The Approval Dashboard module is where Buyer Admins who are Approvers can view all orders requiring their approval in a given Marketplace. Unlike the Approval Dashboard at the Platform level, the Approval Dashboard at the Site level only displays orders that you, as an Approver Admin, are responsible for approving.
[Screenshot of Approval Dashboard]
The Approval Dashboard table displays a list of all Orders requiring your approval with the Pending Approval status from all Site Users in the Marketplace.
Enter an order ID or Site User name in the search bar at the top of the table to find specific orders. Sort the orders in the table by clicking the arrow next to the column headers.
[Detail screenshot of column sorting]
If there are more than 20 orders pending your approval in the Marketplace, the table will be paginated, and page navigation options will appear at the bottom of the page. Click the Results Per Page dropdown to display more orders per page.
[Detail screenshot of table footer with multiple pages]
The Approval Dashboard table has six columns:
- The Order ID column displays the unique ID assigned to each order. Click on the ID number to view the Approve or Deny Page page.
- The Submission Date column displays the date and time when the order was submitted for approval.
- The Ship To column displays the name of the person the order is being sent to. In most cases, this will also be the name of the Site User who placed the order.
- The Total column displays the order total.
- The Status column displays the status of the order. This column will only contain the Pending Approval status.
- Click the Review button in the Action column to navigate to the Approve or Deny Page page.
Approve or Deny Page
[Screenshot of Approve or Deny Page page (Supplies Quote Order). No approval notes]
The Approve or Deny page will display options to approve or deny the order below the name of the Site User’s original Quote Request and the order’s status. If the Site User or a lower-level Approver included notes when they submitted the order for approval (or further approval), the notes will appear with a timestamp above the Approve and Deny buttons.
[Detail Screenshot of approve/deny section with notes.]
Click the Approve button to grant your approval to the order. In the popup window that appears, you may include notes to the Site User regarding your approval. If there is an additional level of Approval required for the order above your own, you may include notes to the next Approver. Once the order is approved, it will either be sent to the Supplier for fulfillment or sent back to the Site User to complete payment, depending on the payment method used.
Click the Deny button to deny approval of the order. In the popup window that appears, you may include notes to the Site User regarding your denial.
Quote Details
The Supplier who quoted and is responsible for fulfilling the order will appear in a block above the Quote. The Supplier’s name, logo, and designations will be displayed.
Below the Supplier block is the Quote that the Site User ordered.
[Detail Screenshot of (Supplies-style) Quote with line items collapsed]
Below the line items in the Quote are additional details:
- Quote Date is the date when the Supplier submitted the Quote to the Site User.
- Valid Until is the date by which the Site User must accept and order the Quote for the quoted prices to be guaranteed.
- Estimated Delivery is the date that the Supplier expects to deliver the quoted goods or services.
- In-Hands Date is the date by which the Site User would like their goods or services delivered.
- Shipping indicates the delivery method the Supplier intends to use for the order.
- Prepared by lists the name and contact information for the Supplier representative who submitted the Quote.
- Supplier Notes may appear if the Supplier has entered any additional notes to the Site User about the Quote.
Also below the line items in the Quote is a pricing breakdown with the item subtotal, shipping, and tax. Additional Fees may appear if the Supplier added an additional charge to the Quote. Processing Fee may appear if a Marketplace-wide processing fee has been created by the Buyer organization in Quoting Settings.
Click the Download Quote button at the bottom of the Quote to download a PDF version of the Quote.
Quoted Line Items
A Quote can contain any number of line items. These will be the line items requested by the Site User. In some cases, however, the Supplier may be allowed to suggest an alternate to one or more of the line items requested. If that happens, the Site User’s original requested item will be struck through, and a new line item, created by the Supplier and marked as Suggested Alternate, will appear below the struck-through line item.
[Detail Screenshot of Suggested Alternate (probably Supplies line item)]
A Quote can contain one of two kinds of line items depending on the Supplier Category that was selected by the Site User when creating the Quote Request:
- Supply Products
- Apparel/Promotional Products
- Supply Product Details
[Detail Screenshot of Supply Product Quoted items]
Supply products will appear in a table that lists the item name along with any product image uploaded by the Supplier, the product SKU, quantity, per-unit price and total quoted price. Sort the line items in the table by clicking the arrow next to the column headers. If a line item has additional details, click the arrow on the left-hand side of the line item to expand it. The following details may appear in the expanded line item:
- Item Description or Notes are notes entered by the Site User when submitting the Quote Request.
- Item Attachment is an attached link or file uploaded by the Site User when submitting the Quote Request.
- Supplier Notes are notes entered by the Supplier when quoting the Request.
- Supplier Attachment is an attached link or file uploaded by the Supplier when quoting the Request.
[Detail Screenshot of expanded line item]
- Apparel/Promotional Product Details
[Detail Screenshot of Supply Product Quoted items]
Apparel/Promotional Products will appear in a list that displays the item name, product image provided by the Site User or Supplier, desired brand, desired color, total quantity, per-unit price or range, and total quoted price. Click the arrow on the left-hand side of the line item to expand it. The following details may appear in the expanded line item:
- Brand is the preferred item brand entered by the Site User.
- Color is the preferred item color entered by the Site User.
- Style/SKU is the item style or SKU entered by the Site User.
- Allow Supplier to suggest alternates indicates whether or not the Site User allowed the Supplier to suggest an alternate option for the item.
- Budget indicates whether the Site User has a budget for the item or not. If the Site User has a budget, the amount will be displayed.
- Quality indicates whether the Site User prefers good, better, or best quality.
- Quantities indicates whether the quantities listed in the table below are exact, or are estimates.
- Product Details or Requests are general product notes entered by the Site User.
- Quantity Details or Requests are quantity-specific notes entered by the Site User.
- Supplier Notes are notes entered by the Supplier when quoting the Request.
- Supplier Attachment is an attached link or file uploaded by the Supplier when quoting the Request.
If the Site User would like to have the product decorated, a Decoration Method will appear with one or more decoration location cards below it. Each location card will include the name of the decoration location, the number of colors in the artwork, any production notes from the Site User like PMS values or artwork size, and a download button to access the artwork file uploaded by the Site User.
[Detail screenshot of decoration section]
If multiple sizes or variations of a given product have been requested, a table with all variations will be displayed with their respective quantities, unit prices, and total prices. The Supplier may also add a setup fee as an additional line item inside a given product. That setup fee will appear below the size/variation table.
[Detail screenshot of size/variation table]
Quote Request Details
Below the Quote are the following details about the Site User’s Quote Request:
- Site User name, email address, and phone number if available.
- Quote ID is the Request’s unique ID number.
- Request Date is when the Quote Request was first submitted by the Site User.
- Quote-By Date is the deadline set by the Site User by which Suppliers must create Quotes for the Request.
- In-Hands Date is the date by which the Site User would like their goods or services delivered.
- If enabled in Quoting Settings, and if utilized by the Site User, Tax Exemption will display a link to download any documentation proving tax exemption that was uploaded by the Site User to the Quote Request.
[Detail Screenshot of Quote Request Details block]
Shipping Details
The Shipping block includes the shipping address entered by the Site User, any shipping notes entered by the Site User at checkout, and contact information for the shipment.
[Detail Screenshot of Shipping block]
Payment Details
The Payment block includes the billing address for the Site User (if a billing address is required for the selected payment method), the payment method used for the order, and the total amount charged to that payment method.
[Detail Screenshot of Payment block]
History
The History block contains a timestamped record of activity related to the order.
[Detail Screenshot of History block with multiple entries]
Click the Back button at the top or bottom right-hand side of the page to return to the Approval Dashboard page.