How requesters work
What will happen to requests whose Requester gets deleted from the Organisation?
If a user with the Requester role is offboarded from an Organisation, their requests remain visible for authorised Approvers and Administrators of that Organisation and can get approved or rejected. Please note: if such requests get rejected, it will ...
For how long are attachments kept in the system?
Attachments are an essential part of an item and, therefore, kept as long as the item remains in ApprovalMax. As users cannot delete any requests, the attachments are stored indefinitely. Please note: this is also true for retired Organisations, i.e. ...
Can I email Bills/Purchase Orders to an ApprovalMax Organisation?
Unfortunately, no. Currently, we do not support Purchase Order/Bill creation via emailing them as attachments.
Can Purchase Orders/Bills be changed after approval?
Before the final approval, Requesters are allowed to edit Purchase Orders and Bills that were created in ApprovalMax. Such changes will lead to a restart of the approval workflow process and all approval decisions made so far will be reset. Reviewers ...
Is it possible to import requests in ApprovalMax?
At the moment, ApprovalMax does not support file import. So, it is not possible to import requests as a file.
Requester Guide
Our Requester Guides are available on our website, please follow the links to find them: Requester Guide NetSuite Requester Guide Xero and QuickBooks Online
Video: How to raise a Purchase Order
ApprovalMax product walk-through: how to raise a Purchase Order https://www.youtube.com/watch?v=UpOtDJbD2xE
Can I delete requests in ApprovalMax?
The only requests you can delete in ApprovalMax are those in "Draft" status. Requesters can cancel not yet approved requests, or you can contact support and we will delete requests on our side.
Who gets notified about approvals, rejections and comments?
Who gets notified about approvals: The Requester gets notified about the approvals in each step. All Approvers of a current step are notified about approvals pending their decision. The Watcher gets notified about the approvals in each step. Please ...
How are recurring Bills/Invoices handled?
Maybe you have recurring transactions in Xero. In Xero, you can set such transactions to either “Save as Draft” or “Approve”. If you set recurring transactions to “Save as Draft”, you'll need to submit them manually for approval so that ApprovalMax ...
Who can change requests in ApprovalMax?
The person who created the request in ApprovalMax (Requester) can modify it. If any changes are applied, the approval process will be restarted going through the approval workflow again, and previous approvals will be reset. For Xero integrated ...
Who can create requests in ApprovalMax?
All users that were added as a Requester in the Creation step can create requests in ApprovalMax: Requests created in ApprovalMax are pushed to the accounting system (Xero, QuickBooks Online, NetSuite) upon their final approval.
How can I cancel a Purchase Order?
Not yet fully approved Purchase Order created within ApprovalMax can be cancelled in ApprovalMax. To do so, the Purchase Order Requester needs to click on the "Cancel" button in the Purchase Order. Please note: Draft, fully approved or pulled from ...
How can I create a sample for Purchase Orders?
In ApprovalMax, you can save Purchase Orders as a draft. From such a draft you can create a clone, which means you don't have to create the same Purchase Order over and over again. The cloned Purchase Order can then be opened in edit mode and you can ...
How can I create a Purchase Order in ApprovalMax?
To create a Purchase Order (or any other request) in ApprovalMax, click on the "+NEW REQUEST" button in the top right-hand corner near your Avatar: In the pop-up window, select the request type from the respective Organisation and click on "CREATE A ...