Pre-Order Approval - Buyer

Pre-Order Approval - Buyer

Pre-Order page

This page shows all of the details of an individual Pre-Order Approval Request. You can access an specific Pre-Order page from the main view on customer account.

  1. Pre-Order stage: This shows the current assignee, what stage of approval the Pre-Order is at, and what action is required
  2. Pre-Order details: Shows some details about the pre-order, as well as allowing assigned users to edit the Pre-Order
  3. Products: A list of products in the Pre-Order, separated by Vendor. Also allows a user to edit
  4. Approve/Decline: Only shown to approvers when the Pre-Order is assigned to them. Allows the approver to approve, decline or request change
  5. Activity Log: Shows a log of all activity taken on the Pre-Order, as well as allowing users to comment

Submitting a pre-order approval request

The process of adding products to cart and choosing shipping method remains the same for the Buyer. If the order is above the user’s buyer limit* then they cannot checkout as normal, instead the “Approval Required” and Workflow selection is displayed on the shipping page of the checkout:

  1. Any workflows that the user is assigned to AND that  match with the order amount will be shown as available for the user to choose. It is up to the user to select which one they prefer to use for the pre-order approval
  2. The user selects which workflow their order should be submitted to
  3. The workflow selection shows the details of all primary approvers from the level directly above the buyer (it does not show any additional users that may get involved in levels above). IF all primary approvers are marked as “out of office”, THEN display only the secondary approver info.


  1. Once submitted, the following occurs:
    1. A “Pre Order Approval Request” is created
    2. Buyer is show a “success” screen where it shows that their request has been sent for pre-order approval
    3. First level of approvers are notified via email that they need to look at the Pre-Order.


Changing an existing pre-order

If an approver reviews the pre-order and decides that it requires any change, the buyer will receive a notification, the pre-order will again be shown on the "Actions Needed" section and the buyer can perform any necessary changes. The buyer can first review the comments (bottom of the pre-order page) to understand the required changes:


And then click on "Edit Request" to perform the changes.


After all the changes are done, click on "Save Changes and Resubmit". The pre-order will then be sent on the workflow for review.




Checkout process for an approved Pre-Order

Once a Pre-Order has been approved by all the levels required, it’s status changes to ‘Ready to Checkout’. For the Buyer, an email will be sent and the Pre-Order will show a highlighted box:



Cart Empty Check

When checking out with a Pre-Order, there can be no other items in the cart (as only the Pre-Order items have been approved). Because of this, when the ‘Checkout’ button is clicked, a check of the users cart needs to be made.
If the user has items in the cart, then a notification modal will display, asking the user to clear their cart. They have two options:
  1. Clear Cart & Proceed - This removes every item in the cart and replaces it with the items in the Pre-Order.
  2. Cancel - Just closes, the Pre-Order remains as “Ready for Checkout” so the user can sort out their cart themselves and then checkout with the Pre-Order later.


Checkout Process

Once the button is clicked (and if clear cart is selected if required), all items are added to the cart, and the user is taken straight to the “shipping” step of the checkout, where they can then proceed to purchase as per usual.

    • Related Articles

    • Pre-Order Approval - Overview

      Module Overview The Approvals Workflow Management is part of the B2B Suite. It gives controls to the organisation to review/approve/reject pre-orders placed by their personnel, and to define all the buying and approving limits to several levels ...

    • Pre-Order Approval - Approver

      Pre-Order page This page shows all of the details of an individual Pre-Order Approval Request. You can access an specific Pre-Order page from the main view on customer account. Pre-Order stage: This shows the current assignee, what stage of approval ...

    • Pre-Order Approval - My Pre-Orders page summary

      Pre-Order Approval - Main page Accessed through an additional menu item in the account section, it shows an overview of all of the pre-orders related to the user (being either the approver or the buyer). Action Needed: This displays any Pre-Orders ...

    • Approvals Workflow Management - Overview

      Module Overview The Approvals Workflow Management is part of the B2B Suite. It allows Organisation admins to create multi-step pre-order approval workflows that are customisable based on order total thresholds. The Order Approval Module will enable ...

    • Approvals Workflow Management - Creating and managing user levels (including highest level)

      Adding a highest level After creating the workflow, the next step is create the highest level. As mentioned in the overview, the highest level is the first level created in a workflow. The highest user level: is mandatory cannot be deleted requires ...