Setting up workflows
Do Tracking Categories affect how Budget Checking is applied to requests?
Yes, Tracking Categories do have an effect because they are a filtering option. If you upload a budget for a specific Tracking Category, it will be applied against the line with this Tracking Category+Account. Please note: the overall budget, which ...
How can I copy rules from one user to another? (QuickBooks Online)
ApprovalMax provides Organisation Administrators with the option to copy rules between Requesters and Approvers within the same step and matrix. Here is how this can be done: In the main menu, select the Organisation in which you want to copy rules ...
How to set up an auto-approval step (QuickBooks Online)
In the main menu, select the Organisation for which you want to specify an auto-approval step. Then go to "Approval workflows" under "Workflows and settings": Open the workflow for which you want to specify an auto-approval step and click on the “+” ...
What is the auto-approval step? (QuickBooks Online)
The auto-approval step is an additional first step in workflows (except Vendor approval workflow) that's available during trial periods and Advanced feature trial periods and in Advanced/Premium plans. In this step, you can enter conditions for the ...
I have a Standard plan, where can I find and set up an auto-approval step? (QuickBooks Online)
Auto-approval steps are only available with an Advanced/Premium subscription. If you'd like to use the auto-approval feature, you can request a free Advanced feature trial for 14 days or upgrade your subscription. Please contact support team if you ...
Can I create Departments in ApprovalMax that have different Approvers? (QuickBooks Online)
You can use QuickBooks Online Classes for this purpose. This is how it works: First, create Classes in QuickBooks Online such as Production, Marketing, Sales, etc. Then, assign each Class to an Approver in the workflow:
Can I specify how many Approvers need to approve in order to authorise a step? (QuickBooks Online)
ApprovalMax supports two approval conditions: “All” and “Any of”. They determine how many of the Approvers are required to complete the step — either all or only one of the assigned Approvers. Unfortunatey, you can currently not select any particular ...
Approval decision policy (QuickBooks Online)
If you have the same Approvers in several steps of an approval workflow, you can decide whether they all have to approve in each and every one of the steps, or if the approval decision made in the first step is to be applied to all other steps too. ...
Can I restrict Requesters in terms of amounts? (QuickBooks Online)
Unfortunately, no. Requesters are allowed to create requests of any amount, they cannot be restricted in this regard. All requests will then be routed to the proper Approvers.
What happens if the Default Approver approves a request (QuickBooks Online)?
The Default Approver is a person specified in the approval step to cover cases where no Approver has been assigned based on the rules in the approval matrix. Consequently, the Default Approver's approval does authorise the step. However, the ...
How can I apply changes made to the approval workflow for not yet approved requests?
Normally, if you make changes to your approval workflow, they will only be applied to new requests. However, it is possible to apply new workflow settings to already created but not yet approved requests by clicking on "Start over". You can do this ...
Why requests are getting auto-rejected or auto-approved?
Approval requests are getting auto-rejected (or auto-approved) if there are no approvers for them according to the approval workflow settings. The setting that defines whether request will be auto-rejected (set by default) or auto-approved, is called ...
What is a Default Approver?
When a new inventory item, or classes/locations are added in QuickBooks Online, chances are that this is not reflected in the approval matrix. To avoid an automatic approval of such not yet allocated requests, a “Default Approver” can be specified ...
How can I set a "Does not match" condition in the approval matrix?
In the approval matrix, you can specify rules that determine which Approver will be selected for each particular Bill / Purchase Order. Conditions are set based on the master data received from QuickBooks Online: Vendors, Classes, Locations, etc. ...
Approval conditions
In any approval step, there can be multiple Approvers. If this is the case, you can specify how such a request should be handled. For this, you can choose between two approval conditions: “All” and “Any of”. They determine how many of the Approvers ...
How can I copy workflow settings to another Organisation? (QuickBooks Online)
ApprovalMax supports a tool that allows to copy a workflow setup between different workflow types in the same Organisation and between different Organisations under the same account. The Copy Workflow tool helps to reduce the time needed for the ...
How is the due date calculated?
During the workflow setup, you can specify a point in time by which a particular approval step should be finalised. Such a due date is currently determined this way: when a document is being created, ApprovalMax calculates right away the date and ...
How can I set up an approval deadline?
During the workflow setup, you can specify a point in time by which a particular approval step should be completed. To do so, click on the "clock" icon in the approval step and set the time by which the decision should be made. Save your changes by ...
Which fields can be set as mandatory/optional? (QuickBooks Online)
For some fields you can select whether they should be mandatory or optional for Requesters to fill in during Purchase Order/Bill creation. This can be set in the Requester matrix of the "Purchase Order/Bill Approval" workflow for your QuickBooks ...
How alternative rules in the approval matrix work
The rules that determine which Approvers will be selected for each particular Bill / Purchase Order can be set in the approval matrix. The conditions are based on the master data received from QuickBooks Online: Vendors, Products/Services, Locations, ...
Parallel and sequential approvals in QuickBooks Online
ApprovalMax supports both parallel and sequential approvals for documents. Set up parallel approvals if you have several Approvers in one step and want either any or all of them to make an approval decision. Set up sequential approvals if you have ...
How can I set up approval steps?
This is how you set up approval steps: Navigate to the main menu in the upper left-hand corner . Select your Organisation, and open "Approval workflows" page under "Workflows and settings" section: Connect to your Quick Books Online Organisation (if ...
How can I set up an approval matrix?
This is how you define the conditions for the selection of Approvers in a step: In the step, click on the icon “Approval matrix” If necessary, add Approvers for this step via the button Specify the conditions that will determine who approves what. ...
Can I copy the rules between Requesters/Approvers? (QuickBooks Online)
Yes, ApprovalMax does support the copying of rules and restrictions from one workflow participant to another.
Can the second approval step be bypassed if the Approvers are the same ones?
By default, if the Approvers in the second step are the same ones as in the first step, it is still not possible to bypass the second step to save them from having to approve twice. ApprovalMax will follow your workflow even if the responsible ...
Is it possible to modify any of the fields in Purchase Orders/Bills with ApprovalMax?
Unfortunately, this kind of customisation is not possible because ApprovalMax has to be compliant with the data that QuickBooks Online can receive. That's why it's not allowed to create additional fields or rename existing ones.
What is the Safety Catch?
The Administrator of an Organisation can specify how the system will handle requests for which there is no Approver added according to the approval workflow setup. Such requests can be automatically approved or rejected. Go to the main menu, select ...
How can I specify instructions for Requesters?
An Organisation's Administrator can provide a message that will be shown to Requesters during Purchase Order/Bill creation. This is how instructions for Purchase Order Requesters can be set up: In the main menu select your Organisation and open ...
How can I enable the creation of Vendors in ApprovalMax?
ApprovalMax allows the creation of new Vendors right within the platform, before they're being processed in QuickBooks Online and added to the QuickBooks Online Vendor list. This is how you configure ApprovalMax to enable Requesters to create new ...
How can I hide Categories/Items for QuickBooks Online Purchase Order?
It is possible to hide QuickBooks Online Categories/ Items from the PO creation form. This is how it can be done by a company Administrator: In the main menu select your Organisation and open "Approval workflows" page under "Workflows and settings" ...
How can I make "Class" a mandatory field?
Class — this is an awesome feature in QuickBooks Online that lets you create additional categorisations for each line item. ApprovalMax fully supports Classes, and Requesters can select a Class during Purchase Order/Bill creation. You can easily ...
What are classes and locations used for?
In QuickBooks Online, you can set up classes and locations to see how the various areas of your business are performing (such as departments, distribution channels, different services and products). You can find more information on how to set up ...