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 Bill workflow settings , and 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:
An accountant creates and approves a Bill directly in Xero.
During the next synchronisation between Xero and ApprovalMax, performed every 30 minutes, this Bill will be pulled to ApprovalMax and marked as "Approved". There will also be a comment saying that this Bill has been approved directly in Xero without going through the predefined workflow in ApprovalMax.
The Organisation's Administrators will be notified of this activity by email.
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.