Xero Purchase Order life cycle

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 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 Administrators can track the statuses Not Received, Partially Received and Fully Received, and also set/change the delivery status for approved Purchase Orders.

Bill-to-PO Matching

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 to 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 the automated marking of Purchase Orders as Billed.


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