Every expense claim in ApprovalMax is assigned a unique number that makes it easy to identify and reference throughout the approval process and in Xero.
How numbers are assigned
Expense claim numbers are automatically assigned when a request is submitted; drafts do not have a number. Numbers are sequential and counted per employee, meaning each employee has their own counter starting at 1.
Two employees in the same Organisation will each have their own independent sequence, so it is perfectly normal to have multiple claims with the same number, each belonging to a different employee.
The numbering is per (Organisation, Employee) pair, so if an employee submits claims across multiple Organisations, each Organisation maintains its own separate counter for that employee.
Changing the employee before submission
If the Employee field is changed on a draft claim before it is submitted, any previously held number for the original employee is cleared. A fresh number is assigned at submission based on the newly selected employee.
Manual editing
Expense claim numbers cannot be edited manually. The system assigns them automatically, and they cannot be overridden.
Where the number appears
Once assigned, the claim number appears in the claim header and is used as the reference on the Bill or Spend Money transactions created in Xero after approval.