Approvals in the app
A sale held for credit or rate, a big purchase order or a write-off waits for you on your phone. Open Approvals in the SmartMy Trade app, read why it was held and the amount, and approve or reject with a reason. The bill or order goes through at once, and the person who asked is told.
PLANSFrom Growth
The app is built and in testing, not in the app stores yet. The same approvals work today on the web.
The problem it solves
- A party's truck waits at the godown because the owner, who must clear the credit, is at the market.
- Salesmen phone the owner for every rate below the minimum, and the approval is lost in a call log.
- Nobody can say later who allowed a sale to a party that never paid.
How it works
- Billing staff post a bill or confirm an order that breaks a rule. The rules: over the party's credit limit, a party with overdue bills or cash only, or a rate below the item's minimum. A purchase order over the limit and every stock write-off are held the same way.
- The document stays a draft with its hold, and the approvers of the Trade hold chain are told. That is the Trade Managers with no set-up, or the levels your chain has.
- The Trade Manager opens the SmartMy Trade app, Menu > Sales > Approvals. Each line shows the document, the kind of hold, the party, who asked and the amount; Yours marks the ones you may decide now.
- Tap one to see why it was held. Tap Approve, or Reject and write why.
- Approved, the bill posts or the order is confirmed by itself. Rejected, it stays a draft with your reason on the hold. Either way the person who asked is told.
Everything it does
The Approvals page (Trade Managers)
- Holds waiting, up to 50 at a time, newest first; pull down to refresh
- Each line: the document, the kind (Credit, Rate, Purchase, Write-off), the party, who asked, the amount
- Yours on the holds waiting at a level you approve
- The hold: amount, who asked, why it was held; Approve, or Reject with a reason (needed)
- Waiting for another approver, when the level is someone else's
- The Menu shows how many wait
My approvals (everyone who approves)
- Every request waiting for you, of any product: holds, indents and, in Scale, asset changes, non-conformance decisions, CAPA plans and store requests
- Your own requests and where they wait
- Approve, or Reject with a reason
- Shown only while something waits for you or a request of yours is open
How it decides
- Your tap decides the level the hold waits at; with more levels, it moves to the next
- The same decision as on the web, in Trade > Sales > Orders > Holds or Approvals > To Approve
- Each decision is kept on the hold: who, when and the note
The app itself
- Trade Managers open the app on Today; Approvals is in the Menu under Sales
- It needs signal: a decision is sent to the server at once
- Built and in testing, not in the app stores yet
Who uses it
Trade ManagerApproves or rejects holds from the phone, and sees what waits.
OwnerClears credit and rate holds from wherever they are, and reads Today.
Approver named on a chain levelDecides in My approvals, even without the Trade Manager role.
Billing Clerk or Purchase OfficerIs told when their bill, order or write-off is approved or rejected.
Where you use it
- The SmartMy Trade app: Menu > Sales > Approvals, and My approvals (built and in testing, not in the app stores yet)
- Web: Trade > Sales > Orders > Holds, and Approvals > To Approve
- Not on the customer portal: parties do not see holds
What you control
Settings
- Hold Over Credit Limit: on; Hold When Bills Are Overdue: on; Days of Grace: 0
- Purchase Order Limit: 0, which means never
- Trade hold chain: the Trade Managers to start with, with levels you add
Approvals
- Trade hold: credit, rate, purchase order and write-off holds; Trade Managers with no set-up, or your levels with conditions on the kind or amount
- Indent: indents for purchase; Trade Managers with no set-up, or levels by amount
Notifications
- Request Waits for Your Approval: to the approvers of the level, in the app inbox and by email. App push is built in, not switched on yet
- Hold Decided: to the person who asked, when the hold is approved or rejected; in the app inbox and by email
- Approvers also get a to-do on the hold
Questions
Can I approve without signal?
No. The app needs signal to send a decision. Approve on the web, or wait until you have signal.Does a rejection need a reason?
Yes. The app asks why, and the reason is kept on the hold and sent to the person who asked.We have two levels for big credit. How does the app show that?
The first level's approvers see Yours. After their approval the hold moves to the next level, and its approvers see Yours there.Is it on Starter?
No. Holds and their approval come with Growth. Starter has no credit or rate holds.Will I get a phone notification?
Push is built into the app and is switched on once the app is in the stores. Until then you get the email and the app inbox.Related features
ORDERS, PURCHASE AND CREDITCredit limit, overdue and cash-only holdsSome credit bills and sales orders wait for a manager's approval. That is when over the party's credit limit, to a cash-only party, or to a party with overdue bills. Approved, it posts or confirms by itself.ORDERS, PURCHASE AND CREDITRates below the minimum held for approvalGive each item a minimum rate and each party group a largest discount. A bill or sales order with a line below the minimum, or a discount above the limit, waits for a manager. Approved, it goes through by itself.ACROSS SMARTMY TRADEApproval chainsHeld sales, big purchase orders, write-offs and indents go to the right people in order before they go through. With no set-up the Trade Managers approve; you add levels, such as the owner for credit above an amount, without code.BILLING AND STOCKThe SmartMy Trade appOne phone app for the whole shop. The owner sees today's figures, billing staff make and share bills, and anyone with credit work sees a party's ledger and takes payments. Storekeepers receive, dispatch and count by scanning, and managers approve held bills. Each person opens on the screen their work starts from.ACROSS SMARTMY TRADENotificationsParties hear when a credit bill is made, a payment comes in, or an order is confirmed or dispatched. They also hear when a bill falls due or a cheque bounces. The owner gets the day's summary each evening. Email and the in-app inbox need no set-up; WhatsApp and SMS use your message credits.BILLING AND STOCKStock write-offs with a reason and a photoDamaged, expired, lost or sample stock is written off on a slip with the item, place, batch, quantity, the reason and a photo. Every write-off waits for a manager's approval, and only then does the stock leave the books at its cost.
See your shop on it.
Tell us what you sell, how many shops and godowns you run and how you bill today. We will set up your items and parties with you and print your first bill.