Approving/Rejecting Orders
The approval/rejection step is optional but can be set up to allow the Company Administrator/Approver or Company Approver to check whether an order is eligible for further processing in StoreFront. The order may contain incorrect information, exceed an agreed budget or need formal approval from a central approving authority.
You can approve/reject an order and all its order items, or you can split the order and approve/reject individual order items.
It is recommended that the Company Administrator chooses to receive an e-mail notification for all orders if the approval requirement is set. See “Edit your Account Profile” for more information.
You can fine-tune the approval workflow by creating approval groups and administrators with an approval role for these groups. See “Approval Groups”.
Prerequisites
An order only needs to be approved/rejected if this requirement has been set up for the store by the Printer Administrator. See “Setting up a Store” and “Approval Groups” for more information.
Approve/reject an order or order items
1 On the menu bar, choose Orders.
2 Click the Approval tab and select the order you want to approve/reject.
Incoming orders are indicated with the To be Approved status icon:
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NOTE: Orders awaiting approval do not appear in the Pending tab until they have been approved.
3 Click the information button to view the Order Details.
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4 Close the Order Details.
You can also review the Order Item details and view a preview PDF for each individual order item (only for printed items).
5 Select the order item and then click the Preview PDF link to check the content of the supplied data (only for printed items).
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AND/OR
6 Click the information button to see the Order Item Details and check which items were purchased.
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7 If you want to check or edit the contents of a customizable or variable data product, click the Edit Customization button to open the document in the Online Editor.
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8 With the order selected in the top panel, click the Continue to Production button to approve all the order items.
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OR
Mark the individual order items as Approved/Rejected in the Order Items panel:
Select the individual order items and click the Mark order item as approved or Mark order item as rejected button.
An approved order item is indicated with the following order status icon:
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A rejected order item is indicated with the following order status icon:
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In the order panel, click the Continue to Production button to send all the order items to the Pending tab, including those items which have not been approved or rejected.
In the Continue Order dialog, you can enter a reason for rejecting order items.
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NOTE: Order items which are not marked as approved or rejected are passed to production as if they were approved.
9 Click Continue.
If you rejected the order or certain items, an e-mail is sent to the shopper informing him and stating the reason for the rejection.
The approved order is indicated with following Order Approved and Continued to Production status icon in the order list:
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Clicking the Pending tab refreshes the status of the order.
The order now appears in the Pending list with the Created status, and the order items also have the Created status:
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An incremental suffix is appended to the order number to indicate it has been split off from the original order and does not contain all the original order items.
NOTE: A rejected order or rejected order item is not displayed in the Pending tab.
If you return to the Approval tab, the order is no longer displayed.
NOTE: Rejected orders are removed from the system and are no longer displayed in any of the tabs once you click Refresh.
doc. version 6.0.4