Sending orders with manager approval / PO Approval

What is it doing?

MarketMan allows you to control the ordering process completely. We do this by assigning specific users as authorized to send an order to the supplier, and others who are only authorized to send them to a manager for approval.

SETTING UP USERS - Step by Step (single locations)

1. First, go to settings, manage users and you'll see a column titled Roles that allows you to see who has what permissions 
   
   1. The only admin users can edit these permissions
      note: admin users can be set up by your CSM or the support team! [e-mail] 
      
      
2. Once you are logged in as the admin, you can click into each user and set up the permission
   
3. Restricted ordering and receiving meaning they place orders to the approval user/users and that user approves before they are sent to the supplier
4. Submit all orders above $ meaning you set the dollar amount that is okay to send to the supplier vs what is sent to the approval user/users. If you set this at $20, all orders under $20 are sent directly to the supplier. All orders above are sent to the approval user for approval first! 
5. Don't forget to save!

SETTING UP USERS AND BUYERS - Step by Step (HQ ONLY)

First, log into your Headquarters account to set up your HQ users with their permissions 

1. 1. Go to settings, manage users. On the right-hand side, the Roles column will show current permissions
      
   2. Click on the username to edit. From here you can add the ability for an HQ user to approve orders
      Note: Restricted ordering is not able to be turned on at the HQ level because you cannot place orders through the HQ 
      - Chain managers will see all the pending orders for all locations within the HQ 
      - Regional managers will see the pending orders only from the locations assigned to their user
      
      
   3. You can go to settings, buyers, and edit specific users within a location to not be restricted even if the location is! 
      - Click on their username and then remove the restricted ordering permission (all users at a restricted location automatically get this turned on- see more details on controlling locations below)
   4. When you log into the location itself, the admin user (the main user on that account (can be location and/or HQ) who has control over this process) can change which users within that specific location need approval vs can approve
      
      

Then, in HQ set up your locations with their permissions

1. 1. 1. Go to settings, buyers and you can see a column called HQ PO Approval where you can see if that location is restricted on their ordering 
         
         
         
         
      2. Click into the buyer itself and under Customization, you'll see two options: 
         1. Restricted ordering and receiving - meaning they place orders to HQ and HQ approves before they are sent to the supplier
         2. Submit all orders above $ - meaning you set the dollar amount that is okay to send to the supplier vs what is sent to HQ. If you set this at $20, all orders under $20 are sent directly to the supplier. All orders above are sent to HQ for approval first! 
            
            
         3. Make sure to save!
            
            

HOW TO SEND ORDER FOR APPROVAL - Step by Step

1. Go to 'Orders" > "Place orders"
   And follow the steps to create your order, pick the date, add comments, and send!
   You can see the full step-by-step here
   
   
2. Once the order is sent, you'll get a different confirmation, letting you know the order number and the status: "submitted for approval"
   
   
   On the "Order history" page you'll see the status as well:
   

HOW TO APPROVE AN ORDER - Step by Step

1.  Go to "Orders" > "Order history"
   Then click on the order number you want to approve.
   
   
2. You'll see the full details of the order that was sent, and you can edit, approve or reject it right at the top. 
3. If an order is not approved an hour before cutoff it auto rejects. So make sure to approve in a timely manner! Also, a reminder gets sent out 24 hours before cutoff time
   
4. If you are an multi-location, you can approve orders from HQ also! You'll need to have those permissions set up first for your HQ users (see info above). Just go to orders, pending approval. From there you will see all the orders that are pending approval
5. From there you can edit, approve or reject the order! 
6. You can also approve in bulk! Just check the boxes next to the orders you want to approve (or check the box at the top to select all) and then you can press approve orders on the top right-hand side. You can also bulk reject! Just click the arrow next to approve orders and select reject