Acubiz makes it possible to view receipts and vouchers directly from the company's accounting system, for example by selecting a financial entry in the accounting system and pressing a button that looks up the voucher in Acubiz (via a web browser).

Conditions in Acubiz

This is a standard feature in Acubiz and therefore requires no configuration in Acubiz. However, there are requirements for the specific setup of Acubiz.

Expenses (EMS)

1. 1. TravelID must be included in the Acubiz export file (Column 22 in standard export format>)
   2. TravelID must be stored in the accounting system at the time of posting.

Vendor invoices (IMS)

1. 1. ID must be included in Acubiz export file (Column 22 in standard export format>)
   2. Invoice number must be included in Acubiz export file (Column 24 in standard export format>)
   3. ID and / or Invoice number must be stored in the accounting system at the time of entry

These parameters must be used for return lookup of receipts/invoices in Acubiz

Conditions in the accounting system (ERP):

To be able to use this feature, it requires that a function is developed in the accounting system that can make return lookups (a button or something else in connection with financial entries). This feature is not necessarily a standard feature of the accounting system and should be investigated in consultation with the company's supplier of the accounting system. Expenses related to this are borne by the company itself and are therefore not related to Acubiz.

Receipts lookup in Acubiz

A unique URL must be generated per transaction / posting. This is done with 3 elements - 2 static values and a dynamic value. The values to be put together are:

URL for Acubiz:

https://[COMPANYID].acubiz.com/asp/[COMPANYID]/[COMPANYID]EMS_[ISO-LAND].nsf

URL can be found by logging in to Acubiz on the web and copying the URL from the address bar per. company (if you have several companies).

Query for the receipt

Expense (EMS):

/ShowDocument?OpenAgent&ID=[TravelID]
[TravelID] = 1000098 (example)

Example of composite unique URL

https://kbrdemo.acubiz.com/asp/KBRDEMO/KBRDEMOEMS_DK.nsf/ShowDocument?OpenAgent&ID=1000322

Vendor invoice (IMS):

/aa_ShowDocumentIMS?OpenAgent&ID=[ID]&InvoiceNo=[InvoiceNo]
[ID] = 3000015 (example)
[InvoiceNo] = 12000755 (example)

Example of composite unique URL for supplier invoice (IMS):

Lookup on [ID]

https://kbrdemo.acubiz.com/asp/KBRDEMO/KBRDEMOEMS_DK.nsf/aa_ShowDocumentIMS?OpenAgent&ID=3000015

Lookup on [ID] and [Invoiceno]

https://kbrdemo.acubiz.com/asp/KBRDEMO/KBRDEMOEMS_DK.nsf/aa_ShowDocumentIMS?OpenAgent&ID=3000015&InvoiceNo=12000755

All lookups for receipts are subject to read rights. Therefore, you must log in when the document is opened - ie. you can only see the postings you are entitled to see according to the rights in Acubiz. Who can see what:

• The employee can see his own receipts
• The secretary can see his own receipts and those you are secretary of
• Approver / manager can see their own receipts and those you are approver / manager for
• Finance users can see all receipts.