Data Integration: From Acubiz to External Systems

Acubiz provides validated and posting-ready data to the company’s ERP system (accounting system). The data is delivered in a standardized Acubiz posting file, which is subsequently imported into the ERP system.

Important regarding automation:
If an automated integration is desired, it is required that the customer assigns an IT resource to the project. This can be an internal employee or an external ERP provider. The IT resource must be available for clarifying questions during implementation and should be informed of the requirements already in the initial phase.

The Process for Handling Posting Data

The handling of posting data is divided into three primary phases:

1. Generation of Posting Data in Acubiz

Data can be generated in two ways in Acubiz:

• Manual generation: The posting file is generated manually by the user and downloaded directly to the local computer.
• Automatic generation: The system automatically generates the posting file according to a set schedule and places it on a secure Acubiz SFTP server.

2. Transfer of Posting Data to the Company

The transfer of the file depends on the chosen generation method:

• For manual generation: The user saves the file locally and handles the subsequent process manually.
• For automatic generation: The company must establish a solution (client/script) that automatically retrieves files from the Acubiz SFTP server and places them on the company’s own network or server.

3. Import into the ERP System’s Journal

Whether the file is transferred manually or automatically, it must be imported into the ERP system.

• An import method (import mapping) must be configured in the accounting system that can match the format of the Acubiz file and transfer data to a journal.
• The procedure varies depending on the specific ERP system, but the end goal is the same: Data must be correctly placed in the system, ready for final posting.

Technical Documentation and Preparation

Regardless of the chosen integration method, the ERP system must be configured to read the Acubiz format.

• Technical specification: The technical documentation for Acubiz posting data can be found here. We recommend sending this link to your IT resource immediately so the task can be estimated and planned.
• General information: You can read more about our integration options, digital archive, and receipt handling here: Digital archive, digital receipts, accounting systems, and integrations with Acubiz

Note: It is crucial for the timeline that the integration setup is tested and approved before Go-Live.