In this topic, we will discuss the basic setup and use of Order Approvals. By default, this feature is turned off for all Ecommerce customers. If you are interested in using the feature, please contact the Ecommerce Training Staff at ecommerce@cyrious.com.

In the Admin Panel, you will define pricing rules per Store and what rules end users will be subjected to within the order process. On the Store, if the end user is an approver, they will have a new option in their user profile settings to approve or reject orders. If the end user is not an approver and has pricing rules assigned to them, they will be prompted on checkout if their order requires approval.

Each Store has the ability to define specific rules that end users must follow when purchasing. To enable Order Approvals, the only payment type for the Store must be On Account. You can check your settings on the Checkout tab of the Store. The On button will appear grayed out if the payment types are setup incorrectly for Order Approvals. When setting the dollar amounts for the order rules, order limits include shipping rate values and taxes in the Order Approval calculations.

1. Navigate to Admin Panel > My Stores. Select a Store.
2. Select the Approvals tab.
3. Select Enabled for the Order Approvals.
4. Set your Default Group. All customers and contacts tied to the Store will follow the default Group unless otherwise specified.
5. Set the Rules. Order limites and/or time frame limits can be set.
   1. Order Limits: This option limits the dollar amount of a single order.
      1. Enter the minimum dollar amount that would require approval.
      2. Requires Approval: Orders submitted at the dollar amount and over will be submitted for review by an approver.
      3. Not Permitted: Orders submitted at the dollar amount and over will not be processed.
   2. Time Frame Limit: This option limits a total dollar amount on all orders placed within a certain time period.
      1. Enter the minimum dollar amount that would require approval.
      2. Enter a time frame for the order rule. The number entered is a rotating time frame so each day resets the period.
      3. Requires Approval: Orders submitted at the dollar amount and over will be submitted for review by an approver.
      4. Not Permitted: Orders submitted at the dollar amount and over will not be processed.
6. Enter the Approvers. Approver(s) will receive a confirmation email for orders placed that requires approval. If a Store has multiple Approvers, any Approver can approve or reject an order submitted for approval. Approvers are automatically exempt from the Order Approval Rules.
7. Enter any Approval Exempt Customers: This option allows for end users who are not approvers but should still be exempt from the Order Approval Rules.

1. Click Add New Group to add an additional set of Order Approval Rules.
2. Update the Group Name if applicable.
3. Set the Rules. Rules are defined in the same way as the default group.
4. Click Use Default to use the default group Approvers, or enter new Approvers if different from default group.
5. Enter the companies and/or contacts that should follow this group's rule set.

An order may trigger the Order Approval Rules for the user logged in. An order is compared to the Order Approval Rules during the checkout process after a user has entered their Shipping Address and picked a Shipping Method. If the order rule is set to ask for approval, the end user will have two options on checkout. The end user can edit their basket under the approval amount or submit the order for approval. If the order rule is set to deny approval, the customer will have an option to edit their basket under the approval amount.

1. When checking out, enter you Shipping Address information.
2. Follow any steps under Review Your Order, such as signing off on customizable artwork or entering a PO number.
3. Select your Shipping Method.
4. If an Order Approval Rule is triggered, a window will appear to give the customer directions on how to proceed. If the rule is set to ask for approval, the following buttons will appear:
   1. Click Return To Checkout to continue to process your order and ask for approval.
   2. Click Edit Cart to reduce your order total by the amount listed to proceed without approval.
5. If you select Return To Checkout, select the Payment Type.
6. Click Request Approval.

Once the order has been submitted, the customer will receive a confirmation email that the order has been submitted for approval. Once the approver has reviewed the order, the customer will receive a second confirmation email that the order has been approved or rejected. Additionally, the customer can check the status of the approval from their Order History at any time. Once in Order History, check the Order Status column. The customer can see one of three options:

• Approval Required: This order is pending approval and waiting on an approver's response.
• Rejected: This order has been reviewed by an approver and denied for submission to Control for production.
• Submitted: This order has been reviewed by an approver and approved for submission to Control for production. If the order didn't require Order Approval, the order will display as Submitted.

Once the order has been submitted, the approver(s) will receive a confirmation email that the order has been submitted for approval. If the Store has mutliple approvers, any of the approvers can approve or reject the order through the Approvals section of their Store profile.

1. Log into your account on the Store, or click on your email address if already logged in.
2. Select Approvals.
3. Click the order you wish to review.
4. Include a Message to the Purchaser, if applicable. This message will appear on the confirmation email of the approval or rejection of the order.
5. Enter My Notes, if appliable. This option is only visible to the approver inside their profile.
6. Reject or Approve the order. The purchaser and additional approvers, if applicable, will be notified of the decision for the order.
   1. Reject Order: The order will not be submitted to Control for production.
   2. Approve Order: The order will be submitted to Control for production.