How does the approval of Xero Purchase Orders work?

How does the approval of Xero Purchase Orders work?

ApprovalMax enables the setup of multi-step approval workflows for Purchase Orders. There are two ways to create Purchase Orders: directly in ApprovalMax or in Xero.

This is how the approval of Purchase Orders created directly in ApprovalMax works:
  • Purchase Orders are created and submitted for approval in ApprovalMax.
  • ApprovalMax starts the multi-step approval workflow as pre-defined for them in ApprovalMax.
  • The respective managers get notified that their approval is required, and make their decision.
  • When all approvals are in place, the Purchase Order is created in Xero as “Authorised” and moved to the “Approved” list.

This is how the approval of Purchase Orders created in Xero works:
  • Purchase Orders are created and submitted for approval in Xero.
  • ApprovalMax pulls these Purchase Orders including all relevant details and starts the multi-step approval workflow as pre-defined for them in ApprovalMax.
  • The respective managers get notified that their approval is required, and make their decision.
  • When all approvals are in place, the Purchase Order status is changed to “Authorised” in Xero and the Purchase Order is moved to the “Approved” list.
Learn how to set up an approval workflow for Xero Purchase Orders.

    • Related Articles

    • 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 ...

    • Why are Purchase Orders not showing in Xero after approval?

      Purchase Orders will only be synced to Xero once they have been fully authorised (all approvals in all steps have been obtained). As long as a request is still pending the approval of one of the Approvers, it keeps the "Open" status in ApprovalMax. ...

    • Which workflows does ApprovalMax support?

      ApprovalMax supports workflows for several cloud accounting products and can also serve as a stand-alone solution. ApprovalMax for Xero Accounts Payable Purchase Order Creation and Approval workflow Bill Creation, Review and Approval workflow AP ...

    • Which Purchase Orders are available for matching?

      Purchase Orders (PO) can only be matched to Bills if:  PO and Bill have the same Supplier and Currency  PO is not marked as "Billed". Billed status can be revised. PO date does not exceed the Bill date (if the "No, do not allow matching Bills with ...

    • How alternative rules in the approval matrix work

      The approval matrix allows the definition of rules that determine which Approvers will be selected for each particular Bill / Purchase Order / Sales Invoice or Credit Note. Conditions are set based on the master data received from Xero: suppliers, ...