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Using Shopper Accounts

Shopper Accounts allow users with full access to set spending limits and/or budgets for their employees.

 

Setup Defaults

  • To begin, scroll down to the “Approvals” section on the left side bar and click “Maintenance”. This section is located on all pages except the home, browse and search results pages.
  • Next, click “Defaults”.
  • To setup a spending limit and budget, click the “Yes” button for “Budget” and “Spending Limits”.
  • Under “Optional Settings”, click the “Required if Spending Limit exceeded” button for “Spending Limit Approval”.
  • For “Currency”, select “USD” from the drop down menu.
  • For “Spending Limit” enter you desired spending limit in the box provided.
  • Click “Update” to save your settings.

 

Setup Shopper Account

  • Next, click “Shopper Accounts”.
  • Click the “Create” box to setup a shopper account.
  • First, you’ll need to setup a user who will approve orders. If any orders exceed the spending limit or budget, they will be held and this user will have the authority to release them.
  • Click the “Search” box next to “Account” to find a user.
  • Check the box to the right of the email address for the user you want to setup as the “Approver” and then click the “Return” box.
  • For “Approves Orders”, click the “Yes” button.
  • Click the “Update” box.
  • Next, you’ll setup a shopper account with a spending limit and budget.
  • Click the “Create” box.
  • Click the “Search” box next to “Account” to find a user.
  • Check the box to the right of the email address for the user you want to setup with the spending limit and then click the “Return” box. If you do not see any users, you'll need to request an account for them through the Customer Service Department.
  • For “Approves Orders”, click the “No” button.
  • For "Budget Approval", click "Required if Budget exceeded".
  • For "Spending Limit Approval", click "Required if Spending Limit exceeded".
  • For “Currency”, select “USD” from the drop down menu.
  • For “Spending Limit", the default spending limit you setup will pre-populate this field. If you want to set a new spending limit, type it in the box provided.
  • Next, click the "Search" box next to "Approver".
  • Check the box to the right of the email address for the user that will approve orders and click "Return". If you do not see any users, you'll need to setup the approver first (see above).
  • Click "Update" to create the shopper account with a spending limit and budget.

 

Setup Budget Limits

  • To begin, scroll down to the “Approvals” section on the left side bar and click “Maintenance”. This section is located on all pages except the home, browse and search results pages.
  • Click "Budget", then the “Add” button to create budgets for the year.
  • Type the year in the “Year” field.
  • Next, click in the “From” and “To” boxes to bring up the calendar. Select a date for each.
  • Click the “Update” box.
  • Next, on the "Budget Years" page, click the hyperlink for the year you want to set a budget for.
  • For “Periods:” enter the number of periods you’d like in the date range you selected for “Year”. This could be quarterly or monthly limits, etc, depending on number of periods you’d like.
  • Next, click the “Add” box.
  • For each period, enter a “Name”, select “From” and “To” dates and enter an “Amount”.
  • Once all periods have been completed, click the “Update” box

 

Approving & Declining Orders

  • Now that you have setup your user with a shopper account and spending limit and/or budget, if they submit an order that exceeds the spending limit and/or budget you set, their orders will need to be approved or declined by the "approver" you specified.
  • To view pending orders that are awaiting action, scroll down to the “Approvals” section on the left side bar and click “Pending Orders”. This section is located on all pages except the home, browse and search results pages.
    • The approver will also receive an email confirmation when an order has been submitted that exceeds the spending limit and/or budget.
  • Click the "Date" for the order you'd like to work with.
  • Next, review the order and click the "Approve" or "Decline" button.
  • If you approve the order, an email will be sent to the user who created the order to notify them of the approval. The user will then be able to submit the order.
  • If you decline the order, you may enter a note as to why you declined it. Click "Save" to complete the process. An email will be sent to the user who created the order notifying them the order was declined.