How requesters work
How can Requesters edit requests before approval?
Requesters can amend all requests that are still not fully approved. To make changes to a request: Click EDIT in the top left-hand corner of the request. You can edit any relevant fields as needed, these will vary depending on the type of request ...
How can I make certain request fields mandatory?
During the configuration of the Requester matrix you can decide for some fields whether they are to be mandatory or optional. The procedure is the same whether you're connected to Xero, QuickBooks Online or NetSuite; here, we're showing it for Xero. ...
How to specify instructions for Requesters
Organisation Administrators can provide a message that will be shown to Requesters during any request creation. This is how you set up instructions for Requesters Select your Organisation in the main menu and go to Approval workflows under Workflows ...
How to restrict Requesters in approval workflows
ApprovalMax allows Account Owners and Organisation Administrators to restrict Requesters in terms of what data they're able to see and work with when creating requests. Depending on the request type, you can restrict Requesters to specific values, ...
How can I enable Supplier/Vendor creation in ApprovalMax?
In ApprovalMax, you can allow Requesters the creation of new Suppliers/Vendors before they're processed in your accounting system and added to the Xero Supplier/QuickBooks Online Vendor lists. Enable Contact (Supplier) creation in Organisations ...
How to manage mandatory and optional fields in the Requester matrix
The Requester matrix allows you to mark specific fields as optional for approval requests, while others are mandatory and cannot be altered. Xero For Xero-connected Purchase Order/Bill/Sales Invoice/Quote/Manual Journal/AR and AP Credit Note ...
How to enable notifications for Requesters
When Bills are pulled into ApprovalMax from Xero or NetSuite, they are created on behalf of a system user called Xero Requester or NetSuite Requester. These users will be receiving notifications about key events such as approvals, rejections and ...
Bulk actions for requests line items
Xero QuickBooks Online Xero ApprovalMax supports bulk actions for line items on Xero edit forms: Purchase Orders, Bills, Quotes, Sales Invoices, Manual Journals. The following actions can be applied to the selected items on Edit form: Clone: ...
What happens 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 by 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 restart the approval workflow process and all approval decisions made so far will be reset. Reviewers in the ...
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.
Video: How to raise a Purchase Order
ApprovalMax product walk-through: how to raise a Purchase Order https://www.youtube.com/watch?v=ICsbl--G-U0
Can I delete requests in ApprovalMax?
The only requests you can delete in ApprovalMax are those in "Draft" status. Requesters and Reviewers 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. Watchers get notified about the approvals in each step. Please note: ...
How are recurring Bills/Invoices handled?
If you have recurring transactions in Xero, you can choose between the two settings Save as Draft and Approve for such transactions in Xero: If you set recurring transactions to “Save as Draft”, you'll need to submit them manually for approval so ...
How to create and edit requests in ApprovalMax
Who can create requests Only users assigned as Requesters in the creation step of an approval workflow can create new requests in ApprovalMax: Once a request is fully approved, it is pushed to the connected accounting system. Who can edit requests ...
How can I cancel a Purchase Order?
Not yet fully approved Purchase Orders created in 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: Drafts, fully approved or pulled from Xero ...
How can I create a sample for Purchase Orders?
In ApprovalMax, you can save Purchase Orders as drafts and then create clones of them. This eliminates the need to repeatedly create the same Purchase Order. You can open cloned Purchase Orders in edit mode to make the necessary changes:
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