In the past, a reference number system for transactions in a report was existing in the MXP3 version of the software. This numbering system was never migrated to MXP5. The result was that only Controllers still had a view on these numbers (as their interface remained MXP3), but not the users or approvers from the MXP5 version. Another issue was that the numbers were created at the moment of opening the report and were never saved. When the report contents would change, the previous numbers would be gone upon re-opening the report.
A new reference numbering system was created, that assigns fixed numbers to the transactions. Even when expenses get deleted or removed, the numbers of the other transactions remain, and the deleted number does not get re-used. The numbers are saved with the report and are visible to all personas. They are also added to the Scanned Receipts feature, Advanced Reports, Print your expense note.
The numbers will appear in the Reference column at the beginning of the expense line.
When hovering the computer mouse over the reference number, the TransactionID of the expense will be displayed. It can be used for further references, such as writing it on the actual receipts or any other purpose.
The transaction line reference numbers are also available in the ‘Scanned Receipts’ window. Clicking on the Scan will open the receipt on the right-hand side of the page.
Transaction reference number order
The order of documents continues to be based on the date of the transaction so you look at the expense note in chronological order.
What has changed since March is that each transaction in an expense note is assigned a number when being added to the expense note and it keeps this number all throughout the approval, control, and settlement process.
Why was this change made?
In the past, we numbered all transactions sequentially - that led to an issue during auditing if, for example, the controller referred to transaction number 5 at some point and this transaction was later removed from the report: the previous sixth transaction would now be number 5 and the controller's comment would no longer apply to the correct number.
The order could similarly be affected by users changing the date on their transaction.
If you wish to change the sorting while viewing an expense note you can click on the triangular icons above the reference numbers.
In case of any questions please contact firstname.lastname@example.org