Approval Rules

Most companies have order approval rules for purchase orders. Companies can control who can create purchase orders and how much they can spend. For example:

  • Any PO less than X value is automatically approved.
  • POs over X value but less than Q must be approved by Y.
  • Any PO over X value must be approved by Y and Z.
  • A PO created by anyone at the Director level or above is automatically approved.

With the required permissions for their role, B2B customers can set up approval rules to enforce company policies. This also requires a defined company structure in order to specify approval by the purchaser’s manager.

To access the approval rules for your company, click Approval Rules in the left panel for your customer account.

Company Approval Rules

Depending on the company role and permissions, users may have the option to edit, delete, or view approval rules.

Create an approval rule

Creating a new approval rule

  1. Click Add New Rule to create a new rule.

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

    The rule is set to be 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, enter a short but descriptive name for the Rule, such as Orders less than $100.

    Rule names must be unique.

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

  5. For Applies to, choose the company role(s) that this rule will apply to.

  6. Choose the Rule Type and define the rule.

    See the following sections for a detailed explanation and example for each rule type.

  7. For Requires approval from choose the required approver(s) according to the type of approval you want for the rule.

    When assigning a role as an approver, ensure that there is at least one user in that role.

  8. Click Save.

Order Total

Use this rule type to require a PO approval based on the order total, including tax.

  1. Choose an Order Total amount option:

    • is more than
    • is less than
    • is more than or equal to
    • is less than or equal to
  2. Select the currency type and enter the amount.

Order Total Approval Rule

Shipping cost

Use this rule type to require a PO approval based on shipping cost, which many companies need to limit or control.

  1. Set the Shipping cost value:

    • is more than
    • is less than
    • is more than or equal to
    • is less than or equal to
  2. Set the desired shipping amount.

Shipping Cost Approval Rule

Number of SKUs

Use this rule type to require a PO approval based on on the number of SKUs or unique products in the order. This is the number of distinct item types, not the number of items being ordered. For example, a PO could include:

  • 2 large white shirts
  • 3 medium white shirts

This is five items, but two distinct SKUs.

  1. Set the Number of SKUs value:

    • is more than
    • is less than
    • is more than or equal to
    • is less than or equal to
  2. Set the quantity of SKUs.

Number of SKUs Approval Rule