How to handle Bills that have been mistakenly approved in ApprovalMax

How to handle Bills that have been mistakenly approved in ApprovalMax

After their 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):

  1. In Xero, under "Bills Awaiting Payment", void the Bill that was approved by mistake.
  2. In your OCR application, correct the respective Bill data.
  3. Republish the amended Bill in Xero as "Awaiting Approval".
ApprovalMax will automatically pull this new Bill and initiate the approval process.

Option 2:

  1. 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.

Option 3:

  1. Copy the Bill in question. 
  2. Amend it and submit it for approval; ApprovalMax will then initiate the approval process for this new Bill.
  3. In Xero, under "Bills Awaiting Payment", void the original Bill that was approved by mistake.

    • Related Articles

    • Can I see the Paid status of QuickBooks Online Bills in ApprovalMax?

      Yes, ApprovalMax will show a Paid stamp on the Bills - if they are paid in QuickBooks Online and the option "Pull from connected Organisation" has been turned on for Bills and in reports (for Bills with the Paid status):

    • About ApprovalMax

      ApprovalMax was founded in March 2014 by a team of workflow/BPM professionals who are passionate about easy tools that reduce complexity, deliver simplicity, and just work. Our goal is to provide finance managers and accounting outsourcing companies ...

    • Troubleshooting: why are my Xero Purchase Orders/Bills not pulled to ApprovalMax?

      In order to pull Purchase Orders/Bills from Xero, you need to ensure the following: 1. The Purchase Order/Bill workflow is activated and the "Pulling from Xero" step is set up:  How do I set up the "Pulling from Xero" step for Purchase Orders?  How ...

    • How can I add Bills that were created and approved directly in Xero to a Batch Payment?

      To enable the pulling of all Bills from Xero to ApprovalMax for seamless management with the Batch Payment workflow, you must activate the option "Fraud detection - bypass the approval workflow" in the Bill workflow settings.

    • 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 ...