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How do I set up the Order Approval feature?

Purpose and scope

As a merchant, there may be times that you want to control how and when orders are placed into your ERP. Maybe you want to check their veracity before you submit them into your ERP. Perhaps you need to approve certain customer's orders manually for stock allocation or credit control reasons. Or maybe your customer's have an internal approval process for their orders prior to submission. 

The order approval feature provides you with the control and flexibility to do that - review, approve and then place orders in your ERP following approval.

This article explains how to set up the order approval feature in Management Interface.

Step by step

Step 1: Login into Management Interface

Log in

Log into Management Interface using your username and password. This opens the dashboard of your Management Interface.

Step 2: Open customer

  • Click Customers on the left side menu. This opens a listing screen containing customer details.

  • Click the Edit icon to the right of the customer you wish to edit.

Step 3: Set up order approval for customer

  • Click Permissions tab. This displays a list of features that you can switch on and off for that customer; one of these features is order approval.

  • Enter the account code into the Account Code field of the customer's whose orders you wish to approve prior to them being placed in your ERP.

  • Set Un-Approved Orders Manager to Yes.

  • Click Save. Changes are saved and applied immediately to WebShop. When you set up an un-approved orders manager, a new option called “Order Approvals“ becomes visible in the “My Account“ dashboard.

Key points

  • The account code entered in the Account Code field must exactly match the customer's account code in your ERP.

  • A Un-Approved Orders Manager may be an Admin user, but it is not essential.

  • Admin users automatically get permission to view unapproved orders.

  • As an admin or order approver, you can also switch between the different user accounts/web logins on a particular account record, if there are multiple users on the same account. This makes reviewing and approving orders even easier. 

  • When you switch the Order Approval feature on, a new menu option appears in your WebShop called Un-approved Orders. You can only see this option on your Account Dashboard if you are an order approver.

  • Any changes saved are immediately applied to your WebShop.

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