What is the "Fraud detection — bypassing the approval workflow" feature?

ApprovalMax allows the proper tracking of documents that were created and then approved directly in Xero, without going through the appropriate approval workflow in ApprovalMax. Administrators of an Organisation are notified about such activities, as they could potentially be a sign of fraud.

To activate this feature, go to the Approval workflows page, open the respective workflow and click on the gear icon  to open the settings. Scroll down to "Fraud detection — bypassing the approval workflow".
In order Administrators to be notified, select "Pull this document to ApprovalMax", select a date and select a checkbox "Notify the Organisation's Administrators about documents that bypassed the ApprovalMax workflow".

This is how it works:

1. An accountant creates and approves a document directly in Xero.
   
2. During the next synchronisation between Xero and ApprovalMax, this document will be pulled to ApprovalMax and marked as "Approved". There will also be a comment saying that this request has been approved directly in Xero without going through the predefined workflow in ApprovalMax.
   
3. The Organisation's Administrators will be notified of this activity by email.
   

Please note: If the document is not pulled to ApprovalMax, no notification will be generated.

Important note : turning on this feature proves useful for companies seeking to ensure that all financial documents are routed through ApprovalMax for managerial approval. However, if a company has finance documents created and approved directly in Xero as part of their normal process (e.g. created in an order management software), turning on this feature may cause the Administrators being flooded with notification emails and lots of finance documents sent for approval to ApprovalMax unnecessarily.

• Related Articles

• How can I see paid Sales Invoices that have bypassed the approval workflow?

  It's possible that some of your Sales Invoices were approved for payment directly in Xero and, therefore, bypassed the approval workflow. In ApprovalMax, you can build a report to track all such cases. This is how it can be done: Activate the ...

• How can I see paid Bills that have bypassed the approval workflow?

  It's possible that some of your Bills were approved for payment directly in Xero and, therefore, bypassed the approval workflow. In ApprovalMax, you can build a report to track all such cases. This is how it can be done: Activate the settings in the ...

• How can I change the pulling date in the Fraud Detection settings of a Sales Invoice workflow?

  Unfortunately, the pulling date in the feature Fraud detection — bypassing the approval workflow can only be set once. This date cannot be changed in the product after the first pulling of approved documents from Xero has taken place. If you need to ...

• How can I change the pulling date in the Fraud Detection settings?

  Unfortunately, the pulling date in the feature "Fraud detection — bypassing the approval workflow" can only be set once. This date cannot be changed in the product after the first pulling of approved documents from Xero has taken place. If you need ...

• See NetSuite Invoices that bypassed the approval workflow

  It is possible that some of your Invoices were approved for payment directly in NetSuite and, therefore, bypassed the approval workflow. In ApprovalMax, you can build a report to track all such cases. This is how you do it: First, activate the ...