ADMINISTRATOR GUIDE. November Cloud Approval Workflows for Finance and Accounting

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1 ADMINISTRATOR GUIDE November 2017

2 CONTENTS Basic Concepts Signing up and connecting to your accounting platform Adding and inviting users Setting up the approval workflow Setting Fraud Detection settings Forcing the approval decision

3 Basic Concepts

4 Basic concepts Account, Organisation Account: an account is created upon signing up to a trial. The account owner manages creation of Organisations that serve as containers of workflows and invites all other users to the app. Note: Billing of the app can be managed not necessarily by the Account owner, but by a designated Billing Contact Organisation: an Organisation is an entity created within the Account that hosts workflows that can be both connected to accounting platforms and work stand-alone. Note: ApprovalMax Organizations are linked 1-to-1 to Organizations in Xero and QuickBooks Online. Any number of Organizations can be created within an Account.

5 Basic concepts Organization-level roles Administrator: a user with the rights to connect and disconnect ApprovalMax to/from the accounting platforms, add and invite other users to Organisations, set up and change workflows, set Delegates, create reports, override approval decisions for a particular request, force decision, leave comments. Auditor: an Auditor is a user with a "read only" access to all Workflows, all Requests and the Approval Matrix. An Auditor can generate reports and leave comments within requests.

6 Basic concepts Workflow-level roles Requestor: within Purchase Order creation and Approval Workflows and stand alone Workflows, a Requestor is authorised by the Administrator to raise requests. For connected workflows, Requestor rights can be configured based on parameters such as Supplier, Account, Tracking category and other. In addition to raising requests, a Requestor can make changes to their requests, cancel their request, mark their Purchase Orders as billed Approver: based on settings defined by the Approval Matrix for a particular Workflow, an Approver can review and approve requests, reject requests, delegate the approval decision and leave comments for Auditors and Requestors An Approver with Review & Coding rights has the rights to edit the Bills before approval, scope of allowed edits includes editing of tracking categories and accounts as well as splitting line items.

7 Basic concepts Workflow Workflow: a sequence of review and approval steps based on pre-defined business rules There are two types of ApprovalMax Workflows: Connected Workflows: Workflows connected to either Xero or QuickBooks Online and enabling routing of approval requests for financial documents kept in Xero or QBO Stand-alone Workflows: any workflow configured in ApprovalMax with no dependency on data or documents from an accounting platform, e.g. HR leave request approval workflow Connected Workflows for Xero include: Purchase Order creation and approval, Bill review and approval, AP Credit Note approval, Sales Invoice approval, AR Credit Note approval Connected Workflows for Xero include: Purchase Order creation and approval

8 Signing up and Connecting to an accounting platform

9 Signing up and connecting to an accounting platform Request your Trial 1 2 Request your trial on the website Enter your address

10 Signing up and connecting to an accounting platform Activate your Trial 3 4 Check the confirmation Confirm your address

11 Signing up and connecting to an accounting platform Set up your profile 5 Enter your profile details and set a password To set the password, please follow following requirements: Use 8 or more characters Use upper and lower case letters (e.g. Aa) Use a number (e.g. 1234) Use a symbol (e.g.!@#$)

12 Signing up and connecting to an accounting platform Set up an Organisation 6 Enter your Organisation's name. ApprovalMax Organizations are linked 1-to-1 to Organizations in Xero and QuickBooks Online. Note: the user who created the Organisation automatically becomes its Administrator and has to add and invite other users to it. There is no need for other users to sign up on the website separately.

13 Signing up and connecting to an accounting platform Connect to your accounting platform 7 Upon creation of an Organisation, it is time to enable its integration to Xero or QuickBooks Online in case you intend to be using one of the Connected Workflows. Stand-alone Workflows can be used without connection to any accounting platform.

14 Signing up and connecting to an accounting platform Connect to Xero 7.1 Select the Organisation for integration Please note: an Organisation in ApprovalMax can be connected to a single Organisation in Xero or QuickBooks Online.

15 Signing up and connecting to an accounting platform Connect to QuickBooks Online 7.2 Select the Organisation for integration Please note: an Organisation in ApprovalMax can be connected to a single Organisation in Xero or QuickBooks Online.

16 How to add and invite users

17 How to add and invite users Adding and Inviting Users In ApprovalMax, onboarding of Users is a two-step process: 1. First, the user's is entered in ApprovalMax (the User is added to ApprovalMax). This action, however, does not initiate the approval or Purchase Order raising process for the added User. 2. For the User to be able to start acting as an Approver or Purchase Order Requestor - and start receiving request status notifications - the User needs to be invited to ApprovalMax and needs to accept their invitation. Please note: In order to start using ApprovalMax as part of an already existing Organisation, there is no need to sign up on ApprovalMax's website separately. Signing up will result in the creation of a new Account and new disconnected Organisations.

18 How to add and invite users Adding and Inviting Users There are two ways of adding Users to ApprovalMax: 1. Using the User page: on the User page, addresses can be added in bulk via copy-paste 2. Using the Workflow Setup page, entering user s as Approvers or Requestors The User invitation process will be the same. The Workflow Setup page also provides the capability of inviting Users after they have been added to the system.

19 How to add and invite users From the Users Page 1 Go to Company > Users, add the User s address, click "Add" and "NEXT"

20 How to add and invite users From the Users Page 2 Choose whether you want to invite the Users for them to start receiving notifications and being able to act as Approvers or Requestors. If you choose to delay inviting the User(s), press "FINISH"

21 How to add and invite users From the Users Page 3 The User will receive an invitation that needs to be accepted (press the "Accept invitation" button). If the User forgets their password, they can go to ApprovalMax's website and click the Reset password button on the Login page.

