Purchase Order workflow
Do attachments in the comment section get published to QuickBooks Online?
No, attachments in the comment section are for internal use only and don't get pushed to QuickBooks Online after approval; the same goes for all the comments.
Do any attachments in rejected approval requests get published to QuickBooks Online?
No. Purchase Orders/Bills that were created directly in ApprovalMax only get pushed to QuickBooks Online once fully approved. Rejected approval requests, and their attachments, always stay in ApprovalMax.
How can I change the currency in QuickBooks Online Purchase Orders?
Provided that your Intuit account features multi-currency support and you managed "Currencies" in the advanced settings of your QuickBooks Online Organisation, you can specify a different currency (other than your home currency) for a Supplier: ...
How can I print an approved Purchase Order? (QuickBooks Online)
Once a Purchase Order has been approved, ApprovalMax generates a PDF for this Purchase Order and attaches it to the Purchase Order in ApprovalMax. It is also possible to download this PDF in QuickBooks Online itself. To do so, click on the "Print" ...
Can I set a default text for emails to the Vendor?
Currently, it is not possible to set such a text by default. Instead, you need to manually add the information in the respective box each time you want a Purchase Order to be sent to a Vendor, as shown below:
Can I match QuickBooks Online Bills and Purchase Orders?
Yes, this is now possible. You can learn more how to match Bills with POs in the matching category.
How does the approval of QuickBooks Online Purchase Orders work?
ApprovalMax enables the setup of multi-step approval workflows for Purchase Orders. Users of QuickBooks Online connected Organisations can create Purchase Orders directly in ApprovalMax. This is how the approval of Purchase Orders created directly in ...
How can I restrict the Requesters of Purchase Orders?
ApprovalMax allows to restrict Requesters in terms of what data they're able to see and work with when creating Purchase Orders. You can, for example, configure their access rights for Purchase Order creation in a way that individual Requesters are ...
How can I make Purchase Order fields mandatory?
During the configuration of the Requester matrix you can decide for some fields whether they are to be mandatory, or optional. This is how you make certain fields mandatory: Click on the "Menu" button in the upper left-hand corner, select your ...
When is the Purchase Order number assigned?
As soon as a Purchase Order that you created is fully approved and sent to QuickBooks Online, its Purchase Order number is assigned automatically. These numbers ascend incrementally. Please note: this is only the case if the "Custom No" option has ...
Are files attached to a Purchase Order sent to the vendor?
A PDF file containing only the Purchase Order itself will be emailed to the vendor after its final approval. If you attach any files to the Purchase Order, they will not be sent. However, when you select that your Purchase Order should be sent ...
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 ...
Is it possible to put QuickBooks Purchase Orders on hold?
Currently, ApprovalMax does not support a "put on hold" functionality. All requests waiting for your approval are in the "Requires my decision" section:
Does ApprovalMax support a review and editing functionality for QuickBooks Online Purchase Orders?
Unfortunately, no. Purchase Orders can be modified exclusively by the person who created them (the Requester), and only up to the point of full approval. If any changes are applied during the approval workflow, the respective Purchase Order will ...
Does ApprovalMax support Budgeting for QuickBooks Online users?
Currently, ApprovalMax does not support Budgeting for QuickBooks Online. However, we are planning to support budgets at a later time. Unfortunately, we cannot commit to a time frame right now.
Is there a way we can make QuickBooks Online Purchase Orders look more company branded?
Yes, that's definitely doable, however, you'll need to do that on the QuickBooks Online side. If you change the master form style in QuickBooks Online, this will be applied to all Purchase Orders you raise and send to QuickBooks Online via ...
Is it possible to amend a vendor in ApprovalMax?
At the moment, ApprovalMax does not support the editing of vendors that have been created in QuickBooks Online or directly in ApprovalMax.
Can we have the request number when submitting it for approval?
Currently it works this way: ApprovalMax does not allocate the next Purchase Order/Bill number as QuickBooks Online does this for us to ensure that the numbers don't get duplicated. Please note: this is only the case if the "Custom No" option has ...
How to automatically email QuickBooks Online Purchase Orders to a vendor
ApprovalMax allows to set up an email that will be sent to vendor once a QuickBooks Online Purchase Order has been fully approved - if the checkbox “Automatically email approved Purchase Order to vendor” has been ticked. Responsible for this ...
Does ApprovalMax pull product/service items from QuickBooks Online?
You cannot create products/services in ApprovalMax, they need to be configured in QuickBooks Online in a specific way. ApprovalMax does only pull those products/services entries from QuickBooks Online that are marked as "I purchase this ...
Attaching files to Purchase Orders (for QuickBooks Online)
During the creation of Purchase Orders for QuickBooks Online, you can attach files. However, some technical limitations do apply: File extensions — PDF, Word, Excel, Images (same as in QuickBooks Online) Max. file size — 25 MB Max. amount of files — ...
How do I select the currency for a QuickBooks Online Purchase Order?
During Purchase Order creation, you can use either the currency which is set for the selected supplier or the default QuickBooks Online currency.
Why is there no place to enter a PO number during Purchase Order creation?
QuickBooks Online auto-populates a PO number when the Purchase Order has been approved in ApprovalMax.