Purchase Order creation
There are two ways of creating Purchase Orders in ApprovalMax; they can either be created directly in ApprovalMax and routed through the predefined approval workflow, or created in QuickBooks Online and pulled into ApprovalMax as already approved — bypassing the approval process entirely.
Please note: It’s not possible to create a Purchase Order in QuickBooks Online and have it go through the ApprovalMax workflow.
Purchase Order approval
When you submit a Purchase Order for approval, it will run through the predefined workflow. Only when all approvals for a Purchase Order have been collected will it be pushed to QuickBooks Online.
Bill-to-PO Matching
The current Bill Approvers and Administrators of an Organisation can match not yet approved Bills with Purchase Orders that have been approved but not marked as Closed, and state the same currency and Vendor. You'll find more details on matching in our Knowledge Base here.
Marking Purchase Orders as Closed
When a Purchase Order has been fully approved / matched to a Bill, it can be marked as Closed in ApprovalMax and the status Closed will be synced to QuickBooks Online. This status can also be set in QuickBooks Online and synced to ApprovalMax and, if needed, get reversed as well.