How to approve an Order?

Introduction

This article guides Seller Admins through the process of approving orders for subscriptions configured for manual approval. It covers the complete approval workflow from receiving email notifications to completing the order approval process through the reseller portal.

In this article:

• Email Notification Process
• Order Approval Form
• Completing the Order Approval
• Order Status and Tracking

Email Notification Process

Every new order for a subscription configured for manual approval must be reviewed and approved by a Seller Admin. The approval process begins when an order is placed.

When an order is submitted, two email notifications are sent simultaneously:

1. Customer receives an order confirmation email with order details, informing them that provisioning may take some time
   
2. Seller Admins receive an approval request email with order details and links to update the order status

The Seller Admin approval email contains two clickable links for order management:

• Link at the top of the email: "Click here to update the order status once you process it"
  
• Link at the bottom of the email: "Please update the order status once you process it"
  
  

Both links redirect to the same order approval form in the reseller portal.

Order Approval Form

Clicking either approval link redirects the Seller Admin to the order approval form in the reseller portal. The form displays the order details and contains five fields for completion.

Form Fields

Mandatory Fields:

1. Start Date - The day of offer provisioning
   • Preconfigured by default to the order placement date
   • Can be changed to an earlier date if needed
2. End Date - The day of offer expiration
   • Contains a special "To infinity" option that sets the expiration date to "31-12-9999"
   • This creates a lifetime endless subscription
3. Vendor Subscription ID - The subscription ID on the vendor's side
   • Helps vendors associate the subscription with end users
   • Essential for tracking subscriptions

Optional Fields:

1. Vendor Order ID - The order ID on the vendor's side
2. Place your note here - Additional information that Seller Admin can append to the order

Form Activation

The "Complete order" button becomes active only after all mandatory fields are filled in. The form also includes a "Reject order" button for declining orders.

Completing the Order Approval

Order Approval Process

Once all mandatory fields are completed:

1. Click the "Complete order" button
   
2. A success message appears: "Completed | Approval of [Order Details] purchased"
   
   
3. The message confirms: "Your approval has been successfully operated to process"
4. The form page can be closed

Order Rejection Process

If the Seller Admin chooses to reject the order:

1. Click the "Reject order" button
2. The form disappears
3. A rejection message appears: "Rejected | Approval of [Order Details] purchased"
   
   
4. The message confirms: "Your approval has been successfully operated to process"

Order Status and Tracking

Orders Page

After approval, the order appears in the Orders page with the following details:

• Order number and type
• Processing date
• Status: "Provision finished" or "Completed"
• Additional information column

Subscriptions Page

Approved orders also appear in the Subscriptions page, showing:

• Subscription details
• Active status
• Billing information
• Subscription duration

Summary

The order approval process ensures that Seller Admins maintain control over subscription provisioning for manually configured orders. The streamlined email notification system and user-friendly approval form enable efficient order management while providing comprehensive tracking capabilities through the Orders and Subscriptions pages.

Related Content

• How to place an Order?
• Orders Overview