Bypass alerts: when something is authorised in Xero outside WorkApproved
WorkApproved emails the administrators when a document is authorised in Xero without going through WorkApproved, or is changed after it was approved.
Why there are alerts
Anyone with Xero's approve permission can authorise a bill in Xero directly. WorkApproved cannot stop that. It can tell you afterwards, so you can act before the bill is paid.
Alerts cover the types of document you have turned on under What gets approved. WorkApproved learns of a change when Xero reports it or at its regular checks, so an alert can arrive a little after the event.
The alerts
- Approved outside WorkApproved: the document was authorised in Xero without going through WorkApproved, so it has no certificate.
- Authorised in Xero by hand: the approvers did approve it in WorkApproved, but a person authorised it in Xero, rather than WorkApproved doing it.
- Changed after approval: the document was changed in Xero after it was approved. The certificate describes it as it was approved, and the alert says what changed.
A related alert, Bank details changed, is sent if a supplier's bank account changes while approved bills to them are still unpaid. It shows only the last four digits.
On the bill page, a banner says what happened. The verify page for a changed document says so too.
Who gets them
Administrators with a WorkApproved login. They arrive straight away, whatever notification settings people have chosen.
What to do
- Open the document's history in Xero to see who did it.
- Check the approval was meant. If not, ask them.
- Remove the approve permission in Xero from anyone who should not have it. The setup checklist step Check who can approve in Xero takes you to the users list.
- For a change after approval, check the change before the bill is paid.
What does not raise an alert
- WorkApproved's own approval and its certificate upload.
- A bill Xero authorises itself from a repeating template that has a live standing approval. It is recorded as covered.
- Documents authorised before WorkApproved was watching, or while their type was switched off.
Related
Still stuck? Email [email protected]. This guide is also in the app at go.workapproved.app/help/bypass-alerts.