What Xero data does ApprovalMax modify?
ApprovalMax works with Xero data in two modes:
- In write mode (with Purchase Orders
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)
- 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):
- When all approvals are in place, the document is authorised in Xero.
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
- ApprovalMax sets back the link from Xero to 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.
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 ...
How can I mark a Purchase Order as Billed?
When a Purchase Order has been fully approved / matched with a Bill, it can be marked as Billed in ApprovalMax and the status "Billed" will be synced to Xero. To mark a Purchase Order as Billed, click on the button: Optionally, you can provide a ...
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, ...
How can I create a Purchase Order in ApprovalMax?
To create a Purchase Order (or any other request) in ApprovalMax, click on the "NEW REQUEST" button in the top right-hand corner near your Avatar: In the pop-up window, select the request type from the respective Organisation and click on "CREATE ...
How often is data synced with Xero?
Pulling new documents and pushing back approval decisions ApprovalMax pulls new Bills/Invoices/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. You can ...