Manager Approval / Budget Control

About Manager Approval

The eShop Manager Approval Module allows you to setup Users’ and ‘Managers’ access levels on the website.

Any orders that are sent for approval for the manager will alert via email both the User that submitted the request and the manager it was sent to and will be displayed within the website portal for both to view. (web orders only)

In order for a user to send an order request to a manager both the manager and users customer accounts must be linked by the same invoice account reference in prof.ITplus.

Website Logins

• ‘User’ Accounts: Will be able to raise order requests which may, or may not, require Manager Approval dependent on the setting of their budget constraints
• ‘Manager’ Accounts: Will setup/control the User Access level, and review orders via website portal
• Editing the order: Loads the current order in to the manager’s basket, which enables the changing of quantity values and the ability to add and remove products as well as change the delivery options
• Reject the order: Allows the manager to input a comment that will be included with the rejection notification to the account that sent in the initial request
• Place order: Allows the manager to accept the order and choose a payment method. This will then notify the customer account via email alert that the order has been accepted and processed

Extending Manager Approval with Purchase Budget Control

The eShop Budget Management Module provides a method of setting and managing the budgets levels for web customer accounts. (This applies to online web orders only)

When working with the Manager Approval module, various rules can be set to configure the budget and User access level for a customer. This depends on how the manager wants to handle that particular account. For example, an option can be set to force all orders made through the website checkout, to be sent through to a manger for approval, or alternatively just orders that are over the allocated budget for the current period.

Once a workable budget is in place on the website, the functionality of the eShop Budget Management Module focuses on making sure that expenditures for any particular prof.ITplus User account, remain within the control of the account manage for online orders.

Budget Parameters include:

• Variable time frames: Website expenditures over and above the allocated amounts within a given period i.e. daily, weekly, monthly or yearly, can be handled by the websites manager approval process
• Budget overspend: The budget control feature also allows for budget overspend on any given period, if configured, this will reduce the accounts budget for the next period/li>
• Budget rollover: eShop budget control can be set to rollover any unspent amounts from the previous periods if enabled/li>
• Budget Management permissions: Enables control over the setup and maintenance of additional logins to the website, which gives the ability to setup a single ‘master user’ for the customer via prof.ITplus for Web Customer Logins. A page on the website portal then allows a ‘master user’ to control sub logins on the account including setting up permissions for the budget configuration and manager approval process/li>

Implementation of this feature includes up to 2 hours of consultation time during the setup and configuration onto the eShop (this includes communication via both telephone and email consultation).

The Manager Approval and Budget Control eShop feature has specific functionality that can be configured within specific parameters. Any changes to the way the feature functions or looks outside of what is controlled by the parameters will be subject to additional cost. To implement this feature onto an existing eShop, the current eShop platform may need to be upgraded to a later eShop version. The later eShop version may also contain some additional standard eShop enhancements that would also automatically be applied as part of the upgrade and could introduce some styling and/or code conflicts elsewhere on the website. OGL will carry out basic testing before handing over the site for acceptance testing, however it is ultimately the customer’s responsibility to ensure a full site wide test are undertaken before accepting the work to make the changes available in the live environment.