SAP Business One

Approval Procedures

In SAP Business One it's possible to set up various approval procedures according to the needs of the company, for example for sales orders over 5,000$. You can set up approval procedures for various sales documents and under various conditions.

If a sales quotation or sales order meets the condition for approval, the sales document is saved to SAP Business One as a draft. The draft document can be either approved or rejected by an authorizer in SAP Business One. Only when the draft document is approved, it will be converted to a regular sales quotation or sales order.

 NOTE

Business customers and sales agents cannot edit those sales documents that are created as drafts from the order history in the Sana web store. Therefore, if you use approval procedures, you should disable the option "Edit order" in Sana Admin: Setup > Ordering & checkout > Ordering.

In SAP Business One you can see the draft documents at the following location: Sales - A/R > Sales Reports > Document Drafts Report.

In the Sana web store, a customer can see the status of the draft document. The status of the draft document can be:

The approval workflow:

1. A customer creates an order in the Sana web store.
2. If the order meets some conditions for approval, it will be saved to SAP Business One as a draft with the "Draft - Pending" status.
3. When the user who is set to approve the sales orders logs in to SAP Business One, he or she will be notified in the Messages/Alerts Overview window that there is the document that requires approval.
4. When the document is approved, it will be converted from a draft to a regular sales document, and the status will change to "Draft - Approved". If the document is rejected, it will remain as a draft with the status "Draft - Rejected".

Set up approval procedures

Step 1: To enable approval procedures in SAP Business One, click: Administration > System Initialization > General Settings > BP. On the BP tab, you must Activate Approval Procedures in DI.

Step 2: Click: Administration > Approval Procedures > Approval Stages. Use this window to define the users that should approve the sales documents. All authorizers must be first created as users in SAP Business One. You can add several authorizers.

For more information, read the official SAP Business One documentation "Approval Stages - Setup Window".

Step 3: Click: Administration > Approval Procedures > Approval Templates. Use this window to create an approval template with various approval procedures.

For more information, read the official SAP Business One documentation "Creating an Approval Template".

Step 4: On the Originator tab, add the user that is used for communication between Sana and SAP Business One through the DI Server.

Step 5: On the Documents tab, select the document types for approval. The approval process will apply to every document type that is selected.

Step 6: On the Stages tab, add the approval stage with the authorizer that you created in Step 2.

Step 7: On the Terms tab, set the conditions for approval.

Terms	Description
Always	The selected document types on the Documents tab must be always approved.
When the Following Applies	The sales document must be approved when it meets the predefined conditions, for example when the sales order exceeds a certain amount. If you choose this option, you must set up the required conditions to trigger sales document approval.
Terms Based on User Queries	Not supported by Sana.