Acubiz provides payroll-related data files to external payroll systems for handling payments and payroll deductions.
Note: The format description below is based on a standard setup. The format may vary and be customized depending on the specific payroll system receiving the data.
Transaction Types and Payroll Codes
The data file contains payroll-related transactions recorded in Acubiz. These are matched with the company’s current payroll types via three standard payroll codes:
- Payroll Code A: Employee Account
Handles both payments and payroll deductions:- Cash expenses (payment)
- Privately paid company credit cards (payment)
- Private purchases on company-paid credit cards (payroll deduction)
- Cash withdrawals on company-paid credit cards (payroll deduction)
- Payroll Code B: Tax-Free Mileage Allowance
- Mileage according to government rates (payment)
- Payroll Code C: Tax-Free Travel Allowance
- Per diems according to government rates (payment)
Standard File Format (Data Fields)
The payroll file contains at minimum the following seven columns:
| Column | Field Name | Description / Validation |
|---|---|---|
| 1 | Date | Transaction date (Format: dd-mm-yyyy, e.g., 01-01-2026). |
| 2 | Employee Initials | User initials in Acubiz. |
| 3 | Employee Number | Employee’s unique payroll number. |
| 4 | Payroll Code | Indication of Payroll Code A, B, or C. |
| 5 | Units | Number of kilometers driven (only applicable for Payroll Code B). The payroll system calculates the amount based on this. |
| 6 | Amount | Transaction amount. Provided with a comma as the decimal separator (e.g., 199,45). Field is empty for Payroll Code B. |
| 7 | Line Number | Unique sequence number for the line in the file. |
However, Acubiz has specific formats for several payroll systems, where the file may look slightly different from the example above, but the information remains the same.
Example Payroll File (CSV Format)
The example below shows a generated payroll file with all transaction types:
04-10-2022;KBR;12345;Payroll Code A;;250,00;1
04-10-2022;KBR;12345;Payroll Code A;;-350,00;2
04-10-2022;KBR;12345;Payroll Code B;25;;3
04-10-2022;KBR;12345;Payroll Code C;;850,00;4Displayed in column format
| 1 | 2 | 3 | 4 | 5 | 6 | 7 |
|---|---|---|---|---|---|---|
| 04-10-2022 | KBR | 12345 | Payroll Code A | 250 | 1 | |
| 04-10-2022 | KBR | 12345 | Payroll Code A | -350 | 2 | |
| 04-10-2022 | KBR | 12345 | Payroll Code B | 25 | 3 | |
| 04-10-2022 | KBR | 12345 | Payroll Code C | 850 | 4 |
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