Customer Authority Level Personas & Functions: Approver

This article explains the functions available to users with the Customer Authority 'Approver' role in Parts.cat.com (PCC).

Functions of an Approver

• Reviewing, approving and rejecting orders - this is the main function of the Approver role
• Editing orders
• Setting up notification preferences

Email notifications: Pending Order Approval

The approver is notified via email when a new order has been created by a Submitter).

The email will include the following:

• Submitter's name
• Order details
• Special instructions that have been added by the Submitter
• List of parts
• Link to the order in PCC

Reviewing orders that require approval

Approvers can check the list of orders that require approval in PCC.

1. Select ORDERS TO APPROVE under ORDERS & QUOTES on the left navigation tab
2. Refine the list by using the SEARCH OPTIONS at the top of the page. 
   • Approvers can search for approved, deleted and rejected orders via the SEARCH OPTIONS. Here, you can also see the person that performed one of the above actions on the order.

Approving, rejecting and deleting orders

Follow the steps listed above to review your order list. From here, click the three dots to display the following options:

• Approve: The order will be placed and processed by WesTrac.
• Reject: The order will be rejected, and the submitter will be able to reconcile and re-submit the order.
• Delete: The order will be deleted, and the Submitter will need to submit a brand-new order.
• View details: This will open the order for you to review and edit in detail. From here you can take one of the above three actions.

Editing orders

Approvers can perform partial or complete edits to the order before approving the order. 

Partial editing

Partial editing of the order includes one or more of the following:

• Requested by date
• Purchase order number
• Purchase order attachments,
• Equipment serial number; and
• The comment field.

To perform a partial edit:

1. Click the three dots next to the order you wish to edit
2. Select VIEW DETAILS. This will open the order.
3. Edit one or more of the fields listed above
4. Click APPROVE to save your changes.
   • Any comments added by the approver will be emailed to the Submitter.

 This order is now approved, return to your ORDERS TO APPROVE list to review the next order.

Complete editing

Complete editing of the order will put the entire order in Edit mode. This allows the Approver to edit any part of the order throughout the checkout process.

To perform a complete edit:

1. Click the three dots next to the order you wish to edit
2. Select VIEW DETAILS. This will open the order
3. Click EDIT button at the bottom of the page
4. Make the necessary edits and complete the purchase process by clicking PLACE ORDER on the SUMMARY & PAYMENT page.

Once the order has been placed:

• The Approver will be directed to the Order Confirmation page; and
• An ORDER CONFIRMATION email will be sent to the contact listed in the Ordered By section.

Setting notification preferences

Approvers have the option to set their Notification Preferences on Pending Order Approval emails.

• Default: all Approvers will receive notifications of all pending orders from all Submitters.
• Price range parameters: You can set a price range of orders to be notified about. If the price range parameters are not set, Approvers will be notified on all pending orders. 

• Weekly notifications: Approvers can enable notifications to receive additional weekly emails with a list of all orders pending approval. To turn this off:
  • • Click NOTIFICATION PREFERENCES under YOUR PROFILE; or
    • Click the link to MANAGE NOTIFICATION PREFERENCES in the reminder email.