Xero Purchase Order life cycle
Purchase Order creation
Purchase Order approval
When you submit a Purchase Order for approval, it will run through the predefined workflow. Only when all approvals for a Purchase Order have been collected will it be pushed to Xero with the "Approved" status.
Goods Received status
The Purchase Order Requester, the Approvers and the Organisation's Administrator can track the statuses Not Received, Partially Received and Fully Received, and also set/change the delivery status for approved Purchase Orders.
The current Bill Approvers and Administrators of an Organisation can match not yet approved Bills with Purchase Orders that have been approved, but not marked as Billed, and state the same currency and supplier. You'll find more details on matching here: Bill-to-PO matching.
Marking 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. You'll find more details on marking Purchase Orders as Billed here: How can I mark a Purchase Order as Billed? This status can be set in Xero and synced to ApprovalMax and, if needed, get reversed as well.
ApprovalMax also supports automatic marking PO as Billed.
Who can mark Xero Purchase Orders as Billed?
Xero Purchase Orders can be marked as Billed by: Administrators of Organisations in ApprovalMax Purchase Order Requesters Persons who are specified in the "Pull from Xero" section of a Purchase Order approval workflow (if Purchase Orders get created ...
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. See who can mark Purchase Orders as Billed. To mark an approved Purchase Order as Billed, ...
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 ...
Bill-to-PO Matching: Support of the "10 cents rule" while auto-marking Purchase Orders as Billed
ApprovalMax supports the 10-cent deviation rule during the auto-marking of Purchase Orders as Billed. What does this mean exactly? ApprovalMax supports the automatic marking of Purchase Order(s) as Billed on the approval of the last Bill matched to ...
How can I close approved PO to prevent matching?
If you don't use your approved PO any more and want to prevent matching Bills to it, you can mark PO as Billed in ApprovalMax or delete such PO in Xero, it will be marked as "Cancelled" in ApprovalMax.