Setting up approval workflows
Instructions for Requesters
This setting is relevant for Xero Purchase Order, Bill, AP/AR Credit Note, Xero Batch Payment, Airwallex Batch Payment, Sales Invoice, Quote, Contact and Manual Journal workflows. Organisation Administrators can provide a message that will be shown ...
Lock date handling
This setting is relevant for Xero Bill, AP/AR Credit Note, Xero Batch Payment, Sales Invoice, Quote and Manual Journal workflows. What is a lock date in Xero? If you have the Adviser role, you can set a lock date to stop changes being made to ...
Email to the Supplier/Customer settings
This setting is relevant for Xero Purchase Order, Sales Invoice and Quote workflows. In ApprovalMax, you can set up a default email that will be sent automatically to the Supplier/Сustomer. This is how you set up email to Supplier/Customer: Find your ...
Terms
This setting is relevant for the Xero Quote workflow. Terms detail the specific conditions, agreements and requirements of a transaction or agreement. This is how you set up Terms for Quotes: Find your Organisation in the main menu and go to Approval ...
Purchase Order Matching
This setting is relevant for Xero Purchase Order and Bill workflows. This is how you set up Purchase Order matching: Find your Organisation in the main menu and go to Approval workflows under Workflows and settings. Open the respective workflow, ...
Xero workflow settings
Capture via Email This setting is relevant for Xero PO, Bill and Sales Invoice workflows. Streamline your invoice processing by receiving files via a dedicated ApprovalMax email address and submitting them for automated data recognition (OCR). For ...
How to group Account Codes for workflow rules
Overview Account Owners, Organisation Administrators and Workflow Managers can create account groups for the use in workflow rules. Such groups can be edited or deleted, and applied across all workflows in the Organisation to ensure consistency and ...
Capture via email
This setting is relevant for Xero PO, Bill, Credit Note and Sales Invoice workflows. Streamline your invoice processing by receiving files via a dedicated ApprovalMax email address and submitting them for automated data recognition (OCR). For this ...
Send ApprovalMax events to Xero
This setting is relevant for Xero Purchase Order, Bill, AP/AR Credit Note, Sales Invoice and Quote workflows. When events occur in ApprovalMax – including approvals, rejections and comments – they are automatically pushed to Xero and recorded in the ...
Posting Preferences
This setting is relevant for the Xero Manual Journal workflow. With the setting Posting Preferences in ApprovalMax you can control how Manual Journals are created in Xero upon their final approval. This allows you to specify the desired behaviour for ...
Add the REJECTED prefix to Xero references
This setting is relevant for Xero Purchase Order, Bill, AP/AR Credit Note and Sales Invoice workflows. Organisation Administrators can allow (or restrict) adding the REJECTED prefix in the Reference field for Xero-originated documents This is how you ...
Goods Received Note (GRN)
This setting is relevant for the Xero Purchase Order workflow. The GRN functionality is part of the Advanced and Premium plans. You can use the setting Goods Received Note (GRN)* in the Purchase Order workflow to track the Goods Received (GR) status ...
Video: How to configure Auto-Approvals (Xero)
ApprovalMax product walk-through: how to configure Auto-Approvals:
Supplier Bank Account
This setting is relevant for the Xero Batch Payment workflow. During the setup of a Xero Batch Payment workflow, Organisation Administrators can decide whether the Supplier Account field must be filled in (is Required) or can be left empty when ...
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 + ...
What is the auto-approval step? (Xero)
The auto-approval step is an additional first step in workflows that's available during trial periods and Advanced feature trial periods and in Advanced/Premium plans. In this step, you can enter conditions for the automated approval of requests ...
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 ...
Approval conditions (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
This setting is relevant for Xero Purchase Order, Bill, AP/AR Credit Note, Xero Batch Payment, Airwallex Batch Payment, Sales Invoice, Quote, Contact and Manual Journal workflows. If you have the same Approvers in several steps of an approval ...
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.
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.
Bypass the next step if the Approvers are the same (Xero)
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 ...
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 ...
Fraud Detection — bypassing the approval workflow
This setting is relevant for Xero Purchase Order, Bill, AP/AR Credit Note and Sales Invoice workflows. ApprovalMax allows the proper tracking of documents that were created and then approved directly in Xero, without going through the appropriate ...
Is ApprovalMax integrated with Xero Projects?
Xero Projects is an awesome product by Xero, which enables to keep track of time and costs for each project. Among other features, it allows to easily link Bill line items to specific projects and keep track of project expenses. We'd love to show you ...
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 ...
Fraud Detection — changes made after approval
This setting is relevant for Xero Purchase Order, Bill, AP/AR Credit Note and Sales Invoice workflows. ApprovalMax tracks all changes that are made to a finance document in Xero after the document has been approved in ApprovalMax. This includes ...
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 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
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