1. Order Management
  2. Sales Orders and Cash Sales
  3. Sales Orders
  4. Approving Sales Orders

Approving Sales Orders

If a sales order has the status of Pending Approval, the order must be approved by someone with authorization before NetSuite can process it.

If you operate a Web store or use online ordering, you can quickly approve sale orders that are automatically generated when your customers order online.

To approve a sales order:

  1. Go to Opportunities > Transactions > Approve Sales Orders.

    A list of orders shows at the bottom of the page.

  2. In the Supervisor field, select a name to filter the sales order list by supervisor.

    Clear this field to show all sales orders pending approval.

  3. Check the box in the Approve column for each sales order you want to approve.

  4. In the Date field, select the date range for the transactions you want to show in the list. The date range you select is reflected in the From and To fields. If you enter a different range in the From and To fields, the Date field automatically shows Custom.

  5. To approve a specific order, enter an order number in the Select Order number field, either manually or by scanning a bar code.

    The Security Match column verifies that the credit card was properly matched for the following:

    • Address Verification Service (AVS) street address match

    • Address Verification Service (AVS) postal zip code match

    • 3- or 4-digit Card Security Code match

    The Amount field shows the total amount of orders you have checked for approval.

  6. Click Submit.

You can now process your sales orders and turn them into cash sales or invoices. To do this, go to Transactions > Sales > Fulfill Orders (Administrator).

Resetting Approval Status

The status of an order that is approved and pending fulfillment can be reset to Pending Approval. If you have permission to approve and edit sales orders, the Status field appears when you edit a sales order that has not been fulfilled. When a sales order is partially fulfilled, the status cannot be changed back to pending approval. For more information about setting permissions, see Approval Routing.

To reset the status, select Pending Approval in the Status field, then click Save. To edit an existing sales order, go to Opportunities > Transactions > Sales Orders and click Edit next to the order.

Requiring Re-approval

You can also require re-approval when someone edits a sales order that was previously approved. However, partially fulfilled sales orders are not affected by this preference. When a sales order is partially fulfilled, the status cannot be changed back to pending approval.

To enable this preference, go to Setup > Accounting > Preferences > Accounting Preferences (Administrator) and click the Order Management subtab. Check the Require Re-approval on Edit of Sales Order box and click Save.

Related Topics

General Notices