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Pre-Sales Approval Dashboard — User Guide

For Pre-Sales Approvers. Read this once and you'll know everything you need to work in this app.

What this app is about

When the sales team creates an order, the system automatically checks whether all required documents are in place before the order can go to manufacturing. If any document is missing, the order is put on hold.

As a Pre-Sales Approver, your job is to:

  1. Check which orders are on hold and why
  2. Upload the missing documents
  3. Mark items as resolved
  4. Approve the order (fully or partially) when everything is in order

The main screen

When you log in, you see a table listing all orders that need attention.

Each row tells you:

What you see What it means
Order No. The unique number for this order
Client Name The company that placed the order (billing client)
Marketing Client The client whose name goes on the product (may be different)
Product / Brand What was ordered
Order Date When the order was created
Payment Status Whether payment was received — e.g. PAID, PENDING, APPROVED
Pending Items What documents are still missing (e.g. "Drug License, MFG Agreement")
Pending Count How many documents are still missing. When this is 0, the order is ready

What do the statuses mean?

Order Status — the overall state of the order

Status Plain meaning
Order Created The sales team just submitted this order. It is new and waiting for review.
Order Revised The order was sent back and the sales team made changes. It needs to be reviewed again.
Order Rejected The order was rejected. It needs to be corrected before it can proceed.

Payment Status — where the order is in the approval process

Status Plain meaning
Pending Payment information has been submitted but the order is not yet reviewed.
Requirements Pending The order is on hold because some documents are missing. Your job is to collect those documents.
Paid Payment has been confirmed. The order is ready to be approved.
Approved The order has been fully approved and sent to manufacturing. Nothing more to do.
Part Approved The order has been partially approved with conditions. It will return for a final decision.

Pending Item Status — the status of each missing document

Status Plain meaning
Pending This document is still missing. The order cannot move forward until it is provided.
Resolved The document has been received and uploaded. This item is done.
N/A This document is not needed for this particular order.

Using the filters

At the top you'll see three dropdowns. Use them to narrow down the list:

  • Order Status — show only orders in a specific state (e.g. newly created, revised, rejected)
  • Payment Status — show only paid orders, unpaid orders, etc.
  • Pending Items — show only orders missing a specific document (e.g. only orders missing a Drug License)

You can use all three filters together at the same time.

Opening an order

Click any row in the table to open its details on the right side of the screen.

You'll see several tabs:

Tab What you'll find there
Order Info Full order details — client, product, quantities, rates, current status
Client Details Billing and marketing client info — name, address, GST number, Drug License number
Client Licenses The compliance documents on file — Drug License, Food License, GST Certificate
Agreement The Manufacturing Agreement document for this order
Pending Items The checklist of what is missing and what has been resolved
Addresses Billing and delivery addresses for both clients

Understanding pending items

Each order can have up to 5 types of items that may be missing:

  • Advance Payment — payment from the client
  • Drug License — the client's drug license document
  • Food License — the client's food license document
  • GST Certificate — the client's GST registration document
  • MFG Agreement — the Manufacturing Agreement between Saar Biotech and the client

Each item has one of three statuses:

Status What it means
Pending This item is missing and is currently blocking the order. A due date is required.
Resolved This item has been received and uploaded. No further action needed.
N/A This item is not required for this particular order.

How to resolve pending items

  1. Click the order in the main table to open it
  2. Click the Pending Items tab
  3. For each item in the list, use the buttons to set the correct status:
  4. Click Resolved if the document has been received and uploaded
  5. Click N/A if the item is not required for this order
  6. Leave as Pending if it is still missing — and fill in the Expected Date (when you expect to receive it)
  7. Once every item is correctly set, the Save button will become active
  8. Click Save

Note: The Save button stays grey/disabled until every item marked Pending has an Expected Date. If you can't click Save, look for a Pending item that is missing a date.

