How does Bill review / editing work?
ApprovalMax allows Approvers of the first step added as Reviewers to review and edit a Bill during the approval process.
In order to configure Bill review and coding, please go to the Bill approval workflow.
Click on "Reviewers" and add the persons who will be able to change certain fields before the approval decision.
Note: Reviewer must be added as an approver in the first step to make any changes.
If Reviewers have restrictions to set certain fields, they must edit a Bill with the values set in the Reviewer matrix. You can choose if the field should be mandatory/optional or read-only.
Save your changes.
Now, Approvers who were also added to the "Review and coding matrix" can change certain Bill fields, according to the defined rules.
Fields available for changing are:
- Tracking category
- Bill attachments**
*The total Bill amount for each line item should not be changed if the fields Qty, Price or Tax have been changed; otherwise, you will see a message:
** Reviewer can also add/remove Bill attachments during review.
Please note: Bill editing is only available in the very first step of the approval process. It is designed this way to ensure compliance — to make sure that a Bill is not changed after its approval by a particular Approver. Please note: There is no specific order for the Reviewers to check the Bill. However, if a Reviewer makes changes and the other Approvers in the step had approved the Bill, then the approval process will be started from scratch.
*On request, there is a feature for changing the Item Description available (under Beta key). Please contact
Customer Support team if you’d be interested to give it a try.
With the Bill creation feature
, it is possible to completely create a new Bill in ApprovalMax instead of pulling them from Xero or Dext.
How to prevent Xero Approvers from editing Bills
If you don't have Approvers who can amend Bills in ApprovalMax and don't want to activate this option either, just do not set the Reviewer matrix. This means: don't add any Approvers of the first step to the Reviewer matrix in the "Bill creation, ...
Does ApprovalMax support a review and editing functionality for Xero Purchase Orders?
No, the Review and Editing functionality is supported for Xero Bills only. Purchase Orders can be modified exclusively by the person who created them (the Requester), and only up to the point of full approval. If any changes are applied during the ...
Xero Bill life cycle
Bill creation There are several ways of creating Bills in ApprovalMax, please follow this link for details: How you can create Bills in ApprovalMax. Bill-to-PO matching The current Bill Approvers, Purchase Order Requesters and Administrators of an ...
Which workflows does ApprovalMax support?
ApprovalMax supports workflows for several cloud accounting products and can also serve as a stand-alone solution. ApprovalMax for Xero Accounts Payable Purchase Order Creation and Approval workflow Bill Creation, Review and Approval workflow AP ...
Advanced settings for Bill to PO Matching
Firstly, the Administrator needs to make sure that ‘PO Matching’ feature is enabled in the Bill approval workflow settings. To do so they need to go to Bill review and approval workflow under "Approval workflows" and click on the gear menu. Here is ...