View Source

Overview

Within 'Advanced Order Approval', there are various ways to configure the approval process. Some business rules require quite complex approval arrangements.
The various options are detailed below.

Regular Approval - 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 with the correct approval limit authority.'
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'.
Multi Person User Selected - This allows the user to choose multiple approvers from a list of valid approvers. This uses the same logic as 'Regular Approval'. Only one of the selected approvers needs to approve the order.
Single Person Auto Selected - This functionality is the same as for 'Regular Approval'.
Multi Person Auto Selected - This will automatically select all available approvers to approve the order. All of the selected approvers need to approve the order.
Multi Person Auto Single - This will automatically select all available approvers to approve the order. Only one of the selected approvers needs to approve the order.
Hierarchical - This will allow a hierarchical list of approvers to approve an order. All of the approvers need to approve the order.
Hierarchical Customer Budget - This will allow a hierarchical list of approvers to approve an order. All orders are submitted for approval (even if the order is placed by a user in the approval group).
Hierarchical Approval Limits - This will allow a hierarchical list of approvers to approve an order; minimum and maximum order amounts are set up on each user in the approval group. Approvers are skipped if their range doesn't include the order amount.

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

To Set Approval Type at the Role Level:

Login as an Administrator.
Navigate to 'Accounts' --> 'Role Management' (/zRoles.aspx).
Select the required role via radio button.
Click the 'Functions' tab.
Click 'Modify'.
Update the value of 'Order Approval Type' as required.
Click 'OK' to save.

To Set Approval Type at the Customer Level:

Login as an Administrator.
Navigate to 'Accounts' --> 'Customer Maintenance' (/CustomerMaintenance.aspx).
Search for the required customer.
Select the record via radio button.
Click the 'Customer Details' tab.
Click 'Modify'.
Update the value of 'Order Approval Type' as required.
Click 'OK' to save.

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

Login as an Administrator.
Navigate to 'Accounts' --> 'Customer Approvals' (/CustomerApproval.aspx).
Search for the required customer on which to set the Approval Group.
Select the record via radio button.
Click the 'Customer Details' tab.
Click 'Modify'.
Select an Approval Group from the drop-down list.
Click 'OK' to save.

To Set Approval Type at the User Level:

Login as an Administrator.
Navigate to 'Accounts' --> 'Advanced User Maintenance' (/UserMaintenance.aspx).
Search for the required user.
Select the record via radio button; the 'User' tab will load.
Click 'Modify'.
Set the value for 'Order Approval Type'.
Click 'OK' to save.

To Set the Approval Type at the User Level using 'Approval Groups':

Login as an Administrator.
Navigate to 'Accounts' --> 'Advanced User Maintenance' (/UserMaintenance.aspx).
Search for the required user.
Select the record via radio button.
Click the 'Accounts' tab.
Select the required customer on which to set the Approval Group.
On the '$Limits' tab, click 'Edit'.
Select an Approval Group from the drop-down list.
Click 'Update' to save.

Step-by-step guides

To Set Up Regular 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.
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.

To Set Up Single Person User 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.
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 'SPU'.

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.

To Set Up Multi Person User 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.
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 'MPU'.

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.

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.
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 'SPA'.

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.

To Set Up Multi 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.
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 'MPA'.

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.

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.

Approval Hierarchies

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

To Set Up Hierarchical 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 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'.

To Set Up Hierarchical Customer Budget 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 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'.

To Set Up Hierarchical Approval Limits:

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 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 'HAL'.

Overview

Step-by-step guides

Approval Hierarchies

Related articles