Sales Invoice workflow
Is it possible to change a Sales Invoice after its final approval?
While a Sales Invoice has not been fully approved, its Requester has the option to edit the request (this means the Sales Invoice will be resubmitted for approval), or to cancel it. As soon as a Sales Invoice has been fully approved, it can no longer ...
Can a Sales Invoice created and approved in ApprovalMax get sent to the Customer by email afterwards?
If a Requester did not activate the checkbox Automatically Email Sales Invoice to the Client and their Sales Invoice has now been authorised, they can still send this approved Invoice to the Client. To do so, they can download the Sales Invoice as a ...
How to set up a default Email to the Client
ApprovalMax supports setting up a default Email to the Client for Xero-connected Organisations. This is how it works: In the main menu, select the Organisation for which you want to set up a default Email to the Client and open Approval Workflows ...
How can I make Sales Invoice fields mandatory?
During the configuration of the Requester matrix you can decide for some fields whether they are to be mandatory, or optional. This is how you make certain fields mandatory: In the main menu, select your Organisation and open Approval Workflows under ...
How can I configure the PDF file of a Sales Invoice that will be sent to the client?
During Sales Invoice creation, the Requester selects a Theme for the Sales Invoice. After its approval, a PDF file will be generated based on this particular Theme. Themes are configured in Xero and picked up by ApprovalMax. In order to change a ...
How to automatically email Sales Invoices created in ApprovalMax to a Client (Xero)
For Sales Invoices created directly in ApprovalMax, the platform offers the functionality to configure an email that will be sent to the Client once a Xero Sales Invoice has been fully approved. This email is triggered if the checkbox "Automatically ...
How can I see paid Sales Invoices that have bypassed the approval workflow?
It's possible that some of your Sales Invoices 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 ...
How can I change the pulling date in the Fraud Detection settings of a Sales Invoice workflow?
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 to ...
How can I restrict the Requesters of Xero Sales Invoices?
ApprovalMax allows restricting Requesters in terms of what data they can see and operate with when creating Sales invoices directly in ApprovalMax. For example, access rights for the creation of Sales Invoices can be configured so that a particular ...
How can I specify instructions for Xero Sales Invoice Requesters?
An Organisation's Administrator can provide a message that will be shown to Requesters during Sales invoice creation. This is how instructions for Sales Invoice Requesters can be set up: Select your Organisation in the main menu and open Approval ...
Is it possible to unreject a Sales Invoice?
If a Sales Invoice 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 Sales Invoice in Xero and then resubmit it for approval. If a Sales Invoice that was created in ...
How can I stop pulling Sales Invoices from Xero?
There are two ways of creating Sales Invoices in ApprovalMax: By pulling Sales Invoices with the Awaiting Approval status from Xero By creating Sales Invoices directly in ApprovalMax If you have first option turned on and now want to stop pulling ...
Attaching files to Xero Sales Invoices created directly in ApprovalMax
During the creation of Xero Sales Invoices in ApprovalMax, you can attach files. However, some technical limitations do apply. Below are supported file extensions, size and number of files that can be attached: File extensions — '.jpg', .jpeg', ...
Overwrite the GO TO button in Xero for Sales Invoices
Once approved in ApprovalMax, Sales Invoices are pushed back to the Awaiting Payment folder in Xero. ApprovalMax assigns backlinks to such requests: If that link gets set by another application, you can specify whether ApprovalMax is to rewrite it - ...
How to create Xero Sales Invoices for approval in ApprovalMax
There are several options for creating Sales Invoices which are then run through the approval workflow in ApprovalMax: Sales Invoice creation in Xero Sales Invoice creation in ApprovalMax Sales Invoice creation in ApprovalMax as a copy of Quote Sales ...
How is a lock date handled for Xero Sales Invoices?
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 ...
How to set up notifications about Sales Invoice approvals
It is possible to configure ApprovalMax in a way that notifications about the most important events regarding Sales Invoices are sent to a particular email address. Pulling Sales Invoices from Xero: Unfortunately, it is not possible to configure ...
How do I set up the Pull from Xero step for Sales Invoices?
All Sales Invoices in Xero with the status Submitted For Approval will be picked up by ApprovalMax and put through the designated approval process. In the main menu, select your Organisation and open Approval Workflows under Workflows And Settings: ...
How can I pull new Sales Invoices for approval from Xero?
Provided that Sales invoice pulling is set up in the respective workflow, all Sales Invoices in Xero with the status "Submitted for approval" will be picked up by ApprovalMax and put through the designated approval process. This is how it works: ...
Are audit reports sent to the customer with the Sales Invoice?
Xero has 2 types of attachments for Sales Invoices: Those to be sent with the Invoice Those not to be sent with the Invoice ApprovalMax attaches PDF audit reports as "Those not to be sent with the Invoice". So you will not send an audit report by ...
How does the approval of Xero Sales Invoices work?
ApprovalMax allows to set up multi-step approval workflows for Xero Sales Invoices. This is how it works: Sales Invoices are created and submitted for approval in Xero or created directly in Approvalmax. ApprovalMax pulls these Sales Invoices ...