Bill workflow
Can I see the Goods Received status (GRN) in Xero Bills?
When the GRN setting is enabled in the Purchase Order workflow, ApprovalMax displays the GRN status (Not Received, Partially Received, Fully Received) on the Bill matching form to guide approval decisions. This is how it works: Set the GRN status for ...
How can the due date of Xero Bill be prepopulated?
The due date of Xero Bill is adjusted automatically based on the Contact Payment terms. If the date in the Bill is updated, the due date will be also updated accordingly.
How can I approve Xero Bills pulled from Hubdoc?
It’s just as easy to set up approval workflows for Bills pulled from Hubdoc or another OCR solution. Once invoices have been pushed from Hubdoc to Xero, they can be approved in ApprovalMax. You can implement multi-step approval workflows based on ...
Workarounds for Xero Expenses
If you're not using Xero Expenses, you can submit expenses as Xero Bills with these workarounds: 1. Submit each receipt as a Xero Bill instead of adding all of them to one Expense Report. This works perfectly well if you only have a few reimbursable ...
How does the feature Xero Bill Duplication Control work?
ApprovalMax identifies Bills that might potentially be duplicates and notifies Requesters, Reviewers and Approvers at every stage with a respective message to ensure their awareness. Requesters are advised to consider this information before ...
Auto-Approval rule for Bills matched to approved POs (Xero)
At the moment, it is not possible to set up Auto-Approval rules which are based on the matching or approval of the related Purchase Orders.
How can I specify instructions for Xero Bill Requesters?
An Organisation's Administrator can provide a message that will be shown to Requesters during Bill creation. This is how instructions for Bill Requesters can be set up: Select your Organisation in the main menu and open "Approval workflows" page ...
Auto-approve small-amount Bills despite mandatory settings
You can set up an Auto-Approval step, which is part of the Advanced/Premium plans. In this step, you can define the conditions for an automated approval of requests regardless of any rules specified in other approval steps or the workflow settings. ...
How can I change the pulling date in the Fraud Detection settings?
Unfortunately, the pulling date in the feature "Fraud detection — bypassing the approval workflow" can only be set once. This date cannot be changed in the product after the first pulling of approved documents from Xero has taken place. If you need ...
How can I restrict the Requesters of Xero Bills?
ApprovalMax allows restricting Requesters in terms of what data they can see and operate with when creating Bills directly in ApprovalMax. For example, access rights for the creation of Bills can be configured so that a particular Requester is ...
How can I see paid Bills that have bypassed the approval workflow?
It's possible that some of your Bills were approved for payment directly in Xero and, therefore, bypassed the approval workflow. In ApprovalMax, you can build a report to track all such cases. This is how it can be done: Activate the settings in the ...
Is it possible to unreject a Bill?
If a Bill that was created in Xero gets rejected by an Approver, it goes back to Xero in the "Draft" status. Its Requester needs to amend the Bill in Xero and then resubmit it for approval. If a Bill that was created in ApprovalMax gets rejected by ...
Video: How to copy a Bill or Purchase Order to create a new Bill for approval directly in ApprovalMax
ApprovalMax product walk-through: How to copy a Bill or Purchase Order to create a new Bill for approval directly in ApprovalMax https://www.youtube.com/watch?v=6T80pfkP_bU You can also refer to this article: How to copy Xero Purchase Orders to a ...
Video: How to submit a Bill for approval directly in ApprovalMax
ApprovalMax product walk-through: How to submit a Bill for approval directly in ApprovalMax You can also refer to this article: How to create Xero Bills for approval in ApprovalMax
Xero Bill life cycle
Bill creation There are several ways of creating Bills in ApprovalMax, please follow this link for details: How you can create Bills in ApprovalMax. Bill review The Review step is positioned before the Auto-Approval step. As this makes it the first ...
Does ApprovalMax support Xero Expenses?
We currently do not support Xero Expenses as Xero has not released an API yet. However, setting up suppliers for employees works perfectly in this respect. The option of Xero Bill creation in ApprovalMax should provide a rather good flow for employee ...
How to copy Xero Purchase Orders to a Bill
ApprovalMax allows Purchase Order Requesters to copy fully approved Purchase Orders to Bills. Please note: the Purchase Order Requester needs to be added also as a Bill Requester in the Bill workflow. This is how it works: Open a fully approved ...
