When you create a Journal Entry request in ApprovalMax, the Journal Entry number field is optional.
You can:
Enter a number manually; that number is visible when the Journal Entry request is created
Leave the field empty; ApprovalMax will automatically assign a Journal Entry number after the request is approved
The automatically assigned number follows the existing numbering sequence in QuickBooks Online, where possible.
What happens when the number is assigned automatically
If the Journal Entry number field is left empty:
The Journal # field shows Allocated on approval while the request is awaiting approval
The Journal Entry number is assigned after the request is approved
ApprovalMax looks at the most recently created Journal Entry in QuickBooks Online that already has a number
The next number is generated by increasing the numeric part of that entry
This allows you to maintain consistent numbering without needing to check or enter the next number during request creation manually.
Examples:
Your most recent Journal Entry in QuickBooks Online has the number ‘FIN-109’. You create a new Journal Entry in ApprovalMax and leave the Journal # field empty. While the request is pending, the field shows Allocated on approval. After approval, ApprovalMax assigns the next number, ‘FIN-110’, and uses it when pushing the Journal Entry to QuickBooks Online.
If the most recent Journal Entry number contains no digits (for example, 'Two'), ApprovalMax appends a number and assigns it as 'Two1'.
If no recent Journal Entries exist, numbering starts at 1.
When you might still want to enter a number manually
You may prefer to enter a Journal Entry number manually if:
You use a custom numbering format for specific entries
You need the number to be visible before approval
Your Organisation follows a specific internal numbering convention
Please note: Using custom Journal Entry numbers may affect the automatic numbering sequence in QuickBooks Online.