How to handle Bills that have been mistakenly approved in ApprovalMax
final approval, Bills get pushed to the accounting system and it’s no longer possible
to edit any Bill data in ApprovalMax.
However, if a Bill should have been rejected due to incorrect data but was instead approved, there are several options to handle such cases in Xero.
Option 1 (using an OCR solution):
- In Xero, under "Bills Awaiting Payment", void the Bill that was approved by mistake.
- In your OCR application, correct the respective Bill data.
- Republish the amended Bill in Xero as "Awaiting Approval".
ApprovalMax will automatically pull this new Bill and initiate the approval process.
- Edit and save such Bills in Xero.
This can fix incorrect data but the amended Bill will not go back to ApprovalMax for approval and no audit report will be generated for those changes.
- Copy the Bill in question.
- Amend it and submit it for approval; ApprovalMax will then initiate the approval process for this new Bill.
- In Xero, under "Bills Awaiting Payment", void the original Bill that was approved by mistake.
How can I stop pulling Bills from Xero?
Xero-connected users have several options for creating Bills in ApprovalMax: By pulling Bills with the "Awaiting Approval" status from Xero By creating Bills directly in ApprovalMax By creating via direct integration between ApprovalMax and Dext If ...
Is it possible to put Xero Bills on hold?
Currently, ApprovalMax does not support a "put on hold" functionality. All requests waiting for your approval are in the "Decision required" section:
Why do I still see approved Bills/Purchase Orders in QuickBooks Online?
ApprovalMax pushes only fully authorised Bills (i.e., all assigned Approvers have approved) to QuickBooks Online. Once a Bill has been fully approved, it'll bear the "Approved" watermark and have the approval audit report attached: If a Bill/Purchase ...
Can I pull Bills from QuickBooks Online to ApprovalMax?
Pulling existing Bills from QuickBooks Online to ApprovalMax is currently not possible because the QuickBooks Online API doesn't allow ApprovalMax to do this. However, you can create your Bills directly in ApprovalMax, run them through predefined ...
Why are Bills not getting pulled from Xero to ApprovalMax?
If you have created a Bill in Xero and it doesn't show in ApprovalMax after 30 minutes, please follow these steps: Check if the respective workflow is active. Check that all Bills in Xero have actually been submitted for approval. Click on the update ...