Troubleshooting
Business validation errors: reasons for why a request gets rejected (QuickBooks Online)
Occasionally, requests get rejected by QuickBooks Online after the final approval in ApprovalMax. Below we explain some of the most common error codes and what to do about it: Error Explanation Troubleshoot steps Select an account for this ...
Is it possible to add a logo to QuickBooks Online Purchase Orders?
QuickBooks Online only allows to customise sales documents, therefore, logos/signatures cannot be added to Purchase Orders.
Why does the amount of a request pulled from QuickBooks Online differ in QuickBooks Online and ApprovalMax?
When ApprovalMax pulls requests (Bills/Purchase Orders/Expenses) created in QuickBooks Online, the Line Amounts may differ in ApprovalMax and QuickBooks Online: This happens if Amounts are Tax Inclusive and is due to a technical limitation: ...
Can I as an Administrator edit not yet approved Bills/Purchase Orders on behalf of the Requester? (QuickBooks Online)
Only Requesters can amend Bills/Purchase Orders created in ApprovalMax up to the point of final approval. Administrators can force a decision but cannot edit a request if he/she is not the Requester for that particular request.
Is it possible for the Administrator to be notified about approvals/rejections? (QuickBooks Online)
If the Administrator is not an Approver or Requester, they will not be notified about approvals/rejections. As a workaround it is possible to build a report for approved/rejected requests and email it according to the schedule. Or add Administrator ...
Why can I not offboard a user? (QuickBooks Online)
If, while setting replacements during offboarding, you see below message: you'll need to check your approval workflows (including inactive ones) and select at least one Approver/Requester per step. After setting at least one Approver/Requester per ...
What if I set a manual exchange rate for my document and then delete it? (QuickBooks Online)
If you delete a manual exchange rate, the automatic rate will be applied to documents based on the document date.
What if I need to resubmit a request that's not in the default currency and has a document date in the future? (QuickBooks Online)
For requests whose document date lies in the future, the automatic exchange rate will be applied based on the current date (unless a manual rate has been set) and will be recalculated every day until reaches the document date. If you change a request ...
I set a request date in the past, will the exchange rate be automatically calculated based on this date? (QuickBooks Online)
Yes, the automatic exchange rate is calculated based on the document date.
Will the automatic exchange rate be recalculated if I edit a request before its final approval? (QuickBooks Online)
No, the automatic exchange rate will not be recalculated based on the date of editing.
What is the QuickBooks Online manual exchange rate?
Organisations with multiple currencies struggle to provide the required exchange rates for specific requests: currently all requests are created with the current rate, which works fine for today's and future dates but fails to meet the expected ...
Does ApprovalMax sync custom fields from QuickBooks Online?
Yes, ApprovalMax syncs up to 3 custom fields from QuickBooks Online. In order to do so, create the custom fields in QuickBooks Online and enable them for Purchase Orders and Invoices: Then disconnect and reconnect the ApprovalMax Organisation to sync ...
Why is my Purchase Order getting rejected by QuickBooks Online with the error "Business validation: you must select an account"?
In QuickBooks Online Organisations you can hide a Category and if that's the case, it's not mandatory to state a Category in Purchase Orders. But sometimes QuickBooks Online rejects Purchase Orders with the error "Business validation: you must select ...
Can I set a default text for Emails to the Vendor?
Yes, ApprovalMax allows to set up a template for Emails to the Vendor. Learn more about how to do it here.
Is it possible to copy a Purchase Order to a Bill without the attachments? (QuickBooks Online)
Currently, when copying a Purchase Order to a Bill, all Purchase Order attachments are copied together with the Purchase Order audit report. It is not possible to choose whether you want to copy the Purchase Order's attachments as well. However, once ...
How can I add a product/service in a Purchase Order?
ApprovalMax pulls all products/services from QuickBooks Online (there is no option to create it directly in ApprovalMax). Please make sure that the checkbox "I purchase this product/service from a vendor" has been ticked in QuickBooks Online:
How can I restrict Approvers from changing Approvers on the fly? (QuickBooks Online)
If you want to restrict Approvers from changing or adding Approvers in the request itself, please contact the Customer Support team. We will then enable a special feature for your Organisation, which prevents that Approvers can make such changes. ...