Batch Payment Workflow
How can I specify instructions for Xero Batch Payment Requesters?
An Organisation's Administrator can provide a message that will be shown to Requesters during Batch Payment creation. This is how instructions for Batch Payment Requesters can be set up: Select your Organisation under the main menu icon (in the ...
Why is a Bill that's part of an approved Batch Payment still Awaiting Payment?
This could be a case of partial payment. The Amount Due, i.e. the amount left to pay (calculates as the total amount minus any payments), gets updated during the next synchronisation with Xero. If the due amount is not equal to zero it means your ...
Xero Batch Payments: partial payment
ApprovalMax supports partial payments for Xero Batch Payment requests. Here is how it works: Click on the button in the right-hand corner. In your Organisation, select Batch Payment and click on CREATE A REQUEST: You can now add Bills to a Batch ...
How many Bills can I add to a single Batch Payment?
When creating new Batch Payment documents you can add up to 200 Bills to each Batch Payment.
How can I restrict the Requesters of Xero Batch Payments?
ApprovalMax allows to restrict Requesters in terms of what data they're able to see and work with when creating Batch Payment requests. You can, for example, configure their access rights so that individual Requesters are only allowed to select ...
How can I add Bills that were created and approved directly in Xero to a Batch Payment?
To have all Bills from Xero pulled to ApprovalMax for further management with the Batch Payment Creation and Approval workflow, you need to activate the option “Fraud detection – bypass the approval workflow” in a Bill Creation, Review and Approval ...
Do Requesters of Batch Payments need access to and be a Requester in the Bill Creation, Review and Approval process?
No, the Requesters of Batch Payments do not necessarily need to be added to a Bill workflow. However, they will have access to all Approved and Awaiting Payment Bills according to the settings in the Requester matrix for the Batch Payment Creation ...
In which currency can I create a Batch Payment?
Due to Xero restrictions, Batch Payments are always created in the base currency of the respective Organisation. If a Bill is in a different currency, it cannot be added to the Batch Payment.
Can I attach documents to a Batch Payment?
No, it is not possible to add attachments to Batch Payment requests.
How to create a Batch Payment
This feature is available in beta, please contact support if you're interested in giving it a try. How to enable Batch Payment creation: To enable the creation of Batch Payment requests in ApprovalMax, the Batch Payment Creation and Approval workflow ...
Batch Payment approval process: feature disabling
In case of a downgrade or when an Organisation's subscription has expired, the Batch Payment request feature becomes a Read Only feature.
Batch Payment approval process: who will be notified, and when?
Requesters are notified about approvals and rejections Approvers are notified when their decision is required
How can Requesters amend a Batch Payment request before its approval?
Pending Batch Payment requests can be amended by their Requesters. In order to edit a Batch Payment record, click on EDIT: Edit the respective fields and resubmit the request for approval. Please note: the approval process will start from scratch.
What validations are performed during Batch Payment creation and the submission for approval?
All Bills have the status Awaiting Payment The Requester has selected a Bank Account from the ones available to them (workflow settings applied) Due to Xero restrictions, there can only be less than 200 Bills per Batch Payment No Bill is part of any ...
When will a Batch Payment created in ApprovalMax be reflected in Xero?
Batch Payments requested in ApprovalMax will be synced to Xero immediately after their full approval.
Who can edit Batch Payment requests after they were submitted for approval?
The person who has requested a Batch Payment can edit and resubmit that Batch Payment request for approval up to the point where this Batch Payment is fully approved:
How are Batch Payments reflected in reporting?
Users with the Administrator or Auditor role have access to a reporting tool. An Organisation's Administrator can set up new reports to suit their needs. This is how you create such a report: On the Reports page, start creating a new report by ...
Can I create/approve Batch Payment requests in the mobile app?
Yes, absolutely. In the mobile app: • Requesters can create Batch Payment requests and submit them for approval • Approvers can approve/reject Batch Payment requests, reassign requests to other Approvers, and communicate with the Requester and ...
Can I search for Batch Payments?
Yes, ApprovalMax does have a search function for Batch Payments. In the Search pop-up, select the request type (Batch Payment), set additional filters, and click on SEARCH:
Can I copy Batch Payment requests?
Only rejected Batch Payment requests can be copied: Batch Payment requests that were already approved or are on approval can currently not be copied. There is also a check taking place to prevent that the same Bill gets included in several Batch ...
What are the requirements for using the Batch Payment approval process?
The Xero subscription is active and has not expired The ApprovalMax Organisation is on one of the supported subscription plans: ApprovalMax Trial Organisation connected to Xero (during 14-day free trial period) ApprovalMax Premium plan The ...
How does the approval of Batch Payments work?
In ApprovalMax, you can configure a multi-step approval workflow for Batch Payments. This is a separate workflow that you need to set up and activate in order to use the Batch Payment approval process in ApprovalMax. This is how it works: New Batch ...
What is Batch Payment approval?
Instead of paying Bills one by one, you can prepare a Bulk Payment for Bills whose due dates are within a close range. Such payments are for large amounts and, therefore, might be subject to additional approval. Batch Payment requests are created as ...
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How often is data synced with Xero?
Pulling new documents and pushing back approval decisions ApprovalMax pulls new Bills/Invoices/Purchase Orders every 1 hour during a day. However, due to Xero API limitations, it’s not possible to get them right after they’ve been created. You can ...
Can I approve QuickBooks Online Bills?
Yes. You can now create bills in ApprovalMax, route them through a multi-step approval workflow and then push them to QuickBooks Online on approval completion.