Advanced Search in Acubiz

Acubiz offers extended search options beyond the standard criteria available directly in the search form. By using specific field syntaxes in the Search for field, you can precisely target your searches to specific data values.

General Search Syntax

Searches are based on the fields and values found in transactions in Acubiz. The syntax is constructed as follows:

[FIELDNAME]="VALUE"

Search Examples and Usage

Examples in this article:

• 1. Search for closed, deactivated, or renamed dimensions
• 2. Search transactions for terminated/inactive users
• 3. Search e-transactions by type codes
• 4. Search for approvals
• 5. Payroll file verification
• 6. Search for cash withdrawals
• 7. Violation of Company Policy (CPM)
• 8. Credit card transactions (Private-paid vs. Company-paid)

1. Search for Closed, Deactivated, or Renamed Dimensions

The standard form only shows active dimension values in the dropdown lists. If you need to search for transactions containing closed or renamed (dimensions that have changed name) dimensions (e.g., departments or projects), you can use the following syntax:

• Search by department (Dim1): [Dim1Id2_fi]="12345"
• Search by project (Dim2): [Dim2Id2_fi]="9000"

2. Search Transactions for Terminated/Inactive Users

When an employee is deactivated in Acubiz, they no longer appear in the standardized employee list, as it only contains active users.

Transactions for inactive users can be searched using the following fields:

• Search by employee number: [EmplNo_fi]="XYZ"
• Search by email address: [EmplMail_fi]="xyz@company.com"

Note: The prerequisite for this search is that the searched value (e.g., employee number) has not been reassigned to a new employee. If this is the case, the search results will include transactions from both users.

3. Search e-Transactions by Type Codes

Allows filtering transactions based on specific expense types:

• Search for a single type code: [ExpenseCode_fi]="6010"
• Search for multiple type codes in the same search: [ExpenseCode_fi]="6010"|[ExpenseCode_fi]="6011"

4. Search for Approvals

You can search for transactions approved by specific persons or within defined time periods.

• Approved by a specific manager:
  Syntax: [ConfirmedBy_fi]="APPROVER'S FULL NAME"
  Example: [ConfirmedBy_fi]="Darth Vader (BBB)"
  (Requires administrator access to see the exact master data name).
• Approved by managers within a specific period:
  Syntax: [ConfirmedDate_fi]>=12-05-2023 & [ConfirmedDate_fi]<=13-06-2023
• Approved by a specific Finance user:
  Syntax: [ConfirmedByFinance_fi]="APPROVER'S FULL NAME"
  Example: [ConfirmedByFinance_fi]="Master Yoda (DDD)"
• Approved by Finance within a specific period:
  Syntax: [ConfirmedDateFinance_fi]>=12-05-2023 & [ConfirmedDateFinance_fi]<=13-06-2023

5. Payroll File Verification

Employees or administrators can check whether expenses are included in an exported payroll file from Acubiz:

• Included in payroll file: [EXPORTEDSALARY_FI]="Yes"

6. Search for Cash Withdrawals

Search registered cash withdrawals across the system:

• Cash withdrawal: [ADVANCETYPE_FI]=1

7. Violation of Company Policy (CPM)

Note: This feature requires the Company Policy Manager (CPM) module to be enabled on the relevant expense type (e.g., "Representation").

If the allowed amount per participant is exceeded, transactions can be searched with the following syntax:

• Search for policy violations: [PolicyBreak1_fi]="1"

8. Credit Card Transactions (Private-paid vs. Company-paid)

Used to distinguish between payment methods if the company uses both private- and company-paid credit cards within the same Acubiz setup:

• Search for private-paid credit card transactions: [PrivateCard_fi]="1"
• Search for company-paid credit card transactions: [PrivateCard_fi]="0"