In ApprovalMax, Administrators can allow Requesters to create new Suppliers while creating a Bill or Purchase Order, before they're processed in Xero and added to the Xero Supplier lists.
To enable Contact (Supplier) creation in Organisations connected to Xero:
Find your Organisation in the main menu, then go to Approval workflows under Workflows and settings:
Open the Purchase Order or Bill workflow.
In the first step, click on the Matrix icon
to open the Requester matrix:
Select “Any existing Contact” (default option) next to the person you want to authorise for Supplier creation and tick the checkbox for “Allow to create new Contact”:
Then click on DONE to save your settings:
Now, this person will see the option New Contact in the Supplier drop-down list:
Important note: In Xero, a Contact is recognised as a Supplier only once an invoice sent from that Contact’s address has been received. From a technical standpoint, while ApprovalMax allows the creation of Contacts, this does not create Suppliers in the specific Xero terminology. This means that a newly created Contact will not appear in the Supplier list right away. However, for Purchase Order creation, we're using the terms Supplier and Contact to better reflect how these new Contacts will be used.
Please note: You can restrict Purchase Order Requesters from viewing Bank Details during Supplier creation in ApprovalMax.