What Xero data does ApprovalMax modify?

What Xero data does ApprovalMax modify?

ApprovalMax works with Xero data in two modes:
  1. In write mode (with documents created in ApprovalMax and pushed to Xero as well as with Bills in the first approval step - if the feature Bill review and approval is set up).
  2. In read-only mode (with documents pulled from Xero), which is usually the case.

Only in certain situations does ApprovalMax modify data (for documents pulled from Xero to ApprovalMax):
  1. When all approvals are in place, the document is authorised in Xero.
  2. If one of the Approvers rejects a request, some documents are moved to “Drafts” in Xero; that’s how the accountant finds out that something’s wrong.
  3. ApprovalMax sets back the link from Xero to ApprovalMax.

ApprovalMax never modifies Line Items / Amounts or other sensitive data pulled in read-only mode. The only exception is the "Bill review and coding" feature. Bill editing is only available in the very first step of an approval process. It is designed this way to ensure compliance, making sure that a Bill is not getting changed after it has been approved by a particular Approver.

    • Related Articles

    • 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 Credit Notes/ Purchase Orders several times during the course of a day. Due to Xero API limitations, ...

    • How often is data synced with Xero?

      Pulling new documents and pushing back approval decisions ApprovalMax pulls new Credit Notes/Purchase Orders every 1 hour during a day. However, due to Xero API limitations, it’s not possible to get them right after they’ve been created. For Bills ...

    • Video: How to copy a Bill or Purchase Order to create a new Bill for approval directly in ApprovalMax

      ApprovalMax product walk-through: How to copy a Bill or Purchase Order to create a new Bill for approval directly in ApprovalMax https://www.youtube.com/watch?v=6T80pfkP_bU You can also refer to this article: How to copy Xero Purchase Orders to a ...

    • Xero Purchase Order life cycle

      Purchase Order creation There are two ways of creating Purchase Orders for authorisation in ApprovalMax; they can either be created directly in ApprovalMax or get pulled from Xero. Purchase Order approval When you submit a Purchase Order for ...

    • Xero Bill life cycle

      Bill creation There are several ways of creating Bills in ApprovalMax, please follow this link for details: How you can create Bills in ApprovalMax. Bill-to-PO matching The current Bill Approvers, Purchase Order Requesters and Administrators of an ...