Troubleshooting
Troubleshooting: NO VAT in ApprovalMax when publishing invoices from Dext using the Extracted VAT Amount
When you publish Invoices from Dext with the Extracted VAT Amount option, they sometimes appear in ApprovalMax as having NO VAT associated with them. This issue typically occurs when the default tax rate in the Xero settings for the account code has ...
Troubleshooting: budgets are not updated in ApprovalMax after being reuploaded in Xero and synced
When you reupload a CSV budget file in Xero, Xero doesn't adapt the “last updated” date. Therefore, ApprovalMax doesn't sync any changes. To resolve this, edit at least one amount manually and save that change in Xero. Then sync the budget to ...
Troubleshooting: Xero Purchase Orders/Bills are not pulled to ApprovalMax
To pull Purchase Orders/Bills from Xero, you need to ensure the following: The Purchase Order/Bill workflow has been activated and the Pulling from Xero step is set up: How to set up the Pulling from Xero step for Purchase Orders How to set up the ...
I've set a request date in the past, will the exchange rate be calculated automatically based on this date?
Yes, the automatic exchange rate is calculated based on the document date.
Recalculation of the automatic exchange rate if a request is edited before the final approval (Xero)
The automatic exchange rate will not be recalculated based on the date of editing.
What is the manual exchange rate in Xero?
Organisations with multiple currencies struggle to provide the required exchange rates for specific requests: currently all requests are created with the current rate, which works fine for today's and future dates but fails to meet the expected ...
How can I detect if particular costs are being allocated to a wrong or unplanned account?
ApprovalMax doesn't check budgets against 0 items. If you want to find out which costs have been allocated to a wrong (unplanned) account, there is a workaround you can use: Assign "1" in the Xero Budget Manager to each of such accounts in each ...
Why don't I see any Budget Checking in my Bills/Purchase Orders?
ApprovalMax doesn't track budgets against 0 lines, which means: if a Xero budget line equals 0, ApprovalMax will not perform Budget Checking for such items. You can find more possible reasons described here.
Why are the attachments of a Bill in Xero not synced to ApprovalMax?
Scenario: A Bill was created and submitted for approval in Xero. Attachments that get added to that Bill at a later stage (usually via an OCR solution) don't show in ApprovalMax. Reason: Unfortunately, an attachment itself does not trigger a document ...
How to handle Bills that have been mistakenly approved in ApprovalMax
After their final approval, Bills get pushed to the accounting system and it’s no longer possible to edit any Bill data in ApprovalMax. However, if a Bill should have been rejected due to incorrect data but was instead approved, there are several ...
Why do phone numbers and delivery instructions not sync from Xero to ApprovalMax?
Although you can add in Xero phone numbers and delivery instructions as a Contact's delivery details, these fields won't be synced to ApprovalMax due to Xero API limitations. If you need to specify phone numbers and delivery instructions, you have to ...
Can Account Codes be hidden from Approvers?
If you don't want Approvers to see where an expense gets allocated to because you don’t want to confuse them, you can use the following solution: Account Codes can be set as optional in the Requester matrix. Then, Requesters don't need to specify an ...
Can Approvers see only their Line Items in a request?
If requests contain multiple lines with different Tracking Categories/Accounts etc. that need to be approved by different Approvers, it is possible to set up different approval conditions for each Approver in the approval matrix. Please see an ...
Why do I still see approved Invoices in the Awaiting Approval list in Xero?
ApprovalMax pushes only fully authorised Invoices (i.e. all assigned Approvers have approved) to Xero. Once an Invoice has been fully approved, it'll bear the Approved watermark and have the approval audit report attached. You'll be able to open it ...
Why do I get an "5015 - Failed to validate signature" error?
Sometimes you might get an email saying that ApprovalMax can't connect to Xero due to the "5015 - Failed to validate signature" error. There is an ongoing technical issue that we currently can't overcome: the Xero connection breaks up if a Purchase ...
What does "Xero API call rate exceeded" mean?
Xero has set a limit for how many times we can call its API. When this limit is reached, the error message "Xero API call rate exceeded" appears. In this case, you’ll need to wait until it’s gone. If the error is HTTP TooManyRequests - Too many ...
Popular Articles
Can I view the certification status of employees?
In the Practice Staff section, the Account Owner/Account Manager can only view a user’s certification status and download their certificate if the user has accepted an invitation: If a user has not yet completed certification, you can invite them to ...
ApprovalMax Support Policy
Feel free to contact us during your trial or subscription period; our Customer Support team will be happy to help. When signing up for an ApprovalMax Trial, you’ll get placed on the Other Support service plan. Once you purchase a Standard/Advanced ...
Roles in ApprovalMax
There are three types of roles in ApprovalMax: Account-based, Organisation-based and Workflow-based. Within the same ApprovalMax Organisation, a user can have one account-based or Organisation-based role, and get assigned to several workflow-based ...
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 ...
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 ...