Set Up Approval Rules for Sales Orders

Set up an approval rule that routes a sales order to one or more approvers.

Assume you must need to create this routing rule:

• If the order total is greater than $10,000, and if the Primary is yes, and if the customer is Computer Service and Rentals, then request and get approval from a manager.

Here's the rule that you will create.

Summary of the Set Up

1. Create the approval rule and the IF.

2. Create the first AND.

3. Create the second AND.

4. Create the DO.

5. Activate and publish your rule.

6. Test your set up.

This topic uses example values. You might need different values, depending on your business requirements.

Create the Approval Rule and the IF

1. Make sure you have the privileges that you need to administer Order Management.

2. Set the Start Approval Process for Sales Orders parameter to Yes for all source systems.

   For details, see Manage Order Management Parameters.

3. Go to the Setup and Maintenance work area, then go to the task.

   • Offering: Order Management

   • Functional Area: Orders

   • Task: Manage Order Approval Rules

4. On the Manage Order Approval Rules page, click Create New Rule.

5. Change the rule name.

   Current Name	New Name
   New Rule	Get Approval for High Value Sales Orders

6. Name the If statement so it reflects the meaning of the condition.

   • Click Enter Description.

   • In the Enter Description dialog, enter High Value Sales Orders, then click OK.

7. Click New Condition (the dashed circle in the IF area).

8. In the Create Condition dialog, enter order total, wait a moment, then click Order Total Amount (Order Header > Order Totals).

   Notice that the dialog displays suggestions when you wait a moment after you finish typing.

9. In the Create Condition dialog, set the values, then click OK.

   Field	Value
   Attribute	Order Total Amount
   Condition	greater than ( > )
   Value	10000

   Notice that the IF area now displays the condition.

   • Order Total Amount > 10,000

10. Click Save.

Create the First AND

1. Click AND.

2. In the Create Condition dialog, enter primary, wait a moment, then click Primary (Order Header > Order Totals).

3. In the Create Condition dialog, set the values, then click OK.

   Field	Value
   Attribute	Primary
   Condition	Is equal to
   Value	Yes

   Notice that the IF area now displays the condition.

   • Primary is equal to Yes

4. Click Save.

Create the Second AND

1. Below Primary is equal to Yes, click AND.

2. In the Create Condition dialog, enter customer, wait a moment, then click Customer (Order Header).

3. In the Create Condition dialog, set the values.

   Field	Value
   Attribute	Customer
   Condition	Equals ( =)

4. Click Search.

5. In the Search dialog, in the Name attribute, enter Computer Service and Rentals, then click Search.

6. In the search results, click Computer Service and Rentals, then click OK.

7. In the Create Condition dialog, click OK.

   Notice that the IF area now displays the condition.

   • Customer = Computer Service and Rentals

8. Click Save.

Create the DO

1. Click THEN > DO.

2. Name the DO so it reflects the meaning of the action.

   • Click Enter Description.

   • In the Enter Description dialog, enter Assign to Order Manager, then click OK.

3. Click New Action (the dashed circle in the DO area), then click Perform an Action.

4. In the Create Action dialog, set the action to Assign to Job Level.

5. In the Create Action dialog, verify the values.

   Field	Value
   Action	Assign to Job Level
   Required Action	Approval Required
   Approval Chain Based On	Task Creator
   First Approver	Manager
   Minimum Job Level of Top Approver	1
   Utilized Approvers	All Levels

6. Click Search.

7. In the Search dialog, next to Users, enter manager, then click Search.

8. In the Search for Highest Possible Approver dialog, in the manager row, click the radio button, then click OK.

9. Verify that Highest Possible Approver contains manager, then click OK.

   Notice that the DO area now displays the condition.

   • Assign to Job Level

10. Click Save and Close.

Activate and Publish Your Rule

1. On the Manage Order Approval Rules page, notice that the Get Approval for High Value Sales Orders rule is grey.

2. Click Get Approval for High Value Sales Orders.

3. In the Get Approval for High Value Sales Orders dialog, add a check mark to the Activate Rule option, then click Save and Close.

   Notice that the Active indicator for Get Approval for High Value Sales Orders is green.

4. Click Publish.

   Order Management publishes the active rules that display on the Manage Order Approval Rules page.

Test Your Set Up

1. Make sure you have the privileges that you need to create sales orders, go to the Order Management work area, create a sales order, then click Submit.

   Attribute	Value
   Customer	Computer Service and Rentals
   Amount	Add items to an order line so that the Amount exceeds $10,000.

2. Verify that Order Management updates the order status to Approval Pending.

3. Click View Approval Information, then verify the approval details reflect the approval rule you created.

   

4. In a separate browser session, Make sure you have the privileges that you need to manage sales orders.

5. Open the Pending Notifications page, locate the link for the approval request, such as Action Required: Approval Request for Order 258093, then click Approve.

6. Navigate to the browser session for the Order Entry Specialist, refresh the page, then verify that the order status is now Processing.

Attributes That You Can Use with Approval Rules

If you enter the first few letters of an attribute, then the rules editor will automatically populate the list with the attributes that start with those letters. However, you might find it useful to see all the attributes that you can use with an approval rule. We hope you find this information useful.

Order Header and Order Line

You can use these attributes on the order header and the order line.

Order Header

Order Line

Business Unit Cost of Change Created By Customer Freeze Price (Flag) Open (Flag) Order Change Version Order Type Ordered Date Packing Instructions Payment Term Pricing Strategy Name Primary Salesperson Purchase Order Sales Agreement Sales Channel Shipment Priority Shipping Instructions Source Document Type Source Order System Subinventory Trade Compliance Status Transaction Currency Warehouse

Asset Tracked (Flag) Cancellation Effective Date Configuration Trade Compliance Status Configured (Flag) Customer Item Inventory Transaction (Flag) Item Item Type Line Type Number for Covered Customer Product Number for Covered Product Order Line Category Order Line Trade Compliance Status Ordered Quantity Ordered UOM Over Fulfilment Tolerance Payment Term Priced in Secondary UOM Primary Salesperson Product Category Project Number Project Record Indicator Purchase Order Purchase Order Line Requested Arrival Date Requested Ship Date Return Reason Return Type Return without a reference order Returnable (Flag) Sales Agreement Sales Product Type Secondary Ordered Quantity Secondary UOM Selling Profit Center Business Unit Shipment Priority Source Business Unit Subinventory Subscription Profile Tax Classification Code Under Fulfillment Tolerance Warehouse

Order Line Details and Order Totals

You can use these attributes for the order line details and order totals.

Order Line Details	Order Totals
Trade Compliance Comment Trade Compliance Status Trade Compliance Type Trade Control Type	Order Total Amount Order Total Type Primary

Pricing on the Order Line

You can use these attributes to specify pricing on the order line.

Charges	Charge Components	Price Adjustments	Price Validation
Line Charge Name Line Charge Periodicity Line Rollup Charge	Extended Charge Amount Price Element Name Price Source Type Unit Charge Amount	Charge Charge Type Manual Adjustment Basis Manual Adjustment Reason Manual Adjustment Type Manual Adjustment Value Periodicity Rollup Charge Flag	Price Validation Code Validation Charge Component or Total Validation Charge Periodicity Validation Charge Type Validation Rollup Charge Flag