Test Period (POC) and Checklist – Acubiz Help Center

The purpose of this test period (Proof of Concept) is to verify the setup of Acubiz in practice. It is your opportunity to ensure that the system is configured exactly as agreed and that all workflows function appropriately before final deployment.

Use the checklist below to review and approve the individual areas.

1. Master Data & Users

User Creation & Profiles

[ ] Basic employee data: Are first and last names correct and unique?
[ ] Email addresses: Are the emails correct? (Note: Must match AD email if SSO is used).
[ ] Employee number: Are the numbers synchronized with the payroll system?
[ ] Approval flow: Is the correct approver (immediate manager) linked to the employee?
[ ] System roles: Are the roles (User, Approver, Administrator, Finance) assigned correctly?

Employee Settings & Clearing Accounts

[ ] Default dimensions: Are default dimensions specified at the employee level (if relevant)?
[ ] Clearing accounts: Are accounts for expenses, cash withdrawals, private purchases on company cards, and privately paid credit cards set up correctly?
[ ] Mileage & Travel Allowance: Are rates and rules for mileage and per diems defined?
[ ] Notifications: Are email settings activated correctly?
[ ] Company Policy Management (CPM): Are rules for, among other things, spot checks and policies defined for the users?

2. Dimensions & Accounting

Dimensions

[ ] Dimension levels: Are the correct levels created, and is it defined which levels the user should be able to see?
[ ] Mandatory fields: Is it correctly marked which dimensions are mandatory (required)?
[ ] Naming (Labels): Are labels language-controlled and made user-friendly for employees?
[ ] Dimension values: Are all relevant values created (e.g., cost centers, projects)?
[ ] Dependencies & Approval: Do any dimension dependencies and dimension-based approval function as intended?

Accounting & Chart of Accounts

[ ] Chart of accounts: Are all relevant accounts created with correct account numbers and user-friendly names?
[ ] Dimension twist: Is the requirement for dimensions indicated correctly at the account level?
[ ] VAT & Explanations: Are VAT codes and account explanations entered correctly?
[ ] System accounts & Payroll types: Are the correct payroll types linked to the system accounts?
[ ] Split accounts: Are any split accounts created and tested?

3. Credit Card Integration

[ ] Power of attorney: Has the power of attorney been completed, signed, and sent to the credit card provider?
[ ] Transaction feed: Have the first test transactions been successfully received from the provider?
[ ] Accounting setup: Are the automatic postings for credit cards in place?
[ ] Employee match: Are transactions provided with the correct key (EmployeeID), and are they automatically matched to the correct users?

4. Data Integration & Automation

Data Exchange (Master Data)

[ ] SFTP access: Are SFTP accounts created, and has access been checked and approved?
[ ] Import routines: Does automatic import of employees and dimensions work?
[ ] Web service (if relevant): Does data exchange via web service work as desired?

Reports & Control

[ ] Status emails: Are the correct weekdays (M, T, W, T, F) selected for sending status emails to users?
[ ] Control reports: Are the duplicate report and CPM report (Company Policy Manager) set up and tested?

5. Exports (Accounting & Payroll)

Export Types & Integration

[ ] Export setup: Are the processes for the exports to be used under control?
- Provisions
- Settled expenses
- Invoice export
[ ] Integration type: Is it defined and tested whether the export should run automatically or manually?

Format Control

[ ] Data formats: Are file formats set and validated (correct columns, date formats, numeric formats, and summations)?
[ ] Final test: Have export files been tested, checked, and successfully imported into your accounting and payroll system?