How to handle cases with a Delivery Confirmation/Goods Receipt (GR) in ApprovalMax (Xero)

ApprovalMax supports two ways for handling delivery confirmations (GR).

This is one option:

You can use the setting Goods Received Note (GRN)* in the Purchase Order workflow to track the GR status in Purchase Orders. 
Learn more about GRN here.

Important note: The GRN status in ApprovalMax is only used for approved Purchase Orders. If the respective setting has been activated, the GR status will be pushed to Xero history.

*The GRN functionality is part of our Advanced and Premium plans.

This is the other option:

You can have a dedicated Delivery Confirmation/Goods Receipt (GR) step in your Bill workflow. When 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. For further information, see how to match Bills with their initial Purchase Order(s).

Here's an example for illustration:

1. The simplest workflow with a step for Delivery Confirmation (GR):


2. A Bill workflow with two approval steps (GR has been approved/delivery confirmed):



The Goods Receipt step has been approved – meaning the goods have actually been delivered – but the Bill has not yet been issued (its status is Open) and is waiting for finance approval.

3. A report shows all open Bills that are waiting for finance approval.

It is absolutely fine to use both methods simultaneously.

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