This setting is relevant for Xero Purchase Order, Bill, AP/AR Credit Note and Sales Invoice workflows.
ApprovalMax allows the proper tracking of documents that were created and then approved directly in Xero, without going through the appropriate approval workflow in ApprovalMax. Organisation Administrators are notified about such activities as they could potentially be a sign of fraud.
This is how you activate the feature:
Find your Organisation in the main menu and go to Approval workflows under Workflows and settings:
Open the respective workflow and click on the Gear icon:
In the Fraud Detection section, navigate to the setting Fraud Detection — bypassing the approval workflow:
To have Administrators notified, select "Pull this document to ApprovalMax" under Fraud Detection — Bypassing the Approval Workflow and set a date. Then activate the checkbox for "Notify the Organisation Administrators about documents that bypassed the ApprovalMax workflow".
Apply your settings by clicking on SAVE CHANGES in the upper right-hand corner of the Workflow Settings window and update/activate the workflow.
This is how it works:
An accountant creates and approves a document directly in Xero.
During the next synchronisation between Xero and ApprovalMax, this document will be pulled to ApprovalMax and marked as Approved. There will also be a comment saying that this request was approved directly in Xero without going through the predefined workflow in ApprovalMax.
The Organisation Administrators will be notified about this activity by email.
Please note: If such documents are not pulled to ApprovalMax, no notification will be generated.
Important note: Activating this feature is useful for businesses wanting to ensure that all finance documents are routed through ApprovalMax for managerial approval. However, if a company creates and approves such documents directly in Xero as part of their normal process (e.g. in an order management software), turning on this feature may cause the Administrators being flooded with notification emails, and lots of finance documents sent for approval to ApprovalMax unnecessarily.