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How to restrict Requesters in approval workflows

Updated over a week ago

ApprovalMax allows Account Owners and Organisation Administrators to restrict Requesters in terms of what data they're able to see and work with when creating requests.
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Depending on the request type, you can restrict Requesters to specific values, such as certain Suppliers/Vendors, Tracking Categories or Locations, ensuring they only work with data relevant to their role.
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These restrictions are configured in the Requester matrix when setting up the workflow.
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This is how you apply restrictions in the Requester matrix​

  • Click on the Matrix iconin the first step of the relevant workflow to open the Requester matrix:

  • Add Requesters who should be allowed to create this type of request:

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  • Specify the restriction criteria for each Requester. The available fields will vary depending on the request type (e.g. Bills, Purchase Orders, Sales Invoices) and the connected accounting platform.
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For each available field, you can apply one of the following rules:​

  • Any [field name] – the user can select any value for this field​

  • Matches [field name] – the user can only select specific allowed values​

  • Does not match [field name] – the user is restricted from using the specified values
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    In the example below, Ash Scott can only submit Purchase Orders when the Vendor matches "Liberty Hill Wealth" and the Category matches "Accounts Receivable (A/R)" while Lisa Nelson can submit Purchase Orders as long as the Vendor does not match “Southern Ridge Finance” and the Category does not match “Billable Expense Income” or “Sales”: ​

  • Field types themselves can be defined. Some fields are always mandatory and must be included in every request, while others can be set as either mandatory or optional, allowing you to apply restrictions where needed based on your workflow needs:

  • Once you've configured your Requester matrix, click on DONE and update the workflow.
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For a quick video overview, please watch the video below. ​


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Xero field restrictions

In ApprovalMax, the fields available for restricting Requesters vary depending on the request type and the connected accounting platform. Field types fall into two categories:

  • Always mandatory: the Requester matrix must include at least one value for these fields

  • Configurable: these can be set as mandatory or optional, allowing for additional layers of refinement when restricting Requesters
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For Xero, these are the field restrictions per request type​

Purchase Order fields​

  1. Mandatory: Supplier, Theme​

  2. Configurable: Region, Account, Item, Tax
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Bill fields

  1. Mandatory: Supplier, Tax​

  2. Configurable: Region, Account, Item
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AP Credit Note fields

  1. Mandatory: Supplier​

  2. Configurable: Region, Item, Tax, Account
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AR Credit Note fields

  1. Mandatory: Customer​

  2. Configurable: Region, Account, Item, Tax
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Sales Invoice fields

  1. Mandatory: Customer, Theme​

  2. Configurable: Account, Item, Region, Tax
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Quote fields

  1. Mandatory: Customer, Theme​

  2. Configurable: Account, Item, Region, Tax
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Batch Payment fields

  1. Mandatory: Bank Account, Supplier​

  2. Configurable: n/a
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Xero Batch Payment fields

  1. Mandatory: Bank Account, Supplier​

  2. Configurable: n/a
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Airwallex Batch Payment fields

  1. Mandatory: Bank Account, Supplier​

  2. Configurable: n/a
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Manual Journal fields

  1. Mandatory: Account, Tax​

  2. Configurable: Region
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​Please note: The Contact workflow does not include a Requester matrix. Requesters cannot be restricted for this request type.

QuickBooks Online field restrictions

In ApprovalMax, the fields available for restricting Requesters vary depending on the request type and the connected accounting platform. Field types fall into two categories:

  • Always mandatory: the Requester matrix must include at least one value for these fields​

  • Configurable: these can be set as mandatory or optional, allowing for additional layers of refinement when restricting Requesters
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For QuickBooks Online, these are the field restrictions per request type

Purchase Order fields​

  • Mandatory: Vendor, Category, Product/Service

  • Optional: n/a
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Bill fields

  • Mandatory: Vendor, Category, Product/Service

  • Optional: n/a
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Expense fields

  • Mandatory: Payee: Vendor, Payee: Customer, Payee: Employee, Payment Account, Payment type, Product/Service, Category

  • Optional: Payment method
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Sales Invoice fields

  • Mandatory: Customer

  • Optional: Product/Service, Tax
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Journal Entry fields

  • Mandatory: Vendor, Customer, Employee, Account, Currency

  • Optional: n/a
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Please note: The Vendor workflow does not include a Requester matrix. Requesters cannot be restricted for this request type.

NetSuite field restrictions

For NetSuite-connected Organisations, all fields included in the Requester matrix are treated as mandatory. Requesters must match at least one defined value per field to be able to submit a request.
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Additionally, you can enable and use custom fields to apply more specific restrictions based on your organisation’s needs.
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For NetSuite, these are the field restrictions per request type​

Purchase Order fields

  • Mandatory: Account, Expense Category, Item, Department, Class, Location, Customer, Tax Code

  • Optional: n/a
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Vendor Bill fields

  • Mandatory: Vendor, Account, Expense Category, Item, Department, Class, Location, Customer, Tax Code

  • Optional: n/a
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Expense Report fields

  • Mandatory: Employee, Expense Category, Account, Department, Class, Location, Customer, Tax Code

  • Optional: n/a
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Invoice fields

  • Mandatory: Total Amount, Customer, Sales Rep, Item, Department, Class, Location, Tax Code

  • Optional: n/a
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Journal Entry fields

  • Mandatory: Account, Tax Code, Department, Class, Location

  • Optional: n/a
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Vendor fields

  • Mandatory: Vendor

  • Optional: n/a
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Please note: The Vendor Return Authorization and Sales Order workflows do not include a Requester matrix. Requesters cannot be restricted for these request types.


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