First Click - Spending Limits

Spending Limits

By creating a hierarchy of contacts with spending limits, you can delegate the timely order process to your site teams. With site teams building orders for the things they need on site, there will be less risk of the wrong equipment or supplies arriving on site.

If you prefer, you can set the spending limit for every contact to zero. Setting the limit to zero will allow your teams to create requisitions to be approved or amended by you before the order is processed.

How Spending Limits Work

The normal web shopping process is followed. Hire Equipment and/or supplies are added to the shopping basket and depending on the spending limit you set, the order will either be sent to First Response or to you (or one of your colleagues) for approval.

Requisitions

All orders that exceed a spending limit or have a zero limit created are converted to a simple requisition. The Checkout button is automatically replaced with one named ‘Request Approval’. Once request approval has been pressed and email is generated & will look like this:

david.wilson@abclconstruct.org to: peter.wilson@abcconstruct.org

David

Selecting ‘Reply’ will take you to the order created in First Click. When viewing the order you have three options:

1. Approve the order

2. Edit the order

3. Cancel the order

4. Raise a query

All Requisitions/Orders can be found at any time from the main menu under ‘Orders’. They are categorised as the following:-

> Approved Requisitions

> Pending Orders

> Confirmed Orders

> Cancelled Orders

Wilson of ABC Construction has created an order requisition that requires your approval.

Creating Requisitions

Once you have allocated spending limits your buyers, site and office teams can create their own orders. Unless you have asked us to implement product restrictions, your colleagues will be able to build their own hire and sales orders from the large range of products on our website. Your agreed prices will be displayed once signed into First Click.

Once the order has been completed, if the spending limit has not been exceeded the order will be sent to First Response. A confirmation email will confirm receipt of the order.

If the spending limit has been exceeded including where a zero limit has been applied, then approval will need to be sent. This is done by selecting the ‘Request Approval” button, as shown below:

Once Request Approval has been selected a list of contacts will appear. Select the contact to whom the approval request should be sent and select send. The nominated approver (providing they have a higher spending limit) will receive an email notifying them an order has been raised waiting for their approval (see the example on the previous page).

Order Menu

Whilst the order is waiting to be approved, it will be moved to the ‘Approval Requests’ tab. This can be found under Orders on the main First Click menu. When approved it will move to the pending tab, awaiting fulfilment by the First Response team.

Approving Requisitions

When the email requesting approval is received, clicking on the reply button will take the person who has been sent the email, to the requisition. Once viewing the order, the approver has the ability to do a number of things:

1. Approve the order - it will be sent to First Response.

2. Amend the order - it will be sent to First Response with the amended items.

3. Cancel the order - it will be deleted from the system

4. Query the order - a comment is attached & returned to the requester

Confirmation emails of the chosen action are sent to the requester.

Audit Trail

At the bottom of the order is a complete audit trail. This will show all communications conducted via the web chat relating to the order.

Querying Requisitions

During the order process the web online chat facility may be used. This is a convenient method of communication and may be used for queries by the First Response team.

When the First Response team raise a query you will receive an email notification, which may look like this:-

First Response Site Services Order query email-Message from First Response To: david.wilson@abcconstructltd.com

Dear David

First Response have a query on your web order WO-000077

John Smith has sent a message

Messages:

John Smith David Wilson 01/11/2023 11:07

Hi David. I have reviewed your order and notice you have not requested any points or chisels. Can you please confirm how many you require. Thanks.

if you are already signed into First Click then clicking on the button labelled “Reply in my orders” will take you to the order. If not, you will need to enter your password on the sign in screen before being taken to the comment.

The order can also be accessed by navigatiing to Orders, where it will be accessible from the Pending folder. The message above will appear in the footer of the order:-

Replying to queries

Replying to the query

Once you have opened the order you will see the message on the footer.

Below the message is a text box. Type your response here and click send. An email will be generated and sent to the First Response team, as shown below: