Is it possible to change a Purchase Order after its final approval?

While a Purchase Order has not been fully approved, its Requester has the option to edit the request (this means the Purchase Order will be resubmitted for approval), or to cancel it.

 

As soon as a Purchase Order has been fully approved, it can no longer be changed in ApprovalMax.

If changes are inevitable, however, authorised users are able to make them to the Purchase Order in your accounting software (such as Xero). Any alteration will be synced back to ApprovalMax, who tracks all changes made to a finance document in Xero after it has been approved in ApprovalMax and will notify the Organisation's Administrators - if the "Fraud detection – changes after approval" setting has been activated. You'll find more details here.

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Alternatively, you can create a new Purchase Order and ask to have the previous one rejected/cancelled/deleted either in ApprovalMax or in Xero.

If there have only been changes to the Purchase Order amount to increase it, it's recommended to create a new (additional) Purchase Order for the difference between the two amounts. This will avoid changes in Xero.

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