An order of a buyer that goes over their limit is not rejected outright: it waits for an administrator of the company to approve or reject it. This suits companies that pay by invoice or bank transfer. Approval is off by default.
Before you start
- company accounts switched on as in Company accounts: setup and test,
- at least one buyer with a limit, or a company with a default limit,
- at least one payment method whose money is not taken at once (invoice, bank transfer, cash on delivery, payment on account).
1. Switch on approval
Stores › Configuration › Magelan › Companies
In the Order approval group:
Enable order approval: Yes.
Default limit per order (base currency): the starting limit for buyers of new companies. Empty means no limit; each company and each user can have their own.
Payment methods that may wait for approval: choose the methods that are not paid at once (invoice, bank transfer, cash on delivery, payment on account).
Over the limit, paid online: Refuse the order, ask for payment on account or Let it through without approval. The money of an online payment is taken at once, so the order cannot wait.
Save with Save Config.
2. What happens to an order over the limit
- A buyer with a payment method that may wait places the order. The order gets the order status Pending company approval and stays on hold.
- The administrators of the company get an e-mail that the order waits for approval.
- If the buyer pays online and the setting is on refusal, they cannot place the order; the cart tells them to pay on account or by invoice.
3. The company administrator decides
My account › Orders waiting for approval
Check who placed the order and the amount.
Click Approve: the order is released and processed as usual. The buyer gets an e-mail.
If you do not want to approve it, you can first enter a Note for the buyer (when rejecting) and then click Reject and cancel. The order is cancelled, stock returns and the buyer receives the note.
If no order is waiting, the page says so. Only an administrator of the company can decide, and only on orders of their own company. An order that has been decided cannot be decided again.
4. The shop owner decides
The shop owner does the same in Customers › Companies › Edit, in the Orders section, with the Approve and Reject buttons. All other orders of the company are listed there too.
Common problems
An order over the limit did not wait for approval
Check that approval is on, that the payment method is on the list of methods that may wait, and that the buyer really has a limit (their own, otherwise the company default). An administrator usually has none.
A buyer cannot place an order paid by card
With the "Refuse the order" setting a card payment over the limit is refused because the money is taken at once. The buyer should choose invoice or bank transfer, or you set "Let it through without approval".