How to handle cases with delivery confirmation/goods receipt (GR) in ApprovalMax
There are generally two ways to handle delivery confirmation.
You can have a dedicated step for delivery confirmation (GR) in the "Bill creation, review and approval" workflow. By using this method, the Bill Approver confirms that the respective goods have been delivered (goods receipt). Also, the Bill can be matched with a Purchase Order, which is best practice. See how to match Bills with their initial Purchase Order(s)
for further information.
Here's an example for illustration:
1. The simplest workflow with a step for delivery confirmation (GR)
2. A Bill with 2 approval steps (GR has been approved/delivery confirmed)
The step for goods receipt has been approved (meaning the goods have actually been delivered), but the bill is not yet invoiced (its status is "Open") and waiting for finance approval.
3. A report
shows all open bills awaiting finance approvalThe other option:
You can use the "Mark as Billed
" button in the Purchase Order. The "Billed" status will be synced to Xero, so the benefit here is that you'll see this reflected in Xero itself.
The term "Mark as Billed" might sound a little confusing when talking about delivery confirmation, but Xero itself actually assumes this button gets clicked when all related Bills have arrived and all goods have been delivered.
It is completely fine to use both these methods simultaneously.
Why do phone numbers and delivery instructions not sync from Xero to ApprovalMax?
Although you can add in Xero phone numbers and delivery instructions as contact delivery details, these fields won't be synced to ApprovalMax due to Xero API limitations. If you need to specify phone numbers and delivery instructions, you have to do ...
How to add a delivery address in Purchase Orders
Delivery addresses are taken from the Xero Organisation's settings, or can be created from Xero Purchase Orders and synced to ApprovalMax. Here is how to create an additional delivery address: Open the Xero Purchase Order creation form and click on ...
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 ...
How can I connect ApprovalMax to Xero?
This is how you connect ApprovalMax to Xero: In your ApprovalMax Organisation, open the Approval workflows. Click on the button "Connect" next to Approval workflows for Xero. Authorise ApprovalMax in Xero. Select the Xero organisation you want to ...
What data is exchanged between Xero and ApprovalMax?
Data exchange takes place either by pulling new documents for approval from Xero or pushing an approval decision back to Xero. ApprovalMax pulls new Bills/Invoices/Purchase Orders several times during the course of a day. Due to Xero API limitations, ...