Order Approvals via WebTools / WebCRM

[Former Member]

The questions is in regards to approving Sales Orders or Sales quotes via WebTools and/or Web CRM.

This is a B2B configuration where the u201Ccustomersu201D are remote medical diagnostic centers that place orders for supplies to the corporate office. Supplies can consist of anything from a box of pens to expensive medical heart monitors. The Orders will be converted to Purchase Orders in B1 and then sent to Vendors who will then Drop Ship to the diagnostic centers / customer sites.

Letu2019s stay that a clerical person in a diagnostic center places an order via Webtools for $10,000 worth of stationary, surgical gloves and Q-tips and this is more than the $1,000 he is authorized to purchase. The diagnostic center manager needs to approve the requested order. Since there will be over 100 sites, it is not economically feasible to require each manager to purchase a B1 licenses. Plus, my prospect has the need for a Web UI since these managers are constantly traveling. The better approach is to use WebTools for this process.

I do see an u201COrder Approvalu201D section within Webtools after I log in. Can this server the purpose? Is there a similar function in WebCRM? I can't find the solution via the on-line demos and training videos.

Your asssitance is greatly appreciated.

Regards,

Neil Swanson

Achieve IT Solutions

New York

[Former Member]

Thank you for your help.

Neil

[Former Member]

Approvals in Web tools function like this.

A business partner has a main contact user and a regular user, two seperate individuals. The main contact can approve/reject orders over a certain amount that are placed by the user and this is configured on the users detail page in the Admin.

Scenario:

Regular user logs into Wt and places an order for over $1000, which is over his limit set on the user details in the Admin

Instead of a complete order button, they see a button, submit for approval

After they click this button, an email get's sent to the main contact for this BP requesting that they approve/reject the order

The main contact logs into the My Account screen and clicks order approvals and approves the order submitted by the regular user

The order synchs to B1, the regular user is notified of their order

Setup:

1) the BP record in Wt must have the use approvals checkbox ticked, found on the financials tab within the Account Info screen

2) the regular user must have the limit set on the General tab of User Info in user details

So you can set this up for internal sales people as well, the main contact of the Internal account then approves orders over a certain amount for the other sales people. By default this is manager.

[Former Member]

Great response. One other question. I did notice in the training that the dollar value can trigger the approval process. Are there other conditions available that can trigger the approval?

As an example, a person is authorized to buy only items within the B1 Item Group of "non-medical supplies" but is not authorized to buy "medical supplies".

Can this be accomplished via some sort of WT item group authorizations or is this enforced via the B1 User Authorizations?

Thank you once again for your support.

Neil

[Former Member]

The authorizations in B1 do not sync to Web tools and forcing approval of an order based on item group would have to be a customization.