Setting up approval workflows
Settings for pushing comments to Xero History
When events occur in ApprovalMax – including approvals, rejections and comments – they are automatically pushed to Xero and recorded in the corresponding section in Xero History. The feature is supported in all plans for Purchase Orders, Bills, Sales ...
How does "Add a Rejected prefix to the Xero Reference" work?
Xero's API does not support changing the Purchase Order (PO) status to Draft after a rejection in ApprovalMax. To address this limitation, ApprovalMax offers users the option to activate the Rejected Prefix feature, which distinguishes rejected ...
How to enable adding a "Rejected" prefix in the Reference field for Xero-originated documents
As Administrator, you can allow or restrict adding a "Rejected" prefix in the Reference field for Xero-originated documents. In the main menu select your Organisation and navigate to “Approval workflows” page under “Workflows and settings” section. ...
Video: How to configure Auto-Approvals (Xero)
ApprovalMax product walk-through: how to configure Auto-Approvals:
Is it possible to set up approver in the next step, based on the previous approver? (Xero)
No, currently, it is not possible to set up next step approver in approval workflow based on the previous step.
Is it possible to rename Xero approval workflows?
No, it's not possible to rename Xero-connected approval workflows. However, you can give a name to each of the approval steps in the approval workflow.
How can I copy rules from one user to another? (Xero)
Organisation Administrators can copy rules between Requesters, Approvers (Editors) or Reviewers within the same step and matrix as well as between different steps of the same approval workflow. This is how it works: In the main menu, find the ...
How to set up an Auto-Approval step (Xero)
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 + ...
Does the Standard plan have the Auto-Approval step? (Xero)
The Auto-Approval functionality is only available with Advanced/Premium subscriptions. If you'd like to try the Auto-Approval feature, you can request a free Advanced Features trial for 14 days, or upgrade your subscription. Please contact our ...
How to deactivate an approval workflow?
If you want to stop one or several approval workflows, you can simply deactivate the respective workflow(s) in ApprovalMax at any time. Here is how it works: Select your Organisation in the main menu Open "Approval workflows" page under "Workflows ...
Is there a way to select a group of Xero Contacts for Approvers/Requesters to use?
Unfortunately, it's not possible to use a group of Xero Contacts. However, you can select specific Contacts that each Requester/Approver will be able to use. This is how it works: Open the Requester/Approval matrix and select the option "Contact that ...
Can I create Departments in ApprovalMax that have different Approvers? (Xero)
You can use Xero Tracking Categories with tracking options for this purpose. This is how it works: First, create a Tracking Category in Xero: a Department with tracking options such as Production, Marketing, Sales, etc. Then, sync this Tracking ...
Can I specify how many Approvers need to approve in order to authorise a step? (Xero)
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 a number of the assigned Approvers.
Approval decision policy (Xero)
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? (Xero)
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?
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 ...
Can I copy the rules between Requesters/Approvers? (Xero)
Yes, ApprovalMax does support the copying of rules and restrictions from one workflow participant to another.
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 Xero can receive. That's why it's not allowed to create additional fields or rename existing ones.
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 ...
Which fields can be set as mandatory/optional?
You can choose for some fields whether they should be mandatory or optional for Requesters/Editors to fill in during request creation/editing. This can be set in the Requester matrix of the Purchase Order/Bill/Sales Invoice/Quote/Manual Journal ...
How is the approval deadline calculated? (Xero)
During the workflow setup, you can specify a point in time by which a particular approval step should be finalized. ApprovalMax supports two types of approval deadline calculation: Based on the submission: With this calculation method, ApprovalMax ...
How can I copy workflow settings to another Organisation? (Xero)
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 ...
Does ApprovalMax integrate with WorkflowMax?
We often get enquiries about ApprovalMax integrating with WorkflowMax. There are several scenarios to look at here: Sales Invoice approval We do have clients who prepare Sales Invoices in WorkflowMax, push them to Xero, and then have them picked up ...
Approval conditions (Xero)
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 ...
What is the "Fraud detection — bypassing the approval workflow" feature?
ApprovalMax allows the proper tracking of documents that were created and then approved directly in Xero, without going through the appropriate approval workflow in ApprovalMax. Administrators of an Organisation are notified about such activities, as ...
What are tracking categories used for?
In Xero, you can set up tracking categories to see how different areas of your business are performing (such as departments or locations). This is an example of what it can look like: In ApprovalMax, you can use Xero tracking categories to split ...
How can I enable the creation of Suppliers in ApprovalMax?
ApprovalMax allows the creation of new Suppliers right within the platform before they're being processed in Xero and added to the Xero Supplier list. This is how you configure ApprovalMax to enable Requesters to create new Suppliers: Select your ...
How can I make tracking categories mandatory for Requesters?
This is how you can make a Xero tracking category (e.g. Department) a mandatory field: Select your Organisation in the main menu and open "Approval workflows" page under "Workflows and settings" section. Open the respective workflow. Open the ...
What is the "Fraud Detection — changes after approval" setting?
ApprovalMax tracks all changes that are made to a finance document in Xero after the document has been approved in ApprovalMax. This includes the Organisation wide changes such as suppliers, tracking categories or accounts. ApprovalMax enables ...
Parallel and sequential approvals in Xero
ApprovalMax supports both parallel and sequential approvals for documents. Set parallel approvals if you have several approvers in one step and need any or all of them to approve a document. Set sequential approvals if you have approvers from ...
How can I set up an approval deadline? (Xero)
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. By default, the approval deadline is not set. ApprovalMax supports setting ...
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 the workflow". You ...
How can I set a "Does not match" condition in the approval matrix? (Xero)
The approval matrix allows the definition of rules that determine which Approvers will be selected for each particular approval request. Conditions are set based on the master data received from Xero: suppliers, tracking categories, accounts, etc. ...
How alternative rules in the approval matrix work (Xero)
In the approval matrix, you can define the rules that determine which Approvers will be selected for each particular approval request. Such conditions are set based on the master data received from Xero: Suppliers, Tracking Categories, Accounts, etc. ...
Video: How to set up an approval matrix
ApprovalMax product walk-through: how to set up an approval matrix in ApprovalMax https://youtu.be/KSi_nhmf7vU?si=NKJ5oK2KNEIsKyZI
Video: How to set up an approval workflow
ApprovalMax product walk-through: how to set up an approval workflow in ApprovalMax https://www.youtube.com/watch?v=EVee7XQ1_hE
How can I set up an approval matrix? (Xero)
This is how you define the conditions for the selection of Approvers in a step: In the main menu, select your Organisation and go to Approval Workflows under Workflows And Settings. Select and open the approval workflow. Navigate to the step and open ...
How can I set up approval steps?
This is how you set up approval steps: Select your Organisation in the main menu and open "Approval workflows" page under "Workflows and settings" section. If disconnected, connect to your Xero organisation. Select one of the predefined workflows, or ...
What is a Default Approver? (Xero)
When a new tracking option, inventory item, contact or account code, etc. is added in Xero, 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 ...