Order approval overview

Find out more about viewing orders which need approval, or confirmed or pending orders.

You'll need to log in to see Order Approvals. You can click on your name near the top left hand corner of the screen to see profile information, check your user role and any financial limits.

To be able to approve or reject orders, you will need to have one of the following roles:

• Order and Approve

• Order Approver

• Unrestricted Order and Approve

• Trust Admin

Select 'Orders' to view the Order Overview screen. Here, subject to your system role, you will find:

• for approval - all orders that are awaiting approval in your organisation

• confirmed orders - orders that have been approved by you or someone else

• pending orders - orders that you have made that are over your financial limit and are awaiting approval

• rejected orders - all rejected orders for your organisation.

1. You need to be logged in first. Click your name to open the dropdown menu.

2. Click the 'Orders' button, and then select the 'Order overview' option.

3. View orders for approval, confirmed or pending orders, or rejected orders.

Approving and rejecting orders

This explains how to approve or reject an order from the Order Overview screen.

You can approve an order from the Order Overview screen by selecting it from the 'For approval' list (each order's ID number is a link).

You can sort the list by the date the order was submitted or the person who submitted it by clicking on the arrows next to the column headings.

To search for an order, use the Quick Search function. Here, you will need to use the full Order ID, which is the long number that can be found on your approval needed email. It’s also the same number you will see when you hover over the shortened Order ID number.

This long order number is only used on this Order Overview page. Once an order goes through to Order History, it will have a new order number in a similar format to the numbers you are used to from the old catalogue.

Once an Order ID link is selected, the order details will appear. Check the details, then use the green 'Approve order' button, the red 'Reject order' button, or return to the Order Overview screen.

The order approval and rejection process

When an order is approved:

You will be returned to the Order Overview screen after approving an order. A message displaying 'Order has been approved' will appear near the bottom right hand corner of the screen.

Instead of appearing in the 'For approval' list as before, it will now appear in the 'Confirmed orders' list. An email notification will be sent to the person placing the order to let them know that it has been approved.

When an order is rejected:

After rejecting an order you will see a pop-up screen where a reason for the rejection must be given and confirmed. An option to cancel the rejection is also included, in case of error on the previous screen. If you provide the reason and confirm the rejection, you will return to the Order Overview screen.

A message displaying 'Order has been rejected' will appear near the bottom right hand corner of the screen.

Instead of appearing in the 'For approval' list as before, it will now appear in the 'Rejected orders' list. The rejection reason will be added to the details on the 'Rejected orders' page. An email notification will be sent to the person placing the order advising them that it has been rejected.