleHow to set an Approval Type at different levels

Set Approval Type at Role level

NOTE - Role level approvals will be overriden by any active Customer or User approvals. 


To set Approval Type at the Role Level:

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

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:

  1. Login as an Administrator.
  2. Navigate to 'Accounts' --> 'Customer Maintenance' While logged into your website, navigate to Customer Maintenance (usually in Account Selection → Customer Maintenance) (/CustomerMaintenance.aspx).
  3. Search for the required customer account.
  4. Select the record via radio button.
  5. Click the 'Customer Details' tab tab.
  6. Click 'Modify'.
  7. Update Find the value of 'field Order Approval Type' as required and select the required approval type.
  8. 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.
  9. Find Required Comments on Email Order Rejection. Tick if the Approver must enter a reason for rejecting an option via the email link.
  10. Click 'OK' to  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 created for a Customer prior to this step.


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

  1. Login as an Administrator.
  2. Navigate to 'Accounts' --> 'Customer Approvals' 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. 
  3. Search for the required customer on for which you want to set the Approval Group.
  4. Select the record via radio button.
  5. Click the 'Customer Details' tab tab.
  6. Click 'Modify'.
  7. Select an Approval Group from the drop-down list.
  8. Click 'OK' to  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. Login as an Administrator.
  2. Navigate to 'Accounts' --> 'While logged into your website navigate to Advanced User (usually in Account Selection → Advanced User Maintenance' (/UserMaintenance.aspx).
  3. Search for the required user .Select the record and select them via radio button; the 'User' tab will load.
  4. Click 'Modify'.Set
  5. Find the value for 'field Order Approval Type' and select the required option.
  6. Click 'OK' to  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. Login as an Administrator.
  2. Navigate to 'Accounts' --> 'While logged into your website navigate to Advanced User (usually in Account Selection → Advanced User Maintenance' (/UserMaintenance.aspx).
  3. Search for the required user .Select the record and select them via radio button.
  4. Click the 'Accounts' tab tab.
  5. Select the required customer on FOR which to set the Approval Group.
  6. On the '$Limits' tab, click 'Edit'.
  7. Select an Find the field Approval Group and select from the drop-down list.
  8. Click 'Update' to save. 

Step-by-step

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guide
Anchor
RegApproval
RegApproval

To Set Up Regular Approval:

  1. Login as an Administrator.

  2. Navigate to 'Settings' --> 'Settings' (zSettings.aspx).

  3. Click the 'Orders' tab.

  4. Click the 'Restrictions and Charges' sub-tab.

  5. Set 'Use Advanced Order Approval' to On by ensuring the box is ticked.

  6. Click the 'Update' button at the bottom of the page 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:

  1. Navigate to Accounts → Advanced User Maintenance (UserMaintenance.aspx?mode=admin).
  2. Search for the required User
    3. .Select
  3. , and select the record via radio button.
  4. Click the 
    5. '
  5. Accounts
    6. '
  6.  tab.
  7. If the user has multiple Customer Codes, select the correct record via radio button.
  8. On
    9. the '
  9. the $Limits
    10. ' tab
  10. tab, click 
    11. '
  11. Edit
    12. '
  12. .
  13. Set the value in the
    14. value in the '
  14. Approval Limit
    15. '
  15.  field to the required dollar amount.
  16. Set the value in the
    17. value in the '
  17. Order Limit
    18. ' field
  18. field to the required dollar amount.
  19. Set the value in
    20. the '
  20. the Requisition Limit
    21. '
  21.  field to the required dollar amount.
  22. Click the 
    23. '
  23. Update
    24. '
  24.  button to save changes.

Repeat Steps

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1-

...

9 for other users on the account, including users who will have approval authority.

...

 


Anchor
SPUSPSPU
SP
To Set Up 

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.
  3. Select the record via radio button.
  4. Click the 'Accounts' tab.
    5. If the user has multiple Customer Codes, select the correct , and select the 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 a-j for other users on the account, including users who will have approval authority.

 

...

  1. User

...

