How to: Order Approval setup and process

Overview

You can set budgets / order limits for you online users so they can't submit orders online above their spending limits. You do this by configuring your account for spending limits and then giving each user a budget amount that if exceeded, the order will require approval before being submitted.

To configure and setup your account and users for budgets and order approval your will need to do the following

• Configure your account for spending limits
• Update user budget amounts
• Assign order approvers
• Approve orders waiting for approval

Configure your account for spending limits

The follow steps will need to be completed by someone in the Company Admin role to enable budgets and order approval.

1. Go to Manage Account
2. Click on the Configure menu
3. Click the drop down for "Enable the Order Approval workflow for your account" setting and select "Enable"
4. Set a spending limit for all employees. This is used as the default for any new employees added to your account. You can override the value on each individual employee if needed, see below for more information. Setting the value to zero means all orders will need approval. If you have employees that do not require approval set the value really high, like 999,999.

Update budget amounts for employees

By default, any new employees you add to your account will get the default value you set in the configure section above. You can change their budget amount using the Employees menu. See the Manage Employees help for more info.

Assign order approvers

You will need at least one employee who has the "Order Approver" role. Even if you are in the Company Admin role, you will also need the "Order Approver" role. See the Manage Employees help for more info on adding and removing employee roles.

Approve orders waiting for approval

When your account is configured for spending limits and an employee places an order with a total amount above their spending limit, the order will not be sent to The Granite Group. Instead, the cart gets a status of "Waiting for Approval"

To approve or deny the order:

1. Go to Manage Account, the default view is Order History.
2. Look for or filter order status for "Waiting for Approval".
3. Click the arrow to go to the order details page.

You can take one of the following actions for orders waiting for approval.

1. Reorder - add the entire order to your cart and check out. This will leave the current order in the "Waiting for Approval" status.
2. Unapprove - will move the order to status "Not Approved"
3. Approve - Sets the status to Approved and submits the order. Note the order will keep all the settings (PO#, Ship Via, Order Type, ship to, and more) it had before being approved.
4. Edit Order. Opens the order in the cart to start the checkout process where you can continue to checkout. Note: If your do NOT complete the checkout process the order will remain in your cart until you save or clear the cart. You cannot put the cart back into the Waiting for Approval status.
5. Select individual items to add to your cart. Click the checkbox next to the items you want to add to cart and click the "Add to Cart" button. Note, Items are added to the cart but remain on the order waiting for approval.