How can I stop pulling Bills from Xero?
Xero-connected users have several options for creating Bills in ApprovalMax: By pulling Bills with the "Awaiting Approval" status from Xero By creating Bills directly in ApprovalMax By creating via direct integration between ApprovalMax and Dext If ...
Overwrite the Go To button in Xero
This setting is relevant for Xero Bill and Sales Invoice workflows. Once approved in ApprovalMax, Bills and Sales Invoices are pushed back to the Awaiting Payment folder in Xero. ApprovalMax assigns backlinks to such requests: If that link gets set ...
Why are Bills always shown as Tax-Exclusive?
In ApprovalMax, taxes are shown as Inclusive or Exclusive depending on what has been selected for the particular Bill when it was created. Xero does it as follows: In editing mode, Xero shows amounts according to the value (Inclusive or Exclusive) ...
How to create Xero Bills for approval in ApprovalMax
There are several options for creating Bills which are then run through the approval workflow in ApprovalMax. Each one has advantages as well as disadvantages, depending on your business needs. In general, we have six categories: Bill creation in ...
How to pull Bills from Xero
You can configure ApprovalMax to retrieve all Bills in the "Submitted for approval" status from Xero and initiate the corresponding approval workflow. Here's how you can enable the pulling of Bills with this status from Xero: In the main menu select ...
How do I set up the "Pulling from Xero" step for Bills?
All Bills in Xero with the status "Submitted for approval" will be picked up by ApprovalMax and put through the designated approval process. When pulling Bills from Xero into ApprovalMax, all Bills will be created in the name of a specific user ...
Why is the accountant not getting notified?
All Bills pulled to ApprovalMax from Xero are created on behalf of a user called "Xero Requester". This user is notified about all key events: approvals, rejections, comments. A common reason for the Xero Requester to not get any notifications is ...
How is a lock date handled for Xero Bills?
What is a lock date in Xero?If you have the Adviser user role, you can set a lock date to stop changes being made to transactions during a past period. After you've set a lock date, users can't add or edit transactions in Xero if the transaction date ...
How do accountants get notified about Bill approvals? (Xero)
It is possible to configure ApprovalMax to make sure that notifications about the most important events regarding a Bill are sent to a particular email address. Unfortunately, it is not possible to configure ApprovalMax in a way that the person who ...
How can I approve Xero Bills pulled from AutoEntry?
It's just as easy to set up approval workflows for Bills pulled from AutoEntry or another OCR solution. Once invoices have been pushed from AutoEntry to Xero, they can be approved in ApprovalMax. You can implement multi-step approval workflows based ...
How can I approve Xero Bills pulled from EzzyBills?
It’s just as easy to set up approval workflows for Bills pulled from EzzyBills or another OCR solution. Once invoices have been pushed from EzzyBills to Xero, they can be approved in ApprovalMax. You can implement multi-step approval workflows based ...
How can I approve Xero Bills pulled from Datamolino?
It’s just as easy to set up approval workflows for Bills pulled from Datamolino or another OCR solution. Once invoices have been pushed from Datamolino to Xero, they can be approved in ApprovalMax. You can implement multi-step approval workflows ...
How does the approval of Xero Bills work?
ApprovalMax enables multi-step approval workflows for Xero Bills. This is how it works: Bills are created and submitted for approval in Xero, ApprovalMax or Dext. ApprovalMax pulls these Bills including all relevant details and starts the multi-step ...
How can I approve Xero Bills pulled from Dext?
It’s just as easy to set up approval workflows for Bills pulled from Dext or another OCR solution. Once invoices have been pushed from Dext to Xero, they can be approved in ApprovalMax. You can implement multi-step approval workflows based on ...
Why are Bills not getting pulled from Xero to ApprovalMax?
If you have created a Bill in Xero and it doesn't show in ApprovalMax after 30 minutes, please follow these steps: Check if the respective workflow is active. Check that all Bills in Xero have actually been submitted for approval. Click on the update ...
How to set up notifications about Bill approvals
It is possible to configure ApprovalMax in a way that notifications about the most important events regarding Bills are sent to a particular email address. Pulling Bills from Xero: Unfortunately, it is not possible to configure ApprovalMax so that it ...