What does the free ordering workflow involve?
The free ordering workflow means that users can order whatever they want. As soon as the free ordering workflow is set up, all users can place unlimited orders.
What does the free ordering up to a certain amount workflow involve?
The free ordering up to a certain amount workflow means that users can place orders with a limit on the order value.
How does the free ordering up to a certain amount workflow work?
As soon as the free ordering up to a certain amount workflow is set up, all users can still place unlimited orders, but with a limit on the order value per order. As soon as an order is placed with an order value above this limit, the order is first submitted for approval to a manager, or to a (functional) administrator if no managers have been entered in the environment.
Suppose: users may order freely, but there's a limit of €500 on the order value
This means the user can freely place orders up to and including €500. As soon as the order value exceeds €500, someone must first approve the order before it's final.
Who this approval task then goes to depends on how the environment is set up.
Who does the order go to for approval?
Depending on how the environment is set up, the order goes to an approver. There are different scenarios for this.
There are managers
If users with the "Manager" role have been entered in the environment and this manager is linked to the same branch as the orderer placing the order at that moment, the approval request automatically goes to this manager.
If there are multiple managers in the environment who are also linked to the same branch(es) as the orderer placing the order, the orderer always sees a dropdown menu in the checkout in which they can indicate which manager the approval request should go to.
After the user has completed the order, the orderer receives a message that the order has been forwarded to the relevant manager for approval. The orderer also receives an email with a pro forma order confirmation.
The manager who has to approve the order then receives an email saying that an order needs to be approved. This email also contains a button that, after logging in, takes the manager straight to the task in question, where they can approve or reject it.
There are no managers
If no users with the "Manager" role have been entered in the environment, the approval request automatically goes to the functional administrator.
If there's no functional administrator either, this task automatically moves on to the 'administrator'.
Important to know
There are a number of things that are good to know about the free ordering up to a certain amount workflow.
An order that is awaiting approval by a manager cannot be transferred to another manager or to the (functional) administrator.
If necessary, the (functional) administrator could log in via the manager who has to give approval, and then approve or reject the order. Keep in mind that the approval or rejection will always remain in the name of this manager, even though you're logged in via the manager as (functional) administrator.
A (pro forma) order cannot be changed after it's been placed.
An order is always fully approved or rejected. It's not possible to approve or reject part of the order.
If the order has been rejected, the order is rejected in its entirety and the orderer must place a new order.
Suppose: the orderer ordered 4 items, 1 of which shouldn't have been ordered. Then the manager must reject the order so that the orderer can place the order again. The manager must contact the orderer about any incorrect order, as no comment can be given when rejecting the order about why it was rejected.