ApprovalMax determines which default Accounts and Tax rates are applied to transaction lines based on the order of data entry and available records in Xero.
Accounts
In Xero, you can set default Accounts for:
Contacts
Inventory Items
ApprovalMax follows the same logic as Xero and applies your default Accounts in the following order of priority:
1. The default Account for the Inventory Item used in a transaction line (if an Inventory Item is being used)
2. The default Account for the Contact used in the transaction
Depending on the settings and the priority of what's added to a request, there are different scenarios:
Case |
| Purchase Order | Bill |
Contact and Item have Account and Tax specified | First - Inventory Item is added | Item’s Account
| Item’s Account
|
Contact and Item have Account and Tax specified | First - Contact is added. Second - Item is added | Item’s Account
| Item’s Account
|
Contact has Account and Tax specified, Item doesn’t have either | First - Inventory Item is added | Contact’s Account | Contact’s Account |
Contact has Account and Tax specified, Item doesn’t have either | First - Contact is added. Second - Item is added | Contact’s Account | Contact’s Account |
Contact doesn’t have records, Item does | First - Inventory Item is added | Item’s Account
| Item’s Account
|
Contact doesn’t have records, Item does | First - Contact is added. Second - Item is added | Item’s Account
| Item’s Account
|
Taxes
In Xero, you can set default Taxes for:
Contacts
Inventory Items
Accounts in the chart of Accounts
ApprovalMax follows the same logic as Xero and applies your default Taxes for Bills, Invoices and AP/AR Credit Notes in the following order of priority:
1. The default Tax rate for the Contact used in a transaction
2. The default Tax rate for the Inventory Item used in a transaction line (if an Inventory Item is being used)
3. The default Tax rate for the Account code used in a transaction line
For Purchase Orders* only, the Inventory Item's Tax rate is used in preference to the Contact's Tax rate.
Depending on the settings and the priority of what's added to a request, there are different scenarios:
Case |
| Purchase Order | Bill |
Contact and Item have Account and Tax specified | First - Inventory Item is added | Item’s Tax rate | Item’s Tax rate |
Contact and Item have Account and Tax specified | First - Contact is added | Item’s Tax rate | Contact’s Tax rate |
Contact has Account and Tax specified, Item doesn’t have either | First - Inventory Item is added | Contact’s Tax rate | Contact’s Tax rate |
Contact has Account and Tax specified, Item doesn’t have either | First - Contact is added | Contact’s Tax rate | Contact’s Tax rate |
Contact doesn’t have records, Item does | First - Inventory Item is added | Item’s Tax rate | Item’s Tax rate |
Contact doesn’t have records, Item does | First - Contact is added | Item’s Tax rate | Item’s Tax rate |