What does the PO number workflow involve?
The PO number workflow means that a PO number must be entered for every order before the order is final. This way, you stay in control of what is ordered within the environment, and the order is given the right reference by entering a PO number.
How does the PO number workflow work?
There are 2 variants of the PO number workflow.
Entering the PO number in advance in the checkout while placing the order
Entering the PO number in advance in the checkout while placing the order
If the PO number is entered while placing the order, a user cannot complete the order in the checkout until a PO number has been filled in in the PO number field.
Entering the PO number afterwards, once the pro forma order has been placed
Entering the PO number afterwards, once the pro forma order has been placed
If the PO number is entered after placing the order, the order becomes a pro forma order as soon as the user has submitted it via the checkout.
After the user has placed this pro forma order, they get a message that a PO number is still needed to make the order final.
As soon as the user has the required PO number, they can enter it for the order via the environment.
Below, we explain how it works.
Step 1: By clicking the tasks block, where all tasks for orders awaiting a PO number are grouped together.
Step 2: Or by viewing the order and clicking the "Maak bestelling definitief of annuleer" (Finalise or cancel order) button there.
The user now arrives at the input screen where the PO number for the order in question can be entered.
As soon as the PO number has been entered and "bestelling afronden" (complete order) has been clicked, the user gets a message that the order is being processed. The user now receives an email stating that the order has been approved and an email with the final order confirmation.
Additional settings
Additional settings for the "PO number" workflow
Setting conditions for the PO number field
Setting conditions for the PO number field
The PO number input field can be restricted using a Regex code. For example, this lets you enforce that the PO number must always start with a "3", be at least 6 characters long and/or always end with a "1".
If this needs to be set up, you can do it yourself by entering this regex value in the customer's brand portal settings under the "Winkelwagen" (Shopping cart) --> "Regex voor PO nummer" (Regex for PO number) heading
If you do want to set this up but don't know how to generate a regex code that meets the conditions for enforcing the PO number input, please contact [email protected] so we can discuss the options together.
Having orders based on a PO number approved
Having orders based on a PO number approved
You can set up that orders placed based on a PO number must be approved once more before they become final.
If this is set up, every order an orderer places must first be approved by someone. Who this approval task is assigned 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 several scenarios for this.
There are managers
If users with the role "Manager" have been added 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, where they can indicate which manager the approval request should go to.
After the user has entered the PO number (in advance in the checkout or afterwards), the orderer gets 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 relevant task, where they can approve or reject it.
There are no managers
If no users with the role "Manager" have been added in the environment, the approval request automatically goes to the functional administrator.
If there is no functional administrator either, this task is automatically passed on to the 'administrator'.
Important to know
There are a few things that are good to know about the PO number workflow.
You can't set up a combination where, for example, half of the users have to enter a PO number in advance and the other half afterwards.
A (pro forma) order cannot be changed after it has been placed.
An order is always approved in full by means of a PO number, or rejected in full by the user. It isn't possible to approve or reject part of an order by means of a PO number.
An order awaiting approval from a manager cannot be transferred to another manager or to the (functional) administrator.
If necessary, the (functional) administrator could log in as the manager who has to give approval and then approve or reject the order. Bear in mind that the approval or rejection will always be in the name of this manager, even though you're logged in via the manager as the (functional) administrator.
If the order is rejected by the orderer themselves or through any additional check by the manager, the entire order is rejected and the orderer has to place a new order.
Suppose the orderer has ordered 4 items, 1 of which shouldn't have been ordered. The manager must then reject the order so that the orderer can place the order again. The manager should contact the orderer about any incorrect order, because no comment can be added when rejecting an order to explain why it was rejected.