Universal Product features
Video: How to configure Auto-Approvals
ApprovalMax product walk-through: how to configure Auto-Approvals:
How can I disconnect Dext from ApprovalMax?
Disconnecting Dext from ApprovalMax is a two-step process - you’ll need to perform the disconnection in both Dext and ApprovalMax. It's best to start with Dext. Otherwise, if you cancel the connection in ApprovalMax first, you may experience failed ...
Do attachments and comments added in the comment section sync to the accounting platform?
No, attachments added in the comment section are for internal use only and are not pushed to your accounting platform after approval. This applies to all request types in ApprovalMax. The same goes for comments, they remain within ApprovalMax and are ...
What is the Price Checker feature?
The Price Checker feature in Approval Max detects potential price deviations for each item and alerts users when discrepancies are found. Price Checker is available for: Xero: Purchase Orders and Bills QuickBooks Online: Purchase Orders, Bills and ...
Changing time zone settings in ApprovalMax
Overview Xero QuickBooks Online NetSuite Stand-alone Overview Time zone settings in ApprovalMax affect how timestamps appear across your Organisation’s requests, reports and audit trails. Only Account Owners (and in some cases Administrators) can ...
Using single sign-on (SSO) and sign-up (SSU) for ApprovalMax
ApprovalMax supports single sign-on (SSO) and single sign-up (SSU) with major account providers. You can either sign up for a new ApprovalMax account (SSU) or log in to an existing one (SSO). Just make sure the email address used with your identity ...
Available data exports from ApprovalMax
Overview This article applies to: Stand-alone users Xero users QuickBooks Online users NetSuite users Available Data Exports You can extract the following data from ApprovalMax: 1. Any approval workflow in PDF format 2. Audit report archives 3. ...
How often is data synced with ApprovalMax?
Overview The sync frequency between ApprovalMax and your connected accounting platform depends on the connected platform and the type of data. Xero Pulling new documents and pushing back approval decisions ApprovalMax pulls new documents created in ...
How approval deadlines are calculated
Overview Based on the submission (BoS) Based on the approval (BoA) Overview Approval deadlines in ApprovalMax define how much time is allowed for completing each approval step in a workflow. You can set deadlines during the workflow configuration to ...
How to use Fraud Detection features in ApprovalMax
The ApprovalMax Fraud Detection features are designed to improve oversight, highlight potential risks and support financial compliance by notifying Administrators of suspicious activities. Changes after approval The Changes After Approval feature ...
How to set up the Auto-Approval step
The Auto-Approval step in ApprovalMax automatically approves requests that meet certain predefined conditions, eliminating the need for manual approval in specific cases. How to set up the Auto-Approval step In the main menu, select your ...
How to use the Report Scheduler in ApprovalMax
Reports can be scheduled by Account Owners and Admins in any ApprovalMax Organisation. To schedule a report: In the main menu, select your Organisation and go to the Reports section. Open a high-level (Request reports) or item-level report (Line Item ...
How to set up a Default Email
Requesters can configure ApprovalMax to automatically email request documents, such as Purchase Orders, Sales Invoices, or Quotes, that were created directly in ApprovalMax once they’ve been fully approved. There are two ways to configure default ...
How to access the reporting function in ApprovalMax
The ApprovalMax built-in reporting functionality helps Administrators and Auditors track, monitor and analyse requests across all workflows. Reports allow you to review pending and completed approvals, detect potential fraud and generate customised ...
How to access the Goods Received Status (GRN) in the reports
Overview Step-by-Step Guide Important Reminder Overview This article applies to: Xero users QuickBooks Online users Step-by-Step Guide ApprovalMax supports the Goods Received Status (GRN) in reports. You can customise existing reports, or create a ...
How to Search for a Contact or Vendor
Overview Guide Overview This article is applicable to: Xero users QuickBooks Online users Guide ApprovalMax does support Contact or Vendor search. In the "Search" pop-up, select the request type (Contact), set additional filters, and click on SEARCH:
How to reconnect to a different Subsidiary/Organisation
Overview Xero QuickBooks Online NetSuite Overview This article applies to: Xero users QuickBooks Online users NetSuite users Xero When connected to your accounting system, the ApprovalMax Organisation establishes a one-to-one relationship with its ...
How to create a report on which Suppliers are assigned to an Approver
Overview Xero QuickBooks Online Overview This article applies to: Xero users QuickBooks Online users Xero Unfortunately, it’s not possible to create a report from the approval matrix on which Suppliers are assigned to each Approver. However, as a ...
How to edit Dext Bills in ApprovalMax
Overview Xero QuickBooks Online Overview This article applies to: Xero users QuickBooks Online users Xero Bills can be edited by Reviewers that have been added in the Review step. Approvers with editing permission can amend Bills that were published ...
What requests can be approved in the Mobile App
Overview Guide Overview This article is applicable to: Xero users QuickBooks Online users NetSuite users The mobile app provides for: Requesters to create these requests and submit them for approval Approvers to approve/reject, reassign requests to ...