After saving, the system automatically updates the order's hold status. If all items are resolved, the order moves forward automatically — you don't need to do anything extra.

How to upload a Manufacturing Agreement

If the order is missing a Manufacturing Agreement:

  1. Open the order and click the Agreement tab
  2. Click Upload Agreement
  3. A form will open. Fill in:
  4. File No. — the reference number written on the physical file
  5. Serial No. — the unique serial number of the agreement document
  6. Issue Date — the date the agreement was signed
  7. Expiry Date — when it expires (leave blank if it doesn't expire)
  8. Click Attach File and choose the PDF or photo of the agreement
  9. Click Submit

The agreement will be saved and will appear in the Agreement tab immediately. The "MFG Agreement" pending item for this order will automatically be marked as Resolved.

Expiry warning: If the agreement is expiring within 60 days, it shows in orange. If it has already expired, it shows in red. In either case, a new agreement needs to be uploaded.

How to upload a Drug License, Food License, or GST Certificate

  1. Open the order and click the Client Licenses tab
  2. You'll see two sections — one for the Billing Client and one for the Marketing Client
  3. Find the document you need to upload and click the Update button next to it (e.g. "Update Drug License")
  4. A form will open. Fill in:
  5. The license or certificate number
  6. The issue date
  7. The expiry date
  8. Attach the document (PDF or photo)
  9. Click Submit

The document will be saved against that client.

How to approve an order

Once all the pending items are resolved, you can approve the order. There are two types of approval:

Which button should I use?

Button When to use it
Approve Use this when everything is in order — all documents are uploaded, payment is confirmed, and the order is ready to go to manufacturing with no conditions.
Partial Approve Use this when you want to move the order forward but something still needs to be confirmed or noted — for example, a charge is being verified or there is a special condition. You'll be asked to write a short reason.

Full Approval

Use this when the order is fully in order and ready to go to manufacturing without any conditions.

  1. Open the order and click the Approve button
  2. A form will open asking you to confirm or enter:
  3. Payment amount received
  4. Whether inventory, plate, or cylinder charges apply
  5. Click Submit

The order status will change to Approved and it will be released to the manufacturing floor.

Partial Approval

Use this when you want to move the order forward but with conditions or notes (for example, some charges are still being confirmed).

  1. Open the order and click the Partial Approve button
  2. A form will open asking you to fill in:
  3. Payment amount
  4. Charges (same as Full Approval)
  5. A reason or comment for the partial approval
  6. Click Submit

The order status will change to Part Approved. The system will automatically send a status email with your comments. The order will return for a final decision later.

How to manage client addresses

  1. Open the order and click the Addresses tab
  2. You'll see all saved addresses for both the Billing and Marketing clients

To add a new address: 1. Click Add Address 2. Select the address type (e.g. Billing, Shipping) 3. Fill in the full address details 4. Click Submit

To edit an existing address: 1. Click Edit next to the address 2. Make your changes 3. Click Submit

To set which address is the active one for this order: - Each address row has a small checkbox next to it - If the checkbox is already ticked and greyed out — that is the currently active address - To switch to a different address, click its checkbox and it will become the active one

Common problems and how to fix them

The Save button on the Pending Items tab is grey and won't work → Look for any item with status Pending that is missing an Expected Date. Fill in the date and the Save button will activate.

I uploaded a document but the order still shows it as missing → Go to the Pending Items tab, manually change that item's status to Resolved, and click Save.

I can't find a specific order → Check if a filter is hiding it. Clear the filter dropdowns and look again. Also check that you are looking at the correct order status.

The agreement tab is showing in red or orange → The agreement is either expired (red) or expiring soon (orange). Upload a new agreement.

The order status isn't changing after I save → Refresh the page. If it still hasn't changed, check the Pending Items tab — there may be an item still marked as Pending that needs to be resolved.

I accidentally marked something as N/A but it should be Pending → Just click the Pending button on that item and set the Expected Date. Click Save again.