Here is how you create approval settings, assign approvers, and approve Sales Orders.
If you want to require approvals for certain sales orders, there is a way to set this up in DigitBridge. Often an organization will want e-commerce orders to automatically be approved and processed. However, large wholesale orders entered by sales reps manually are treated differently. Here is how you can implement and carry out approval protocols.
Setting up Approvals
First, in ERP, go to Admin Tools > System Settings > System Parameters Setup.
On the left, go to the S/O & Invoice tab. Look at section: S/O Approval. The default is for everything to be off, meaning all orders get sent through automatically. Toggle Enable S/O approval to "on." This will make it so that all S/Os require approval.
If you want certain types of orders to go through automatically without approval, toggle Enable Auto Approved to "on." Under Auto Approved S/O Types, enter all types of orders that you do not want approval requirements for (i.e., orders you want automatically approved).
You can also set up a Max. Approved Amt - this means that any orders under or equal to that amount will be automatically approved. But orders with a larger total will require approval from a manager.
When you're done, click Setup Approval.
Here you can set up the different types of approval needed, as well as the users with approval capabilities. Typically, companies only require one level of approval. For this guide, we will require three: someone in a Manager role, an Inventory Control role, and an Accounting role. Add users under the Email column. You can add more than one user per line.
Note: If there are three lines under S/O Approval Setup, sales orders will need to be approved three times - once by someone in each role. If there is only a single line with multiple users assigned, the S/O only needs to be approved once by one of those users.
Click Add Line for each new role/level of approval. Click Save when done.
Click Save.
Click Yes.
You will be prompted to log out in order to apply your changes. Click Yes, log out.
Approving S/Os
Here we have a wholesale order that requires approval. This cannot be sent to the warehouse yet and will remain in a status of Pending until approved.
As an appointed approver, it's easy to approve this S/O. Click Action > Approve S/O (about 2/3 of the way down the dropdown menu).
Your user email address and the date should be auto-filled). Use the dropdown to select what role you are approving under (if you have more than one role assigned to you). Click Ok.
You will get a notification that this was done successfully.
If the S/O needs to be approved by multiple roles, you'll need to repeat this process as many times as is needed. Once a S/O has gone through the required number of approvals, it will update to the status of Approved. This will send it automatically to the warehouse to be fulfilled.
You can also check to see if an order has been approved or not by looking at the Approval tab.
Not approved:
Approved:
Being notified of approval requests
Any approvers will be notified if there are pending orders to approve. Check out this guide for how to view/resolve your notifications. Once you've approved the order, you can solve the notification.