  1. Login as an Administrator.
  2. Navigate to 'Settings' –> 'Settings' (zSettings.aspx).
  3. Click the 'Orders' tab.
  4. Click the 'Restrictions and Charges' sub-tab.
  5. Set 'Use Advanced Order Approval' to On by ensuring the box is ticked.
  6. Click the 'Update' button at the bottom of the page to save changes.
  7. Set the 'Order Approval Type' at the required level (User, Customer, or Role) to 'MPU'.
    Once the system-wide setting has been updated, the User's '$Limits' settings can be updated: 
  8. Navigate to 'Accounts' --> 'Advanced User Maintenance' (UserMaintenance.aspx?mode=admin).
  9. Search for the required User.
  10. Select the record via radio button.
  11. Click the 'Accounts' tab.
  12. If the user has multiple Customer Codes, select the correct record via radio button.
    13. On the '$Limits' tab, click 'Edit' tab.
  13. Find Order Approval Type and select Single Person Auto-Selected
  14. Click the Accounts tab, and select the Account required.
  15. Then on the $Limits tab, click Edit.
  16. Set the value in the 'the Approval Limit' field to the required dollar amount.
  17. Set the value in the 'the Order Limit' field to the required dollar amount.
  18. Set the value in the 'the Requisition Limit' field to the required dollar amount.
  19. Click the 'the Update' button button to save changes.
  20. 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.


 

Anchoranchor
MPU
SPAMPUSPA

Multi Person Approvals

To Set Up Single Person Auto Selected Approval:

...

Login as an Administrator.

...

Navigate to 'Settings' --> 'Settings' (zSettings.aspx).

...

Click the 'Orders' tab.

...

Click the 'Restrictions and Charges' sub-tab.

...

Set 'Use Advanced Order Approval' to On by ensuring the box is ticked.

...

set up Multi Person Approval:

  1. Set the 'Order Approval Type' at the required level (User, Customer, or Role) to 'SPA'.
    Once the system-wide setting has been updated, the User's '$Limits' settings can be updated:
     
    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.

 

...

To Set Up Multi Person Auto Selected Approval:

  1. Login as an Administrator.

  2. Navigate to 'Settings' --> 'Settings' (zSettings.aspx).

  3. Click the 'Orders' tab.

  4. Click the 'Restrictions and Charges' sub-tab.

  5. Set 'Use Advanced Order Approval' to On by ensuring the box is ticked.

  6. Click the 'Update' button at the bottom of the page to save changes.
  7. Set the 'Order Approval Type' at the required level (User, Customer, or Role) to 'MPA'.
    Once the system-wide setting has been updated, the User's '$Limits' settings can be updated:
    :
    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

  8. 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.

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Info

...

To Set Up Multi Person Auto Single Approval:

  • Login as an Administrator.

  • Navigate to 'Settings' --> 'Settings' (zSettings.aspx).

  • Click the 'Orders' tab.

  • Click the 'Restrictions and Charges' sub-tab.

  • Set 'Use Advanced Order Approval' to On by ensuring the box is ticked.

  • Click the 'Update' button at the bottom of the page to save changes.
    • Set the 'Order Approval Type' at the required level (User, Customer, or Role) to 'MPAS'.

    Once the system-wide setting has been updated, the User's '$Limits' settings can be updated:
     

  • 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.
    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

    Anchor
    H
    H

    Note

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

    To Set Up up Hierarchical Approval:

    ...

    Click the 'Orders' tab.

    ...

    Click the 'Restrictions and Charges' sub-tab.

    ...

    Set 'Use Advanced Order Approval' to On by ensuring the box is ticked.

    ...

    1. Set up the 'Approval Group' at either the Customer or User level.
    2. 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. Login as an Administrator.
    2. Navigate to 'Settings' --> 'Settings' (zSettings.aspx).
    3. Click In the CMS, navigate to Settings → Settings.

    4. Select the 'Orders' tab.

    5. Click Select the 'Restrictions and Charges' sub-tab.

    6. Set 'Use Advanced Order Approval' to On by ensuring the box is ticked.

      Click the 'Update' button at the bottom of the page to

      'Advanced Approval By User and Account'.
      Image Added


    7. Click 'Update' to save changes.
    8. Set up the 'Approval Group' at either the Customer or User level.
    9. 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: 

    ...

     

    ...

    Click the 'Orders' tab.

    ...

    Click the 'Restrictions and Charges' sub-tab.

    ...

    Set 'Use Advanced Order Approval' to On by ensuring the box is ticked.

    ...

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

    Related

    ...

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