Workflow Version History
Overview Step-by-Step Guide Video Overview You can view the version history of any approval workflow in ApprovalMax to track changes over time. This article applies to: Stand-alone users Xero users QuickBooks Online users NetSuite users Every ...
How to create departments with different Approvers
Overview Xero QuickBooks Online Overview This article is applicable to: Xero users QuickBooks Online users Xero You can use Xero Tracking Categories with tracking options for this purpose. This is how it works: First, create a Tracking Category in ...
Can I copy users between Organisations?
Overview Step-by-Step Guide Overview This article is applicable to: Stand-alone users Xero users QuickBooks Online users NetSuite users Step-by-Step Guide ApprovalMax does not support a feature for copying users from one Organisation to another. ...
How to copy rules from one user to another
Organisation Administrators can copy rules between users in the following matrices: Requester matrix – for copying rules between Requesters Approval matrix – for copying rules between Approvers Review and coding matrix – for copying rules between ...
How to link a different Dext account to ApprovalMax
Overview Xero QuickBooks Online Overview This article is applicable to : 1. Xero users 2. QuickBooks Online users Xero If your ApprovalMax Organisation is already connected to a Dext account and you want to change this connection to another Dext ...
Can an Administrator edit unapproved Bills/Purchase Orders for the Requester?
1. Only users with editing permissions can make changes to Bills/Purchase Orders created in ApprovalMax before final approval. This applies to: Requesters Reviewers Approvers 2. Administrators can force a decision regarding a request, but they are ...
Can an approved Transaction/Document from ApprovalMax be emailed to the supplier?
Even if they weren’t sent automatically during the approval process, approved request documents can still be emailed to suppliers or customers. Purchase Orders If a Requester did not activate the checkbox Automatically Email Purchase Orders to the ...
How to reassign requests as a Default Approver
Default Approvers are used as a fallback in approval workflows. When no matching Approver is specified in the matrix rules, the request is routed to the Default Approver instead. If a request is assigned to you as the Default Approver, you can take ...
Business validation errors: why requests get rejected
Xero Error Codes Occasionally, requests get rejected by Xero after the final approval in ApprovalMax. Below we explain some of the most common error codes and what to do about it: Error Explanation Troubleshoot steps Account code or ID must be ...
Attaching files in ApprovalMax
You can attach files during the creation of requests in ApprovalMax. However, some technical limitations apply depending on the platform and document type. Xero Applies to: Sales Invoices Purchase Orders Quotes Bills Manual Journals Supported file ...
ApprovalMax keeps getting disconnected
Occasionally, your Organisation might get disconnected from your accounting platform. This can happen for various reasons, for example, if the permissions of the user who originally established the connection have changed. In most cases, the issue ...
Approval decision policy
If you have the same Approvers in several steps of an approval workflow, you can decide whether they all have to approve in each and every one of the steps, or if the approval decision made in the first step can be applied to all of the other steps ...
How to set up Approval Conditions
In any approval step, there can be multiple Approvers. In these cases, you can specify how such a request should be handled. You can choose between two approval conditions: “All” and “Any of”. This determines how many of the Approvers are required to ...
How to nudge Approvers and Reviewers to take an action?
What is the Nudge functionality in ApprovalMax? With the NUDGE APPROVERS button, Organisation Administrators, Requesters, Reviewers and Approvers can send reminders (email notifications) to Approvers and/or Reviewers who haven't yet acted on a ...
What is the Auto-Approval step?
The Auto-Approval step is an optional first step in some approval workflows. It's available during trial periods (including the All Features Trial) and with Advanced or Premium plans. In this step, you can define specific rules that, when matched, ...
Is it possible to put requests On Hold?
Overview Xero QuickBooks Online NetSuite Overview What does On Hold mean? The On Hold status allows you to pause a request without cancelling it. A temporary suspension can be useful when you need to gather more information, or want to postpone a ...
How to migrate from the Review Function to Editing on Approval
ApprovalMax first introduced a basic Review and Coding feature in 2017, specifically for Xero Bills. Since then, we’ve developed a more powerful and flexible solution: Editing on Approval. This enhanced feature supports a broader range of Xero ...
Request Version History (Xero)
The versioning of request details records a comprehensive history of your requests, which you can view to better understand the evolution of each one: What does version history show? Creation time: when each version was created Triggering event: ...
What is the difference between the Review step and the Editing on Approval feature?
What is the Editing on Approval functionality? Approvers with editing privileges can change requests during the approval process without having to reject them. ApprovalMax Administrators and Workflow Managers can grant editing permissions to ...
Troubleshooting: I'm asked to set up two-factor authentication - why, and what can I do?
If you're enforced to use 2FA, you'll be prompted to set up two-factor authentication: Click on SET UP TWO-FACTOR AUTHENTICATION. Download an Authenticator app on your smartphone. Suitable Authenticator applications are: Google Authenticator ...
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