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Approval Rules

Contents

Overview

  • Allows certain actions to be performed while importing orders based on criteria.
    • Works like an if-then statement.
  • Runs after orders are imported during processing stage.
  • Approval rules will work in sequential order and can be reordered once created.

Approval Rule Options

Criteria
  • Destination Address 1
  • Destination Address 2
  • Destination Address Lines (combined)
  • Destination Company
  • Destination City
  • Destination State
  • Destination Zipcode
  • Destination Country
  • There is a separate Ship To address -> Bill-to and ship-to addresses do not match.
  • AVS Code – from Web store
  • AVS Code – authorize or charge during import
  • Shipping Method -> Does not need to match methods in Stone Edge.
  • Product Total -> Do not include $ sign.
  • Weight of order less backorders -> Excludes backordered items from weight calculation; do not include units of weight.
  • Weight of Complete Order -> Based on weights defined in Stone Edge; do not include units of weight.
  • Any SKU in the order
  • Payment Method -> Can be defined in payment methods (Data Functions).
  • CCInfo Field -> From “Orders” table; commonly “Paid” or blank.
  • Email, phone or IP # is in a Do Not Ship To list -> List defined in list maintenance (Data Functions).
  • Credit card charge at import is declined -> Only if charging cards at import is enabled.
    • Parameter ChargeCardsAtImport = True
    • Requires credit card processor setup.
  • Comments
  • MaxMind Fraud Score- > 0-100; where a lower number is less likely to be fraud.
    • Parameter CheckMaxMindAtImport = True
    • Parameter MaxMindKey required (MaxMind credentials)
    • Import must include IP address.
  • Number of Drop Ship Vendors
  • Shopping Cart -> List is from existing shopping carts in Stone Edge.

Conditions

NOTE: Availability depends on criteria.

  • Equals
  • Doesn’t Equal
  • Includes
  • Begins With
  • Is Greater Than or Equal to
  • Is Less Than or Equal To
  • Is Between
  • Is Empty
  • Is Not Empty

Action

  • Approve
  • Do not approve the order
  • Cancel the order
  • Set the shipping method to -> List defined in shipping setup (Shipping Functions).
  • Set the order state to -> List defined in order state rules (Order Functions).

Create an Approval Rule

  1. Main Menu -> Settings (Gear icon) -> Order Functions -> Approval Rules
  2. Click “New”.

  1. Set criteria and condition:
    1. Multiple values can be entered for condition using comma.
    2. Some criteria allow the wildcard character (*).
  2. Set action.
  3. Determine rule type:
    1. If rule has 1 criteria (simple rule) click “Save New Rule”.
    2. Click “OK” to exit screen.

OR

    1. If rule should be compound (rule group) click “Create Rule Group”.
    2. Continue to add criteria and conditions with “Add Criteria” (all actions must be true for rule to trigger).
    3. When done click X in top-right corner.
  2. Rules will be listed in table once saved.

NOTE: only 1 action can be set regardless of simple rule or rule group.

Edit an Approval Rule

  1. Highlight an existing rule.
  2. Click “Edit”.
  3. Make changes to rule.
    1. Click “Cancel” or X in top-right corner to close screen with no changes.
  4. Save changes.
    1. Click “Save New Rule” to save changes (if basic rule).
    2. Click “Add Criteria” to save changes (if rule group).
  5. Click X in top-right corner when done (if rule group).
    1. Popup will close automatically for basic rules.

NOTE: If want to change an approval rule to a rule group, you must create new rule.
Removing all but 1 criteria from rule group valid but still defined as rule group.

Reorder Approval Rules

  • Rules will be listed sequentially by order created.
  • To reorder rules, highlight existing rule and use up and down arrows on upper-right side of screen.

Delete an Approval Rule

  1. Highlight existing rule.
  2. Click “Delete”.
  3. Click “OK”.

NOTE: Steps regardless of simple rule or rule group.

TIPS

  • For approving orders:
    • Set parameter: ReviewAllOrders = False and use approval rules to selectively not approve orders.

OR

    • Set parameter: ReviewAllOrders = Ture and use approval rules to selectively approve orders.

NOTE: having a mix of rules for approval and non-approval can cause issues in logic.

  • Using criteria regarding an address (city, state, country):
    • Use a list including abbreviations and full name if formatting is unknown.
  • Data for conditions can be pasted from data in a text document to lessen chances of error.
  • For cart specific rules create a rule group with the shopping cart condition defined.
Updated on March 24, 2026
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