Guidelines for TravelID in Acubiz

When Acubiz processes transactions, each entry is assigned a unique TravelID. This ID serves as the transaction's unique reference and is used for traceability and retrieval within the system.

Depending on the type of transaction, a TravelID is assigned either at creation or upon submission/approval.

1. Assignment of TravelID at Creation

• Travel Expense Reports: When a travel expense report is created, it is immediately assigned a primary TravelID (e.g., 1000002). This ID can be found under Additional Information at the bottom of the report.
• Attached Receipts: Receipts added directly to a travel expense report inherit the report’s TravelID followed by a receipt number (e.g., 1000002-1, 1000002-2, etc.).

Applies to: Credit card transactions, cash expenses, per diems, mileage, and advances linked to a specific travel expense report.

2. Assignment of TravelID upon Submission

When expenses are handled as individual transactions (not part of a consolidated travel expense report), they are assigned a TravelID only at the moment the employee submits the transaction for approval.

This applies to the following transaction types:

• Credit Card Transactions
• Cash Expenses
• Mileage Registrations
• Per Diems
• Cash Advances

Why is this important? If you need to support an employee or search for a specific individual expense, be aware that the transaction can only be found by TravelID after it has been submitted in the system.