There are several options for creating AR Credit Notes which are then run through the approval workflow in ApprovalMax:
AR Credit Note creation in Xero
AR Credit Note creation in ApprovalMax
AR Credit Note creation in ApprovalMax by copying an approved Sales Invoice
AR Credit Note creation in Xero
You can create AR Credit Notes manually in Xero. AR Credit Notes created in Xero must have the status Awaiting Approval, which enables ApprovalMax to pull them over for the approval workflow. Please also have a look at the Knowledge Base article How to set up AR Credit Notes pulling from Xero.
AR Credit Note creation in ApprovalMax
To create AR Credit Notes directly in ApprovalMax, add Requesters to the AR Credit Note creation step in the workflow:
Specify restrictions for Requesters in the Requester matrix:
All Requesters you add to the AR Credit Note creation step get access to AR Credit Note creation in ApprovalMax.
When finished, apply your settings by clicking on DONE in the upper right-hand corner of the Requester Matrix window and update/activate the workflow.
This is how you create AR Credit Notes in ApprovalMax
Click on the + NEW REQUEST button in the top right-hand corner near your avatar:
In the pop-up window, select the request type from the respective Organisation and click on CREATE:
In the AR Credit Note request form, specify the particulars such as Customer, Item details, Quantity, etc.:
When you submit an AR Credit Note for approval, it will run through the predefined workflow.
Once all approvals are in place, the AR Credit Note will be pushed to Xero in the Awaiting Payment status, complete with a full audit trail of the workflow and all attached documents. ApprovalMax allocates 100% of the remaining balance of the Sales Invoice to the Credit Note, applying only the outstanding amount if part of the Sales Invoice has already been allocated by another credit note.
This is how you copy a Xero Sales Invoice to an AR Credit Note
Xero Sales Invoice Requesters who were also added as an AR Credit Note Requester can copy an approved Sales Invoice to an AR Credit Note: