How to create suppliers directly in ApprovalMax?

ApprovalMax now allows for the creation of a new supplier from directly within the platform, before being processed in Xero, and added to the Xero suppliers list.

Here’s how to configure the platform to allow Requesters to create new Suppliers.

  1. Go to the Purchase Order workflow.
  2. Click on the Matrix button in the first step. This will open the Requester Matrix.
  3. Select “Any existing contact” next to the person for whom you would like to authorize for the new Supplier creation capability
  4. Check the checkbox “Allow to create new Contacts”
After that this person will see "New Contact" button in the interface


Important note: Xero only defines a Contact as a Supplier after receiving a Bill addressed to said Contact.

Technically speaking, ApprovalMax is actually allowing you to create Contacts, as opposed to Suppliers where Xero’s terminology is concerned.

This means that the newly created Contact will not appear in the suppliers list after creation. However, as part of the Purchase Order creation, we have used the Supplier vs. Contact terminology to better reflect the way in which these new Contacts will be used.


Here is how it looks like:

5. ApprovalMax for Xero

  1. How to connect to Xero
  2. Why do suppliers not appear in ApprovalMax after being created in Xero?
  3. How to create suppliers directly in ApprovalMax?
  4. Can I try without using real Xero data?
  5. What happens after an approval/rejection
  6. Supported countries, taxes, currencies
  7. Are attachments downloaded?
  8. How Accountants are notified about an approval
  9. How a lock date is handled
  10. What Xero data does ApprovalMax modify?
  11. Xero data sync period
  12. What "Xero API call rate exceeded" means
  13. Are audit reports sent to the customer with the Sales Invoice?
  14. Why are taxes changed to Tax Exclusive after the PO is sent?
  15. How does the Xero Purchasing Officer find out if an email with the Purchase Order has been sent to the Supplier
  16. What are tracking categories used for?
  17. How can I print an approved PO from Xero?
  18. What is the Requester?
  19. How can I print an approved PO from ApprovalMax?
  20. Reports
  21. Our rules contain base currency values; what if we have a request with another currency?
  22. How to cancel a rejected request
  23. Why does the Item Code not show in the PO PDF?
  24. Why sometimes Audit Reports are not attached to Xero document?
  25. Why Xero requester is not getting notifications?
  26. Why do I get "5015 - Failed to validate signature" error
  27. Can I download multiple Audit Reports in a single archive?
  28. Accrual Report .csv for Xero Manual Journal Entry
  29. What access should Xero users working with ApprovalMax have
  30. How to enable Bill to PO Matching
  31. Who can do Bill to PO Matching
  32. When can Bill to PO Matching be done?
  33. Which Purchase Orders are available for matching?
  34. How to match Bills with their initial Purchase Orders
  35. Why are Bills not pulled from Xero to ApprovalMax?
  36. Advanced settings for Bill to PO matching
  37. How is Bill to PO Matching reflected in reporting?
  38. What is Bill to PO Matching?
  39. Budget Management
  40. How to configure the PDF file of a Purchase Order that will be sent to the customer
  41. Mark PO as Billed
  42. How to split lines?

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