Systemaccounts in Acubiz

In Acubiz there are some system accounts that take care of different functions in the daily function.

There are 5 different system accounts here. In the day-to-day use of Acubiz, no changes should be made to these accounts.

(There may be a difference in the setup of system accounts depending on the configuration, but the above is system standard)

Below is an explanation of the various system accounts:

Personal purchases on credit cards

This system account can be selected by the user when they settle, on the same terms as the regular cost types and is therefore visible in the list of cost types for all users.

The account can be used by the employee if he has used his company-paid credit card for a private expense. When this account is selected, the transaction is reversed so that it is the employee who owes the company the amount.

Depending on the specific setup in Acubiz, the handling may differ from company to company. The general setup is that a credit is made to the employee's interim account in the accounts and the employee is simultaneously drawn into salary via the salary export to the salary system.

See more regarding:

• Electronic transactions with invoice
• Employee expenses and reimbursements

Cash withdrawal on credit card

This account cannot be selected directly by a user, but instead Acubiz makes an automatic posting to this account when the system can see that the transaction is a cash withdrawal.

A cash withdrawal will automatically be handled as an advance on the employee's salary. The employee has withdrawn the company's money and received cash in his pocket, and therefore a cash withdrawal is considered a salary deduction.

Depending on the specific setup in Acubiz, the handling may differ from company to company. The general setup is that a credit is made to the employee's interim account in the accounts and the employee is simultaneously drawn into salary via the salary export to the salary system.

See more about:

• Accounting principles for electronic transactions with invoice
• Employee expenses and reimbursements
• Automatic accounting with type codes
• Enable or disable automatic submitting
• Currency exchange mark-up transactions

Mileage (Tax-free mileage in own car)

Mileage is used with tax-free mileage and is only used in this connection. 2 things can be set up on this account:

• Account for recording driving expenses in the accounts.
  This is only relevant if the specific setup in Acubiz sends a posting to the accounts. The system standard is that driving expenses are not recorded in the accounts directly from Acubiz.
• Salary type code (salary code) from the payroll system
  This must be filled in with the specific salary code used in the company's salary system to pay tax-free driving allowance. If the pay system is changed, the pay code must therefore be changed on this account.

See more about:

• Employee expenses and reimbursements
• Payout/payroll options in Acubiz

Travel allowance

Travel allowance is used in connection with tax-free diets (Travel allowance) and is only used in this connection. 2 things can be set up on this account:

• Account for recording driving expenses in the accounts.
  This is only relevant if the specific setup in Acubiz sends a posting to the accounts. The system standard is that travel allowances are not recorded in the accounts directly from Acubiz.
• Salary type code (salary code) from the payroll system
  This must be filled in with the specific salary code used in the company's salary system to pay tax-free travel allowance/diet. If the pay system is changed, the pay code must therefore be changed on this account.

See more about:

• Employee expenses and reimbursements
• Payout/payroll options in Acubiz

Salary Balance Account

This account is used exclusively for employee balances in relation to the payroll system and cash outlays made by the employee. This account controls the salary type code for the salary system for respectively payment/wage deduction of employee benefits:

Setting up this account is only relevant if a payroll system is used for payment or payroll deduction of outlay transactions.

If creditor payment is used via the accounting system, this is not relevant.

Read more about:

• Employee expenses and reimbursements
• Payout/payroll options in Acubiz