Purchase Approvals - Setting up an Order Approver

The Purchase Approvals module, sometimes called Order Approvals, allows any Admin or SuperAdmin to set a spending limit on a particular user that determines how much they can spend within a certain period of time. The purpose of this feature is to allow your customers to limit the spending of users under their Customer Code. Users with spending limits will have Order Approvers, this is a list of people on their same customer code who are authorized to approve or deny purchases.  When a user spends beyond their allotted dollar amount in their allotted time frame, the Order Approver will have to approve the order before it can be completed.

You must be a SuperAdmin or an Admin with the Users Area role to apply a spending limit to a user.

Setting Spending Limits and Intervals

NOTE: Spending Limits are not applicable to RetailUser accounts, so you won't see these settings on their User Detail pages.

To set parameters for a user's order approval requirements, go to that user's info page in the Admin section. Select "Miscellaneous" and look at the top of the page.

  1. Set the spending limit for the user (Measured in Dollars).
  2. Set the spending interval for the user. (Measured in Day, Week, Month, Year, or Cart). If the user exceeds their spending limit in this interval, they will be prompted to request an approval.
  3. Click the checkbox next to the users who can be selected as an Order Approver. This list is generated from other users that share the same Default Customer ID.  The user will be required to select one or more of these approvers when they place an order that exceeds their spending limit.  The user will not be able to complete their order without an approval from one of their selected approvers.

Note:  If an approver also has a spending limit, they can only approve an order with a subtotal less than what they have available in their own spending limit.  For instance, if a user has a $3000 spending limit, and they place a $4000 order, they will not be able to select an approver that has less than $4000 available in their spending limit.  You wouldn't want to assign an approver to a user if they have a lower spending limit than the user does.