22 How to add and invite users From the Users Page 4 Once the User accepts their invitation, their status changes from "Pending" to "Active" on the Settings Page and they are able to start raising Purchase Order requests or acting as Approvers

23 How to add and invite users Using the Workflow Setup Page 1 Alternatively, new Users can be added to ApprovalMax right from the approval Workflow Setup page. Go to Company > Approval workflows, and select the workflow you want to set up. Press "Add Requester" or Add Approver and enter their address. Save your changes.

24 How to add and invite users Using the Workflow Setup Page 2 Once it is time to invite the added Users, click the Invite now button right in the Approval Matrix. You can also add a welcome message. Press the "INVITE USERS" button.

25 How to set up an approval Workflow

26 How to set up an approval workflow Workflow Basics (repeated) Workflow: a sequence of review and approval steps based on pre-defined business rules There are two types of ApprovalMax Workflows: Connected Workflows: Workflows connected to either Xero or QuickBooks Online and enabling routing of approval requests for financial documents kept in Xero or QBO Stand-alone Workflows: any workflow configured in ApprovalMax with no dependency on data or documents from an accounting platform, e.g. HR leave request approval workflow Connected Workflows for Xero include: Purchase Order creation and approval, Bill review and approval, AP Credit Note approval, Sales Invoice approval, AR Credit Note approval Connected Workflows for Xero include: Purchase Order creation and approval

27 How to set up an approval workflow Connected Workflows All Connected Workflows are stored under the corresponding Organization connected to either Xero or QuickBooks Online. Approval workflows can be of two types depending on where originates the documents for approval: 1) Workflow gets started from ApprovalMax, e.g. Xero Purchase Order approval workflow, QuickBooks Online Purchase Order approval workflow any stand alone workflow 2) Workflow gets started when ApprovalMax receives a document from an accounting system in status "awaiting approval", e.g. Xero Bill Approval, Xero Sales Invoice approval, etc. NOTE 1: for second type of workflow, to be able to receive notifications and track the approval status, an address needs to be defined in Xero requester field. Better to use generic one e.g. finance@companyname.com NOTE 2: Purchase Order creation and approval workflow for Xero can work both ways, the recommended option is to have PO raised in ApprovalMax

28 How to set up an approval workflow Connected Workflows To set up a Workflow: 1. Open the Approval Workflows section 2. Select the pre-defined Workflow, e.g. Bill Approval 3. Define approval steps and enter addresses of the Approvers or Requestors 4. Press "Save" to save the changes and "Activate" to start the Workflow

29 How to set up an approval workflow Stand-Alone Workflows To set up a Stand-alone Workflow: 1. Open the Approval Workflows section 2. Click the "Create New Workflow" button to your right 3. Name the stand-alone workflow 4. Define approval steps and enter addresses of the Approvers or Requestors 5. Press "Save" to save the changes and "Activate" to start the Workflow

30 How to set up an approval workflow Activation of a Workflow Once an approval workflow is configured, click the Activate button at the top right corner of the approval workflow screen. If changes need to be made, open the approval workflow again, make the changes and click Update. Please note: the Start over option allows restarting approval workflows in case it is needed to ensure that the newly made changes are also applied to the already running requests.

31 How to set up an approval workflow Approval Matrix The Approval Matrix allows defining criteria for Approver selection and approval request routing. The criteria include: Supplier/Vendor, Item/Product, Tracking category, Account, Class, etc.

32 How to set up an approval workflow Sequential Approval Workflow Sequential approval workflows allow setting up a sequence of approval steps. To set up a sequential workflow in ApprovalMax, click on "+" and assign a name and the Approvers to the step

33 How to set up an approval workflow Parallel Approval Workflow Parallel approval workflows allow arranging for approval decisions that are not dependent on one another. To set the parallel workflow, click on the "Add user" button and enter their address. Please note: to have the document approved, all Approvers need to approve it. In case one of the Approvers rejects it, the document gets returned to the Requestor.

34 How to set up an approval workflow How to restrict Requestor rights Requestor access rights can be configured so that when creating a Purchase Order, only designated data is presented to the Requestor. Criteria for restriction include: - Suppliers - Cost Center - Tracking Category - Account (GL code) - Inventory Item, - Tax

35 How to set up an approval workflow Force Xero synchronisation ApprovalMax pulls data such as Accounts, Items, Tracking categories, etc. every 2 hours from Xero. Sometimes it is needed to force synchronisation with Xero to enable use of the latest data in ApprovalMax. To manually force Xero synchronisation, the Administrator needs to open either the Requestor Matrix or the Approval Matrix, select the needed check boxes and press Synch".

36 How to set up an approval workflow Fraud Detection ApprovalMax allows tracking of all changes made to a financial document in Xero after the document has been approved in ApprovalMax. Changes include: supplier, tracking category, account, and some other. The Administrator can manually set which criteria will be tracked for changes, e.g. only changes to Suppliers will be tracked.

37 Administrator runtime mode

38 Administrator runtime mode Report Creation ApprovalMax provides five out-of-box reports: Purchase Orders pending approval Bills pending approval Purchase Orders approved this month Bills approved this month Potential fraud detected Out-of-box reports can be adjusted as needed. Also, new reports can be created via setting up of Filters. Accrual reports can be created in Xero based on ApprovalMax's data

39 Administrator runtime mode Force a Decision ApprovalMax provides a capability for the Administrator to force an approval decision. In the Force Decision dialog window, the Administrator can leave their comments for reference to Approvers and Auditors.

40 ENJOY APPROVALMAX! If you have any question, do not hesitate to send us an