When working with user data, some values are specified for each user that may have reference to the same or other data tables in Acubiz. Therefore, it is important that the data validity is in order, otherwise these references will not be valid and Acubiz will not work as intended. It could be the following scenarios (this is not an exhaustive list)

User creation

All users must specify a unique key that the user is maintained based on.

Detailed indication of flow for user maintenance.

When updating employee data via an automated file import, it is done according to the following flow based on ImportID as a common key (identifier):

(1) FILE => (2) TEMP-TABLE => (3) USER DATABASE (Staff)

This means that all data from the (1) file is compared with the data in the (2) TEMP table and takes place according to the following flow:

(Click on the image to enlarge)

NOTE:

This last check, whether there is already a user with a different ImportID but with the same name and initials, is a situation where the user has changed the importID. This often happens in situations where the ImportID is (for example) an employee number and the users employment changes, thus triggering a new employee number - and thus a different ImportID.

• See how to Updating changed ImportID

Specification of user approver.

This key is also the reference for the approver specified on the individual user. If an invalid reference is submitted, the user will be created without approver.

Indication of dimension values

If financial dimensions are used in Acubiz (e.g. department, Costcenter, project, etc.) in certain cases a default dimension value can be specified for the individual users. This could be a permanent department or costcentre. This is specified in the fields Dim1…Dim9.