By adding approval rules for your company account, you can control who can create purchase orders and how much they can spend. For example:

• Any Purchase Order less than X value is automatically approved.

• Purchase Orders over X value but less than Q must be approved by Y.

• Any Purchase Order over X value must be approved by Y and Z.

• A Purchase Order created by anyone at the Director level or above is automatically approved.

Depending on the company role and permissions, you can create, edit, delete, or view approval rules.

Approval rule setup

You can set up approval rules to enforce company policies by clicking Approval Rules in the left panel for your customer account. Remember you can access this menu by clicking on the User icon in the top menu, then choose My Account.

 

To create an approval rule, completes the following steps:

1. Clicks Add New Rule to create a rule.

2. If needed, changes the rule from Enabled to Disabled.

   The rule is as enabled as the default, but you can create the rule using a disabled setting and then enable it later when you are ready to enforce it.

3. For Rule name, enters a short but descriptive name for the Rule, such as ‘All orders over £100 exc VAT’. Rule names must be unique.

4. For Description, enters a longer explanation of the rule.

5. For Applies to, chooses one or more company roles used for applying the rule.

6. Chooses the Rule Type that defines the rule.

   1. Order Total - This rule type is used to require a PO approval based on the order total, including tax.

   2. Shipping Cost - This rule type is used to require a PO approval based on shipping cost, which many companies require.

   3. Number of SKUs - This rule type is used to require a PO approval based on the number of SKUs or unique products in the order.

   4. Order Subtotal - This rule type is used to require a PO approval based on the order subtotal, excluding VAT.

7. For Requires approval from, choose one or more required approvers according to the type of approval.

8. Click Save.

 

Order Total

This rule type is used to require a PO approval based on the order total, including tax.

 

1. Chooses an Order Total amount option:

   • is more than

   • is less than

   • is more than or equal to

   • is less than or equal to

2. Selects the currency type and enter the amount.

 

Shipping cost

This rule type is used to require a PO approval based on shipping cost, which many companies require.

 

1. Sets the Shipping cost value:

   • is more than

   • is less than

   • is more than or equal to

   • is less than or equal to

2. Sets the desired shipping amount.

Number of SKUs

This rule type is used to require a PO approval based on the number of SKUs or unique products in the order.

 

It controls the number of distinct item types, not the number of items being ordered. For example, a PO could include:

• Two large white shirts

• Three medium white shirts

This example specifies five items, but two distinct SKUs.

1. Sets the Number of SKUs value:

   • is more than

   • is less than

   • is more than or equal to

   • is less than or equal to

2. Sets the quantity of SKUs.

 

 

Edit approval rules

To modify an existing approval rule, a customer can complete the following steps:

1. In the sidebar of their account, selects Approval Rules.

2. Finds the approval rule entry to be edited.

3. Clicks Edit.

4. Makes all needed changes and clicks Save.

 

Delete approval rules

To remove an existing approval rule, a customer can complete the following steps:

1. In the sidebar of their account, selects Approval Rules.

2. Finds the approval rule entry to be deleted.

3. Clicks Delete.

4. To confirm the action, clicks OK.