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 REQUEST":
The Purchase Order request form looks similar to the form in QuickBooks Online, Xero or NetSuite.
Specify the order details such as contact (vendor), item details, quantity, etc. (item
details are normally synced from Xero/ QuickBooks Online/ NetSuite).
Purchase Order form for Xero users:
If you want to email approved Purchase Orders automatically to the supplier, tick the "Automatically email approved Purchase Order to supplier" checkbox:
You can add attachments to that email by clicking on "Add an attachment" under "Attachments to supplier".
Purchase Order form for QuickBooks Online users:
If you want to email approved Purchase Orders automatically to the vendor, tick the "Automatically email approved Purchase Order to vendor" checkbox:
You can add attachments to that email by clicking on "Add attachment" under "Attachments to vendor".Purchase Order form for NetSuite users:
To add a line, click on the "+ Add a line" button.
You can copy a line by clicking on the
icon and selecting "Clone a line", or remove a line by selecting "Remove a line".
To move a line item, click on the
icon and do so via drag and drop.
To attach a document to your Purchase Order, click on "Add an attachment":
When you're done and now want to proceed with the Purchase Order's approval, click on the
To save your changes as a draft, click on the
If you want to delete or cancel your Purchase Order, click on the
When you simply close the Purchase Order request form, it will be automatically saved as a draft.
How does the approval of Xero Purchase Orders work?
ApprovalMax enables the setup of multi-step approval workflows for Purchase Orders. There are two ways to create Purchase Orders: directly in ApprovalMax or in Xero. This is how the approval of Purchase Orders created directly in ApprovalMax works: ...
When is the Purchase Order number assigned? (Xero)
As soon as a Purchase Order that you created is fully approved and sent to Xero, its Purchase Order number is assigned automatically. These numbers ascend incrementally. So, for example, if you have just started using Xero, your first Purchase Order ...
How can I print an approved Purchase Order?
Once a Purchase Order has been approved, ApprovalMax generates a PDF for this Purchase Order and attaches it to the Purchase Order in ApprovalMax. It is also possible to download this PDF in Xero itself. To do so, click on the "Print" button:
How can I restrict the Requesters of Purchase Orders?
ApprovalMax allows restricting Requesters in terms of what data they can see and operate with when creating Purchase Orders. For example, access rights for the creation of Purchase Orders can be configured so that a particular Requester is allowed to ...
How can I mark a Purchase Order as Billed?
When a Purchase Order has been fully approved / matched with a Bill, it can be marked as Billed in ApprovalMax and the status "Billed" will be synced to Xero. To mark a Purchase Order as Billed, click on the button: Optionally, you can provide a ...