Adaco: Product Approval Process

Overview

When this functionality is enabled, every new product created in the system needs to go through the Product Approval process before they can be used. This article will show how to enable to functionality and then guide through the process of Product Approval.

The approval process is done at Central Purchasing level, or at property level for standalone Properties.

No special security is required for this process and no budget is required for product approval.

Enabling the Product Approval Process
 

• Go to Property > Administration > Customization
• Tick the Enable Product Approval Process box (see Fig.1)

Fig.1 - The Enable Product Approval Process tick box

Routing Products Awaiting Approval

A product approval route first needs to be set up (if not already).

• Go to Property > Setup > Routing > Route Builder
• Select New > Product Route

Fig.2 - Selecting a new Product Route

• Select and Add a member of personnel and type a Route Name
• Save

Identifying Products Awaiting Approval
 

• Log in and go to Property > Products
• Select Unapproved from the Approval Status drop-down on the left side of the page
• The Status drop-down can be left blank or set to Inactive

Any products that require approval will display in the list.
 

Fig.3 - Searching for unapproved products

• Double-click on a product to view its details
• Select the Approvals button to open the Routing/Approval window
• Route the Product to the appropriate approval list, as per Fig.4

Fig.4 - Routing a product for approval

Once a product is submitted for approval, its status will change from "Unapproved" to "Approval Pending". When in this status, product details cannot be modified, only viewed.

Notifications

The approver will receive notification by email and/or a message on their home page (see Fig.5).
 

Fig.5 - Product approval message on home page

If an email notification is sent out, it will read as follows:

"You have a new Product for approval: 
Product Number : 1552
Product Description: Plain White Flour. "

Approving Products

• Go to Property > Products
• Select Approval Pending from the Approval Status drop-down on the left side of the page
• The Status drop-down can be left blank or set to Inactive

All products with a status of "Approval Pending" will display, as seen in Fig.6. A number will appear against "For My Final Approval" under the Pending Tasks drop-down on the left side as well.
 

Fig.6 - Filtering for Approval Pending products and the 'For My Final Approval' Pending Task

• Double-click on a product to view its details
• Select the Approvals button to open the Routing/Approval window
• Select the Review / Approval tab
• Highlight the product in question and select Final Approved

Once the product is approved, its status will change from "Approval Pending" to “Approved” and the corresponding product status to "Active" at property level. The product can also be used in all transactions after Approval process and be pushed to other properties.

If the approver decides to Reject the product routing, its status will change from "Approval Pending" to "Unapproved" and "Inactive". Any modification made to a rejected product will need to go through the approval process.

Additional Notes

If a user attempts to un-tick the Enable Product Approval Process setting whilst there are products with "Unapproved" or "Approval Pending" statuses, then system will prevent them from doing so. Users can delete those products or go and approve them in order to turn off the Approval Process setting.

Products created via the Product Import and/or Import feature at Central Purchasing level will not go through approval process even if Enable Product Approval is turned on.

Any products created at property level will bypass this approval process.