The Order Approval mod allows your customers to require an order approval from a manager before the order is submitted to Eclipse. At the contact level, you will need to assign an email address or list of email addresses that will be the “approvers” or “managers”. When the contact logs into the app, they will be presented with the Order Approval menu item on the home page. This is where all pending and rejected approvals display. The contact can delete these approvals at any time.
Manager Approval Email
The approval email address is set up in the Innovo UD screen at the Contact level, on the Approval hot key (Contact -> Contact UD screen (ctrl-F1 Solar, alt-F1 Eterm) -> Approval). You can enter one or more manager approval email addresses. This is the email address of the manager(s) that will be receiving the order approval requests.
Approval Threshold
*New in release 3.9.0
For users that are allowed to order up to a certain dollar amount without a manager's approval, set the dollar amount in the Approval Threshold field. Any orders submitted below this threshold will go through and create a sales order.
Enable Contact to Receive Push Notifications Upon Order Approval
The user can receive a push notification when the manager approves the order approval request and creates a sales order containing both the approval number and the sales order ID, or when the manager denies the approval containing the reason for denial. To set this up, on the Innovo Mobile Contact Authorizations (Innovo UD) screen shown above, go to the Notifications hotkey and change the Order Notifications option to Y.
Order Approval "From" Email Address
The Order Approval emails will come from the INNOVO user in Eclipse. Many email systems require a valid email address within your domain, or they will not be sent. Set a valid email address for the INNOVO user in Eclipse User Maintenance > Additional User Data > Outgoing E-Mail Parameters > E-mail.
Order Approval Email Template
In Control Maintenance (Eterm only), bring up the control file, Innovo OE Touch Order Approval Email Template, and set up email the order approver will receive.
The following tags can be used in the subject and email body to personalize the email message:
- @CONTNAME - Replace text with contact first and last name
- @CN - Ship-to customer ID
- @CUSNAME - Ship-to customer Name
- @APPROVAL - Approval ID
- @DATE - Required date selected
- @STATUS - Order status selected
- @VIA - Ship via selected
- @BRANCH - Shipping branch either selected or default
Use the Logo Path (Alt-P) hotkey to enter a publicly accessible URL for your company logo.
The email will also contain a link with the order details in order to approve or deny the order request.
*Required for Order Approvals
Best Practice: Use the @APPROVAL tag in the Subject line for the approver to differentiate between approval request emails.
Innovo OE Touch Product Not Found for Order Approval
In the Order Approval process, the manager can enter in free form text which is attached to the miscellaneous charge product defined in this control file.
*Required for Order Approvals
Once you have set up the Contact in Eclipse with at least one Manager Approval Email address, the user will add items to their cart as normal. In Checkout, the Customer PO# and Release Number will not be required, regardless of whether it is required for the customer in Eclipse. When the manager submits the order approval, they will be required at that time to enter the PO number. When the user submits the order for approval, a pop-up window with the approval number will display.
For users set up with approvals, the Order Approvals item will appear on the home screen. Approvals are sorted in ascending date order from when they were initially submitted. This customer has several pending order approvals, meaning their manager has not approved or rejected those orders yet, and the first order has been rejected. Tapping on the info icon will display the reason for rejection. At any point the customer can delete the approval by swiping their finger from right to left.
Tap on the approval to see the item detail.
There is a Resend button in the upper-right, which is useful if the manager has not yet approved the order. Tap the Resend button to resend the email to the manager(s).
Tap the cart icon to add the items and quantities to the shopping cart for submitting a new approval. This is useful when the manager has denied the order and entered a reason for denial such as the wrong ship via or require date, for example. You can add the items back to your cart and fix those issues, and submit a new approval.
The order approval email contains a link to open the Order Approval web page. Here you can review the order and make any necessary changes before approving and creating the sales order in Eclipse.
Use the "Edit" button to make the following changes:
- Change quantities (this does respect the force sell pack setting at the customer level)
- Delete products
- Add Free Form Products (see below for more information)
Use the "Cancel" button to remove changes done during the Edit session. Use the "Save" button to save the changes.
Next, update the PO#, Release #, and Shipping Instructions fields as necessary. Once changes have been made, you can do the following:
- Save
- Approve Order
- Deny Approval
- Download CSV
Save
If there are multiple managers approving the order or if you are not quite ready to approve the order, you can use the Save button to save any changes made.
Approve Order
This will create an order in Eclipse with any changes made during the approval process. A purchase order number is required when approving an order, regardless of the customer's settings in Eclipse. Once the order is approved, a confirmation will display with the order number. And if enabled, the contact who created the approval will receive a push notification on their device that includes the order number.
Deny Approval
When an approval is denied, the contact will receive a push notification (if enabled) on their device with the denial reason. This denial reason will also be displayed in their Order Approvals page in the app. At that point they can make any needed changes to the order from the app and submit a new approval.
Download CSV
This can be done before or after the order has been created in Eclipse. If done after, the order number and create date and time will display. In addition, the following information will display:
- PO#
- Bill-to customer name
- Ship-to customer name
- Contact name (contact creating the approval)
- Order Date
- Order Status
- Ship Via
- Ship Branch
- Qty
- UOM
- Product Description
- Unit Price
- Extended Price
- Line Item Comment (if entered)
- Save - Ability for multiple "approvers" to make changes to an existing before submitting to Eclipse
- Respect customer's number of decimal places in unit price view
- Display customer part numbers in order approval, if they exist
Add Free Form Products
To add products to the order, enter in free form text which will get attached to the miscellaneous charge product defined in the control file, Innovo OE Touch Product Not Found for Order Approval. The "Edit" button will add an additional line to the page where the free form products can be entered.
You can view and manage order approvals in the Innovo Customer Portal at https://portal.goinnovo.com. First, your user must be invited to the Discover app in the portal. When invited, you will see a Discover tab to the left of your login name. Click on the Customers tab, and scroll down to the Order Approval table. For more information, review the Customer Portal > Discover > Customers article here.
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