Order Rules: Reviewing an Order that Violated an Order Rule

This article is part of the Order Rules series. The purpose of this article is to explain how to review an order that requires approval.

This article is part of a three part series on Order Rules:

1. How (and Why) to Create an Order Rule
2. Placing an Order that Violates an Order Rule
3. Reviewing an Order that Violated an Order Rule

The ability to create, edit, and view Order Rules is a feature available to Organization Administrators only.

 

The ability to review (approve/deny) is available to any person that has been assigned the duty of approving orders. Please see the "Step 3: Action" section in the article Order Rules: How (and Why) to Create an Order Rule for more information on how this is determined.

 

Once you have an Order Rule set up, your approvers will start to receive email notification for any orders placed that violate the rule you set up.

Note: You can click the blue "Requires Approval" button in this email to navigate directly to the order that contains violations. You can also navigate to the order via Orders or Approvals (will show only the orders that require approval by you) section under Procure in the left side panel of your CureMint page. 

When an Administrator receives an "Order Rule Action Required" email, they have three options: 

1. Approve the order as is, regardless of the violations.
2. Edit the order and approve.
3. Deny the order entirely. 

 

EXAMPLE: To demonstrate this, we will use the same example outlined in Order Rules: How (and Why) to Create an Order Rule and Order Rules: Placing an Order with Order Rule Violations. 

 

In that example, an order rule was created that required approval for any orders placed after the Bull City Dental office had spent 75% of their monthly allotted budget.

 

Option 1: Approve the order as is, regardless of the violations

If after reviewing the order the approver would like to send this order to the vendor as is, they have the option to override the Order Rule and approve the order. To do this, navigate to the order in CureMint if you are not already there. 

 

Select the Approve button in the yellow Order Rule Violation banner at the top of the Order Details page. 

 

You will be prompted to confirm your selection one last time.

Selecting Approve sends the order, as is, to the vendor for processing: 

Once the approver has reviewed the order and taken action on it, the purchaser will receive an email to notify them of the action taken by the approver.

Option 2: Edit the order and approve

If after reviewing the order the Administrator would like to make changes to it before approving and sending it to the vendor, you have the option to do so. 

 

In this example, since the rule is based on total spend, to resolve this order rule the approver will need to reduce the total for the order, most likely by reducing quantity of items so the percent of the budget spent so far in the month is less than 75%. 

To do this, expand the order details to view the Order Items. Then, you will need to expand the specific order item (you also have the option to Expand All) to view the editing capabilities. 

In this example, reducing the quantity of each of the items in the Dental City order, resolves the violation:

Now that the order no longer violates an Order Rule, the order status has changed from "Pending Approval" to "Waiting to be Sent" and the approver has the option to manually send by selecting the blue Send button seen in the image above. Clicking Send will send the order directly to the vendor to be processed.

 

Once the approver has reviewed the order and taken action on it, the purchaser will receive an email to notify them of the action taken by the Administrator. 

 

Option 3: Deny the order entirely

If after reviewing the order the Administrator does not want any part of this order sent to the vendor, they have option to deny the entire order. To do this, navigate to the order in CureMint if you are not already there. 

 

Select the Deny button in the yellow Order Rule Violation banner at the top of the Order Details page. 

You will be prompted to confirm your selection, with the option to add a note if desired. 

 

By selecting Deny, the approver is preventing this order from going to the vendor to be fulfilled. Once an order is denied, the status cannot be changed. 

Once the approver has reviewed the order and taken action on it, the purchaser will receive an email to notify them of the action taken by the approver.