It is possible to set up an approval plan so that the user placing the order checks out via open terms and the approver pays for the order via credit card.
- Set up two payment methods in Preferences > Payments. The first payment method will be an open terms payment method. The second payment method should be a credit card processor of your choosing. For information on creating payment methods, see this article: Ch. 018 Payment Methods
- Create the site user that will place the original order. To create users, go to Sites > [site name] > Site Users.
- On the site groups tab, make this user a member of a site group. In our example, we will make this user a member of the Everyone site group.
- Set this user's orders to require approval. Go to the "Additional Information" section in the General Information tab and set the "User's Orders Approved by" setting to a site group to which the approval user belongs/will belong. In our example, will set this to the "Approvers" group.
- Create the user that will approve and pay for the order. To create users, go to Sites > [site name] > Site Users.
- On the site groups tab, make this user a member of the site group set to approve the user's orders in step 2b above. In our example, we will make this user a member of the Approvers site group. NOTE - the site group set to approve the user's orders must have adequate permissions to approve an order. The default settings of the Approvers site group will have these permissions. However, if you create your own group, please make sure that your group has adequate permissions to approve the order.
- Limit the payment options to be available to the respective site groups.
- Go to Sites > [site name] > Settings > Payments tab.
- Choose to edit the open terms payment method you created in step 1. Set the "Allowed Groups" to the Everyone site group (or the site group to which you assigned the user in step 2a).
- Choose to edit the credit card payment method you created in step 1. Set the "Allowed Groups" to the Approvers group (or the site group to which you assigned the approver in step 3a).
- Allow the approver to edit the order.
- Go to Sites > [site name] > Settings > General Info tab > Approval section.
- Turn on "Allow Approver to Edit Orders."
- Note that we highly recommend turning OFF the one-click approval process to prevent the approver from approving the order without logging in to pay for the order.
Note that these instructions will apply to sites using the basic/default approval plan. You may have to alter these instructions to fit your approval plan if you are using a custom approval plan.
The process that the site users will follow:
- Site user (the one created in step 2 above) places an order.
- The order requires approval and triggers the approval email to the approval user (the one created in step 3 above).
- The approval user either clicks the link in the email to be brought to the site to log in and is immediately taken to the order OR the approval user visits the site, logs in, goes to order history, filters for orders waiting for their approval by setting "Approval Status" to "Eligible for me to approve" and "Ordered by" to "All" and chooses to view details of the order.
- The approval user chooses to edit the order.
5. The approval user is shown a warning and must choose to edit the order.
6. The item is placed in the approval users shopping cart. The approval users can choose to edit any aspect of the order - the ship to address, the shipping options or even click the "Edit" button next to the item to be taken back to the product page to make pricing engine changes or any other change available on the product page - including editing the eDocBuilder session. In this scenario, we assume the approval user only wants to change the payment method. The approval user will simply choose to proceed to check out. On the check out page, the approval user can enter the credit card payment information and pay for the order.