When a Corporate Card Expense Claim is fully approved, ApprovalMax automatically creates one Spend Money bank transaction in Xero for each expense line on the claim.
Since each line can have a different supplier, Xero requires a separate transaction for each supplier.
Click on the Xero button on any expense line to open the corresponding Spend Money transaction directly in Xero.
What the Spend Money transaction contains
Each Spend Money transaction is populated with the data from the corresponding expense line:
Contact — the supplier on the expense line.
Bank account — the bank account selected on the Expense Claim header.
Date — the date on the expense line.
Reference — the Expense Claim number.
Currency — the currency of the expense line.
Description, quantity, unit price, account, tax rate, tax amount, and tracking categories — taken from the expense line.
Receipt — the receipt attached to the line is uploaded to the Spend Money transaction in Xero.
Once all lines have been processed, an audit report PDF is generated and attached to every successfully created Spend Money transaction in Xero.
Partial and complete failures
If some lines succeed and others fail, the claim remains Approved and the per-line failures are recorded in the request audit trail. If every line fails, the claim is automatically moved to Rejected. See Why does sync to Xero fail for my Expense Claim for more details.