🧩 Buying Policy System Overview

Buying Policies in DJUST define how customer orders are approved before being sent to suppliers.

🔗 Association to Customer Accounts

• Each Buying Policy is linked to a specific Customer Account.
• Users within the same account may have different roles in the purchasing process.

👥 Roles in the Buying Workflow

A Customer Account can include two distinct roles:

• Buyer: A user who creates and submits an order.
• Approver: A user responsible for validating the order before it reaches the supplier.

⚠️

Attention

Both the Buyer and the Approver must belong to the same Customer Account.

✅ Order Approval Process

1. Order creation
   • A Buyer initiates a new order from the store.
   • Once submitted, the order enters the status: Waiting customer approval
2. Approver notification
   • If enabled in Settings > Email templates editor, DJUST automatically sends an “Order validation” email to all approvers in the Customer Account.
   • This informs them that an order requires validation.
3. Approval by Approver
   • An Approver reviews and approves the order.
   • Once approved, the order moves to the next stage: Waiting supplier approval.

💡

Note

Only one Approver is required to validate the order.

🔄 Buying Workflow

sequenceDiagram
    participant Buyer
    participant System as Djust
    participant Approver
    participant Mailer as 📧 Email Notification

    Buyer->>System: Create an order
    activate System
    System->>System: Status = "Waiting customer approval"
    System-->>Buyer: Order created successfully
    System->>Mailer: Send "Order validation" email
    Mailer-->>Approver: Email received (if enabled)
    deactivate System

    Buyer->>Approver: Request approval
    activate Approver
    Approver->>System: Approve the order
    activate System
    System->>System: Status = "Waiting supplier approval"
    System-->>Approver: Order approved successfully
    deactivate System
    deactivate Approver

⚙️ Updating Buying Policies

• Buying Policies cannot be edited directly from the Djust BackOffice.
• Any changes must be performed via external integration, such as API updates or file imports.

⚠️

Attention

Changing a Buying Policy impacts all pending associated orders.

🔄 Updating Approvers via API

The following Administration API route allows you to update the list of approvers for a given Buying Policy:

• API Endpoint: PUT /v1/buying-policies/{id}/approvers

Body format:

   {
 "approverIds": ["0000002771", "0000004197"]
   }

⚠️

Attention

This operation uses REPLACE mode by default:
Submitting a new list replaces all existing approvers with the new list provided.

Impact on Existing Orders

When the list of approvers on a Buying Policy is updated, DJUST applies the change to pending orders as follows:

• All existing orders linked to the policy that are still awaiting customer approval (status WAITING_CUSTOMER_APPROVAL) will have their approver(s) reassigned according to the updated list.
• Only approvals with status WAITING_APPROVAL will be updated.
• Orders that are already in or beyond the CUSTOMER_APPROVED status are not affected.

sequenceDiagram
    participant Admin as 👤 Platform Operator (Admin)
    participant API as 🔗 DJUST API
    participant Orders as 📦 Affected Orders

    Admin->>API: Updates approver list for a buying policy<br>PUT /v1/buying-policies/{id}/approvers
    activate API
    API->>API: Replace approvers in policy
    API->>Orders: Find orders in WAITING_CUSTOMER_APPROVAL
    loop For each order with approvals in WAITING_APPROVAL
        API->>Orders: Update approver(s) on order
    end
    API-->>Admin: Approver update successful
    deactivate API

🔄 Updating Buyers via API

It is also possible to update the list of Buyers assigned to a Buying Policy via API. This allows platform operators to adjust who is allowed to initiate orders that follow a specific approval workflow.

• API Endpoint: PUT /v1/buying-policies/{id}/buyers

Body format:

{
  "buyerIds": ["0000002771", "0000004197"]
}

⚠️

Attention

This operation uses REPLACE mode by default:
Submitting a new list replaces all existing buyers with the new list provided.

Impact on Existing Orders

When buyers are updated on a Buying Policy, DJUST will perform logic to update linked orders if they are still in early stages.

✅ Update scenarios

1. If no related orders exist:
   1. The Buying Policy is updated, no other impact.
2. If related orders exist in early stages (< WAITING_SUPPLIER_APPROVAL) and:
   1. A buyer is removed from the policy:
      1. Their associated order approval entries are deleted.
      2. If no other approval is required, the order is automatically promoted to WAITING_SUPPLIER_APPROVAL.
   2. A buyer is added to the policy:
      1. Any of their pending orders (not yet validated) will be enriched with approvals defined by the updated policy.

📘

Note

Only orders in which all approval statuses are WAITING_APPROVAL are affected.
Orders that are already approved, rejected, or past CUSTOMER_APPROVED are not updated.

sequenceDiagram
    participant Admin as 👤 Platform Operator (Admin)
    participant API as 🔗 DJUST API
    participant Orders as 📦 Affected Orders

    Admin->>API: Submits buyer update<br>PUT /v1/buying-policies/{id}/buyers
    activate API

    API->>API: Replace all buyers on policy

    API->>Orders: Identify related orders in early stage
    loop For each order
        alt Buyer removed and order has no valid approver
            API->>Orders: Remove approval, auto-advance to WAITING_SUPPLIER_APPROVAL
        else Buyer added to policy
            API->>Orders: Enrich with approvals from updated policy
        end
    end

    API-->>Admin: Update successful or warning returned
    deactivate API