Requirement
The client’s requirement is to implement an approval process for Sales orders to catch certain issues and send them for secondary or tertiary approval.
The approval flow should be as:
-The Sales Order is entered by the Order Entry Team.
-The Sales Order is reviewed by another team member.
-If correct, the order is approved and moves to the next approval level.
-If incorrect, it is rejected with a rejection message and sent back to the Order Entry Team for correction.
The rejection message includes an ‘Error Reporting’ dropdown for tracking Order Defect Rates.
GP% Review by Sales Representative:
-If the Sales Order has a GP% less than 30%, it is sent to the Sales Representative noted on the order.
Sales Representative approves or corrects the order accordingly.
- Once approved, the order moves to the next approval level.
- No rejection option at this stage.
GP% Review by Josh Sweeney:
-If the Sales Order has a GP% less than 20%, it is sent to Josh Sweeney for review.
- If deemed okay, the order is approved.
- If a correction is needed, it is rejected with a rejection message and sent back to the Sales Representative.
The rejection message includes a ‘Rejected’ screen to be filled out.
The order is then reviewed, corrected, and approved again by the Sales Representative.
Final Approval and Acknowledgement:
Once all approval levels are completed, an acknowledgment is sent to the customer.
Deliverables
We will create an approval process on Sales orders.
First Level Approval
When a sales order is created a button called “Submit for Approval” will be shown in the record. Only the creator of the order can view this Button.
When ‘Submit for approval’ button is clicked by the creator, the custom Approval status will change to “Submitted for First level approval”.
Then the record will be locked for all the users except for the Users with the same role as the creator of the order other.
The record will be locked for the creator also.
We will set up a Reminder portlet in the creator role and the users with the specific role can view the sales orders which needs to be approved.
The ‘Approve’ & ‘Reject’ Buttons will be visible to the creator role other than the created user.
The Approver can click on the ‘Approve’ button to approve the order & once approved the order will be moved for second level approval.
Rejection by Approvers
If the order is Approver clicks the ‘Reject’ button, the order will be rejected, and the custom approval status will be ‘Rejected’.
When the order is rejected, a pop up will be provided to enter the rejection reason. This reason will then be populated in a new field created in the sales order record.
On the ‘Rejected’ message screen, the ‘Error Reporting’ drop-down will be displayed so that it can be selected for tracking Order Defect Rates.
The approver can enter the Reason for rejection, select the rejection reason from the drop down & submit.
The rejected order will be sent back to the creator to correct the issues, as communicated in the Rejected Message.
An email notification will be sent to the creator, notifying regarding the rejection.
The “Resubmit For approval” button will appear in the sales order record.
The user can update the record and click the “Resubmit For approval” button to submit the sales order for the approval process.
Once the user clicks the “Resubmit For approval” button, the custom approval status will change to “Submitted for First level approval” and the sales order goes for approval and the approval process will continue.
Second Level Approval
Once the order is approved by the first level approver, the Sales order will be displayed in the Reminder portlet of the NetSuite Dashboard for the approver and goes to the for the second level of approval.
-Sales orders between GP% < 30% & GP% > 20%
Once the User clicks Approve Button, the custom approval status will change to “Pending Second level Approval”.
An email will be sent to the Sales representative in the sales order requesting a review of and approve the order.
The ‘Approve’ Button will be displayed to the sales representative only.
The records will be locked for all the users except for the Sales rep.
No ‘Reject’ button will not be displayed.
When the sales rep clicks the approve button the order will be moved for next level approval.
An email will be sent to the supervisor asking for approval.
– Sales orders with GP% < 20%
Once the User clicks Approve Button, the custom approval status will change to “Pending Second level Approval”.
An email will be sent to ‘Josh Sweeney’ asking to review and approve the order.
The ‘Approve’ & ‘Reject’ button will be displayed to Josh Sweeney.
The records will be locked for all the users except for Josh Sweeney.
When Josh clicks the approve button the order will be approved.
-Rejection By Josh
When Josh clicks the reject button the order will be rejected, and the custom approval status will be ‘Rejected’.
When the order is rejected, a pop up will be provided to enter the rejection reason. This reason will then be populated in a new field created in the sales order record.
On the ‘Rejected’ message screen, the ‘Error Reporting’ drop-down will be displayed so that it can be selected for tracking Order Defect Rates.
The approver can enter the Reason for rejection, select the rejection reason from the drop down & submit.
The rejected order will be sent back to the sales rep to correct the issues, as communicated in the Rejected Message and approve it.
The record will be locked for all users other than the sales rep.
An email will be sent to the sale rep asking to review, correct and approve the order.
When the sales rep corrects the order and approves it moves for the next level of approval.
Third Level Approval
Once the sales rep approves the order it will be moved to the next approval stage.
The supervisor of the sales rep will be the next level approver.
The ‘Approve’ button will be displayed to the approver & the record will be locked to all other users.
The custom approval status will be set as “Pending final Approval”.
No reject action will be there for the approver.
When the approver clicks the ‘Approve’ button the order will be approved.
The custom approval status will be changed to ‘Approved’.
The order status will be changed to ‘Pending fulfillment’.
Acknowledgment Email To customer.
When the sales order is approved an acknowledgment email will be sent to the customer.
Assumption
This customization is only applicable to quotes with an overall GP% of less than 30%.
The reminder portlet option is user-specific, only the specified user will get notified in the approval process.
The custom approval status field will be disabled, and the user cannot be able to modify the status
Workflow and Script will be working only for the newly created records and not for existing records
The approver can reject and enter the reject reason in every approval level.
When all level approval process is completed, and the sales order is approved only email is sent to the Customer.
We assume that the third level approver is the ‘Supervisor’ of the sales rep in the sales order.
We assume that the first-level approver can be any user, other than the creator, who has the same role as the creator.
We assume that there is no reject action required for the third level approver.