System Accounts in Acubiz

In Acubiz, system accounts are used for automatic and consistent handling of fixed operational processes.

The system includes the following five standardized system accounts:

• Private Purchases on Credit Card
• Cash Withdrawal on Credit Card
• Mileage (Tax-Free Mileage Allowance)
• Travel Allowance
• Payroll Balance Account

ℹ️ Note: The specific setup can be customized to the individual company’s needs, but the below represents the standard configuration.

Private Purchases on Credit Card

This account is used if an employee has used their company card for private expenses. When selecting this account, an intercompany balance is created where the employee is registered as a debtor to the company.

• Visibility: The account appears as a standard expense type during settlement and is visible to all users.
• Handling: The specific process may vary, but typically the employee’s intercompany account is credited, after which the amount is offset through the payroll system.

Read more about:

• Accounting Principle for Credit Cards: The 3-Step Accounting Flow
• Accounting Setup for Employees in Acubiz

Cash Withdrawal on Credit Card

This account is used for cash withdrawals on company cards. Since the withdrawal is made with company funds, the transaction is accounted for as a salary advance.

• Visibility: The account cannot be manually selected by the user. Acubiz automatically posts the accounting based on the transaction’s type codes.
• Handling: The intercompany account is credited, and the amount is offset in the salary via the payroll system.

Read more about:

• Accounting Principles for Credit Cards: The 3-Step Accounting Flow
• Accounting Setup for Employees in Acubiz
• Automatic Accounting with Type Codes
• Activating or Deactivating Automatic Clearance
• Handling of Currency Rate Adjustment Transactions

Mileage (Tax-Free Mileage Allowance)

Used for settlement of tax-free mileage allowances. The following parameters are set on this account:

• Financial Account for Recording Mileage Expenses: Relevant if Acubiz transfers financial postings directly to the accounting system (the standard setup does not include direct financial postings from Acubiz).
• Payroll Code: Specified with the payroll code from the company’s payroll system used for payment of tax-free allowance. This field must be updated if the payroll system changes.

Read more about:

• Expenses and Reimbursements: Accounting Flow
• Configuration of Employee Intercompany Balances

Travel Allowance

Used for settlement of tax-free per diems. The following parameters are set on this account:

• Financial Account for Recording Travel Expenses: Relevant if Acubiz transfers financial postings directly to the accounting system (the standard setup does not include direct financial postings from Acubiz).
• Payroll Code: Specified with the specific payroll code for payment of tax-free travel allowance. This field must be updated if the payroll system changes.

Read more about:

• Expenses and Reimbursements: Accounting Flow
• Configuration of Employee Intercompany Balances

Payroll Balance Account

This account is used exclusively for managing employee intercompany balances related to salary deductions and reimbursement payments.

• Usage: The setup is only relevant if payment or salary deductions are made via the payroll system.
• Exception: The account is not used for direct creditor payments via the accounting system.

Read more about:

• Expenses and Reimbursements: Accounting Flow
• Configuration of Employee Intercompany Balances