Approval chains
New dealers, orders over credit, claims, returns, new retailers, points and gifts go to the right people in the right order, set up without code. Every decision is kept with who, when and why.
PLANSEvery plan
The problem it solves
- An order over a dealer's credit is cleared on a phone call, and later nobody can find who agreed.
- A salesman adds a shop that is already on your books, and nobody checks it.
- Large claims need the head of sales, small ones should not, and the tool cannot tell the difference.
How it works
- Each kind of request has a chain per Entity, ready to use. To start with, its usual approvers decide, such as area managers for an order held for credit.
- Add levels in order, for example an area manager, then the distribution manager, then finance. At each level any one of its approvers decides.
- Add a second chain for some requests only, such as claims above an amount. Chains are tried in order and the first that fits is used.
- When a request is raised, the first level's approvers are told. They find it in Approvals > To Approve and on the product's own screen.
- Each level approves or rejects with a reason. After the last level the product does its part: the held order is confirmed, the credit note posts, the new dealer is approved.
Everything it does
What goes through approval in SmartMy Distribution
- Dealer onboarding: distribution managers to start with (every plan)
- Dealer order credit, for an order over the credit available or with overdue bills: area and distribution managers (every plan)
- Dealer claim, before its credit note: distribution managers (Growth)
- Dealer return, before the pick-up and credit note: distribution managers (Growth)
- New retailer, from a dealer, an upload or the salesman app: area managers (Growth)
- Dealer points request, gifts or points taken as credit: distribution managers (Growth)
- Gift request from a shop's loyalty points: distribution managers (Scale)
- Store request: store keepers (Scale)
Who approves a level
- Named users, a group, or the usual approvers of the request
- Any one approver of a level decides; for two signatures, add two levels
- If a level finds nobody: the request cannot be sent (to start with), the level is skipped, or the usual approvers decide
Rules
- Whoever raised a request may decide it at a level they approve while Requester May Approve is on for that chain (on to start with). The person a request is about never decides it
- Only For: a chain for some requests only; claims, returns, points and onboarding can be split by amount (onboarding by the credit limit asked)
- Approved at Once: a chain with no approval, when you do not need one
- A reason is needed to reject, and the dealer or salesman sees it
Record
- An Approvals tab on each request: level, approver, status, decided by, date and reason
- The request's history shows sent for approval, approved by and rejected by
- Changes to the chains themselves are recorded
- A new Entity gets its own chains
Who uses it
Area managerClears orders held for credit and approves new retailers in their areas.
Distribution ManagerApproves new dealers, claims, returns, points and gifts.
FinanceTakes a level of the chain for large claims or credit decisions.
Approvals AdministratorSets up the levels, who approves them and the conditions, without developer mode.
Where you use it
- Web: Approvals > To Approve and My Requests, and each screen of Distribution (credit checks, claims, returns, new retailers, gift requests)
- The Area dashboard counts credit checks, claims and new retailers waiting
- The SmartMy Distribution app: area managers clear held orders under Checks (built and in testing, not in the app stores yet)
- Dealer portal: the dealer sees an order waiting for approval, and claims and returns with their outcome and reason
What you control
Settings
- Levels and their approvers, per kind of request and Entity
- If a level finds nobody: cannot send, skip, or usual approvers
- Requester May Approve (on to start with), Only For conditions, Approved at Once
Notifications
- Request Waits for Your Approval: to the approvers of the level that is next. It goes in the app, and as a phone notification or else by email
- A to-do for each request waiting, for the approvers
- Dealer Order Waiting for Approval: to the dealer, when an order is held for credit
- Dealer Claim Decided, Dealer Return Decided and Dealer Approved: to the dealer when the last level decides
Works with
SmartMy HRMSThe same approval engine runs leave, expenses and payroll approvals, so one To Approve list holds everything that waits for a manager.
Questions
Can we have different approvers for large claims?
Yes. Add a chain with Only For on the amount, with more levels. Smaller claims use the general chain.Who clears an order that is over the dealer's credit?
The order waits with a credit check. To start with, an area or distribution manager approves it, on the web or in the app under Checks. Once approved, the order is confirmed and the dealer is told.Do approvals remind people or go to someone else after a few days?
Not in SmartMy Distribution today. Approvers are told when a request reaches them, and the Area dashboard shows what waits.Do we need a developer to change a chain?
No. An Approvals Administrator changes levels, approvers and conditions from the Approvals menu.Related features
DEALERSDealer onboarding with approvalA new dealer starts as a request with its GSTIN or PAN, the signed agreement and the proposed group, area, salesman and credit. A distribution manager approves it; the dealer then becomes active with those terms and gets its portal login by email.DEALERSDealer orders with credit and overdue checksEvery dealer order is checked when it is confirmed: the dealer's status, its credit limit with open orders, and bills overdue past its credit days. An order that fails waits for an area or distribution manager and is confirmed by itself once approved.SCHEMES AND DEALER SALESSchemes with budgets and approved claimsRun free goods, slab and value discount schemes by dealer group and area, with dates and a budget that stops them once spent. Dealers' claims are approved through your chain and credited by a credit note.DEALERSDealer returns with credit notesA dealer sends back damaged, expired or wrong goods against the order they came on, with photos, from its portal. Once approved, a return delivery and a credit note at the order's prices and taxes are made.RETAILERS AND FIELD SALESNew retailers and the outlet censusA salesman pins a new shop at its door, or a dealer names one on its portal or in its sales. Each is checked for duplicates and waits for an area manager.MARKET INTELLIGENCEDealer loyalty pointsDealers earn points on every bill you post to them and take them as gifts from your catalogue or as a credit note. Each request goes through your approval chain, and dealers follow it on the portal.
See your market on it.
Tell us how many dealers and salesmen you have, and how orders and claims reach you today. We will set up your dealers, price lists and beats with you.