Corporate groups are able to set criteria under which an order will require corporate approval before it can be placed. This feature is not available by default, so please reach out to your account manager (or email@example.com) to discuss whether it is right for your group.
Setting up Order Approvals
Approval rules can be set up here, under Alerts > Edit Alerts > Approvals. Below is what the page looks like to set up a new approval rule.
To break this down into a little more detail,
Approvers: Which corporate user(s) are able to approve this order? You are able to select specific users, or any corporate user.
Regions: Which region(s) does this rule apply to? Like above, this could be any region, or all regions.
Buyers: Which location(s) does this rule apply to? This lets you get a bit more granular, as opposed to just region level controls.
Criteria: What needs to happen to trigger this rule? There are three options - supplier, order size, item size. If you choose supplier, you'll be prompted to specify a supplier or choose Any Supplier. If you choose order size, you'll be prompted to enter a number for the order size. You can also layer criteria to create more complex rules (e.g. orders > $500 from BI require approval).
Once a rule is created, it'll be added to the bottom half of the page, so you can easily view what rules are in place, what regions they apply to, and who the approvers are.
Viewing, Approving and Rejecting Order Approvals
Once the rules are in place, orders that fulfill their criteria will be added to a "Pending Orders" page under the orders tab of the corporate site, which can be found here. Here's what that looks like:
Users can filter by order status (pending approval, approved, rejected), ordered (ordered, not ordered), clinic, approver, and submission date. We'll indicate key information about the order on this dashboard, and users can click into each order for more info.
If they click into a pending order, the corporate user will see the option to approve or reject the order.
Once the order has been approved or rejected, the order will update to show the action that was taken. The screenshot below shows what a rejected order will look like:
If there are adjustments required to a Pending Order, you have the ability to update quantities prior to approving an order. Simply click into a pending order, and adjust the quantity as seen here:
Once your adjustments have been made, you can click Update and Approve Order to submit it with the updated quantities!
Clinic View of Order Approvals
Clinics will also have a "Pending Orders" page available within Vetcove (here) where they can monitor the status of their submitted orders that fulfill the approval criteria. The dashboard looks virtually identical to the corporate dashboard screenshot above, but with fewer filters (status, ordered, submission dates).
If an order has been approved, Vetcove will automatically repopulate the shopping cart under the clinic's account to then complete the checkout and submit the order to the vendor.
If a clinic submits an order for approval and it is still a Pending Order, they have an opportunity to adjust quantities if needed. This is what it will look like for a clinic adjusting a Pending Order:
If a Pending Order is updated after the initial placement by a corporate user or clinic user, they will be able to view past versions of the order to spot the changes. This is what it will look like on the Pending Order:
They can click the Current Version to toggle between past versions of the order. We also include messaging under any item that had their quantity adjusted as seen here:
Once an order has been approved, Vetcove will automatically repopulate the shopping cart under the clinic's account to then complete the checkout and submit the order to the vendor.