This documentation was authored by secure AI tools.  Please review this content carefully before integrating it with other processes.

The Order Auto Approve function allows Users to set up criteria that will pre-approve Orders under a certain dollar amount.

Purpose

The Order Auto Approve function allows Accounting teams to define monetary limits that automatically move a Customer Order straight to APPROVED Status the moment it is processed, which eliminates a manual approval click for low-value, low-risk Orders.

Benefits

• Speeds order flow. Small Orders bypass the Approval Queue and can be shipped or invoiced sooner.
• Reduces workload. Approvers spend time on exceptions, not routine micro-purchases.
• Enforces consistency. Rules-based approval eliminates judgment calls associated with manual review.
• Honors credit policy. Optional “Credit Pass Required” flag keeps Customers on “credit hold” from slipping through.
• Separate limits can be set for each Branch and Sale Type to align with specific policies.

Prerequisites

• Config Data: ENABLECONTRCTAUTOAPP must be ON to activate feature
• General Code: CREDCHKRES.  Holds the list of Credit-Check results used by the Credit Pass Required option.
• Permission: ORDAUTOAPP
  • View: see menu option
  • Create: add new rules
  • Edit: change existing rules
  • Delete: remove rules

Configure Order Auto Approve

1. Open Accounting > Admin > Order Auto Approve
2. Click ADD icon to create a new rule
3. Complete all fields for which you have information including:
   • Company No. – Financial entity to which the rule applies (default = 01)
   • Branch – Limits rule to a single operating Branch
   • Sale Type – Limits rule to a specific Sale Type (PROJECT, SERVICE, etc.)
   • Credit Pass Required – check box if the Customer’s Credit Check Result (General Code CREDCHKRES) must contain “Y” in CodeValue2 to qualify
   • Max Amount – Orders with Total ≤ this value will be auto-approved
   • Check box to activate the rule (allows draft rules to be staged first)
4. Click SAVE icon
5. Repeat for additional Branches or Sales Types as needed

Note: The grid lists every rule together with an Approved flag so auditors may quickly see which limits are active.  Use the DELETE icon to eliminate rules you no longer wish to apply.

Feature Behavior

1. User will process an Order as normal
2. Q360 will check for an applicable active rule
   • Company, Branch, Sale Type match and
   • Order Total ≤ rule Max Amount and
   • If flagged, Customer passes Credit Check
3. If all conditions are met, Order Status will immediately change to APPROVED
4. Note: if the Order Amount exceed the rule Max Amount, or Customer fails Credit Check, Status will change to CONFIRMED and Order will follow the standard approval workflow

Tip: When the AUTOSHIPMTYPE config is ON, an Order containing only non-stock (non-Q) and non-asset (non-A) Item Lines will proceed directly from Status APPROVED to Status SHIPPED immediately after processing