In ApprovalMax for QuickBooks Online, you can define how Product/Service and Category conditions behave in the approval matrix by choosing whether they should work together (AND) or separately (OR).
If you're not familiar with setting up approval conditions, check out How to set up an approval matrix.
This is how you set up AND/OR conditions
Go to your Approval workflows under Workflows and settings.
Open the relevant approval workflow and navigate to the approval step where you want to define conditions.
Click on the Grid icon to open the approval matrix:
In the approval matrix, you can specify AND/OR conditions based on the Product/Service and Category fields.
You can either:
Place both fields on the same line to create an AND rule. This rule applies only when both conditions match.
In the example below, Jen King will be an Approver when the Product/Service is “P461-17 – Pump” AND the Category is “Accounts Payable (A/P)”:
Or
Place them on separate lines to create OR rules. This rule applies when either condition matches.
In the example below, Jen King will be an Approver either when the Product/Service is “P461-17 – Pump” and the Category is “Accounts Payable (A/P)”, OR when the Product/Service is “R154-88 – Rock Fountain” and the Category is anything except “Bank Charges”:
To add an additional line in the approval matrix, click on the Three-dot icon next to the Approver's name and select "Add an alternative rule":
Once you've finished setting the rules, click on DONE to save your changes and update the workflow:
Please note: Existing workflows will continue working as expected; this structure simply gives you more control when creating or editing rules.