Mulit-User Order Approval allows customers to provide more control over orders by designating specific users to approve orders before they are sent to vendors.
Enabling Multi-User Order Approval
To enable Multi-User Order Approval, first log into your director account. Then select Director Settings from your Account Profile.
Then select Director Configuration.
On the Director Configuration page, scroll down until you see the "Multi-User Order Approvals" slider and turn it on. Then select "Save Configuration" at the bottom of the page.
Once that is done, go back to the Director Settings page. Now you should see an other button labelled "Order Approvals" to select.
Selecting the Order Approvals button will take you to the Order Approvals page. There are a couple of things of note here.
First, you will need to select a default amount in the "To Amount" field as this will set the threshold for initial amount needed for approval. This can be done by clicking in the field to edit. In the example below I set the field to $500.
This also sets the baseline amount for the second line as well. If you need multiple levels of amount approval you can select "+ Add Level" to add up to 5 separate levels of order approval amounts. The last level will always default to the max amount from the previous level and cover any orders above that threshold.
To add users to the approval table, select them from the drop down list in the approved by section.
(Note: only director level team accounts can be used for this feature)
You can have up to five users with approval access. The last user listed is considered the "Master Approver". Once the user designated as the Master Approver approves the order, the order will be placed.
In the example below, the user "Training Team" would be considered the Master Approver.
Once you have set your users and limits, click save to confirm your changes.
If you want to have different Multi-User Order approval setups, you can create a rule set and assign it to the stores you want the rule set to apply to.
First, select "+ New Rule Set" Near the top right hand corner of the Order Approval page.
On the pop up pane, enter a name for the new Rule Set and select the stores you would like to assign the rule set to. Then select save to confirm your changes.
Once saved, select the Rule Set you want to edit and follow the previous steps to enter the conditions for the rule set.
Using Multi-User Order Approval
Once Multi-User Order Approval is set, then orders created by anyone who is not the Master Approver will be sent up to the Director Account for approval. Below is what the store account will see when sending an order that requires approval.
Here's what the first director account on the approval list will see.
If approved, the the invoice will still be listed in pending orders until the Master Approver has approved the order.
If the order is rejected at any point, the order will be sent back to the store under the new orders section.
At this point the store user can either edit the order and resubmit for approval or delete the order.
Once approved by the Master Approver at the director account the order will be moved to placed orders at the store.