Order value limits - approval procedure

 
Order value limits

Here, you can set the number of articles that a user can order. This setting applies to all suppliers. It is not possible to set a different value for each supplier.

Approval procedure

Depending on the company requirements, you can set a customised, multi-level approval procedure on our procurement platform that takes the budget into account. Thus, you can create a fully automated procurement process.

The approval procedure can contain up to 5 steps. It begins as soon as one of the two values is set to min. 0.01 EUR. It is also possible to give an approver access to each supplier. Please see the Supplier settings for more details.

The setting for when and whether a reminder is sent to the approver or their deputy is found in the Company information. In order to be able to approve, you need the "approval" right, which can be assigned in the Access rights management.

IMPORTANT: Both the approver and the deputy approver can approve as soon as the buyer has submitted the shopping cart.

As soon as an order is placed, the approver receives an email to the email address that they have saved on simple system about the shopping cart that is awaiting approval. (User data / User administration)

This email contains various links that allow the approver to do the following:

• view, approve or reject shopping carts that are awaiting approval (this leads you to a new form in which the shopping cart can be rejected)
• log in to modify the shopping cart awaiting approval (this leads you to simple system to change quantities, delete articles or make changes to cost centres / service contracts)
  
  

• Scenario 1 (buyer submits a shopping cart with a value of 2,523 EUR)
  • Buyer → Approver = Team Leader (e.g.: from 0.01 EUR)
  • Team Leader → Approver = Head of Department (e.g.: from 100 EUR)
  • Head of Department → Approver = Head of Procurement (e.g.: from 500 EUR)
  • Head of Procurement → Approver = Managing Director (e.g.: from 2,000 EUR)
  • Managing Director → Approver = No approver / goods value does not need to be approved → Order forwarded to supplier (the order is only now visible in the order overview; until this point, the buyer has only been able to see the order on the right of the homepage, under "XX Warenkorb beim Genehmiger" (XX shopping cart with approver)
    
    
• Scenario 2 (supplier has a supplier approver)
  • Buyer → Approver = Supplier approver (unrelated to goods value)
  • Supplier approver → Goods value approver 1
  • Goods value approver 1 → No approver / goods value does not need to be approved
    
    
• Scenario 3
  • The two-person review principle
    • This principle can be implemented via a workaround.
    • For each user you need a buyer and an approver; i.e. 4 users for 2 users. These users should then be cross linked.
      • User A buyer
      • User B approver
      • User B buyer
      • User A approver

 
The following diagram shows the full process (currently only available in German).
You can click on the image to enlarge.

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