In accordance with the DPA and applicable legislation, customer data is stored for a period of 5 + 1 years (current year) by default. After this period, Acubiz has the right to delete the customer's data in the solution.

• Read more about: Standard and Pro-users: Roles that can be assigned to users in Acubiz

Contents of this article:

• Multiple companies in Acubiz
• Completion of legal information
• Completion of accounting information
• Deletion based on financial year
• Which data is deleted:
• Data deletion example

Multiple companies in Acubiz

If your Acubiz solution contains several companies, these steps must be completed in each company as the deletion process applies per company in Acubiz. This is important as there may be different legal ownership, accounting periods and regulatory requirements based on company type and/or region. The customer is responsible for the exact rules for the individual company.

Completion of legal information

Go to Administrator and then to Company settings

Then select Company Information

The legal information section is filled in with the company name and CVR/VAT number of the specific company

Press save when the information is updated correctly.

Completion of accounting information

Select the person(s) who is the accounting officer in the specific company.

Deletion based on financial year

This will be the most frequently used model.

Elements:

• Financial year
  • The day+month for when the company's financial year starts
  • The day+month for when the company's financial year ends
• Keep data in Acubiz
  • The number of accounting periods to be retained is selected here.
    NOTE: If the accounting period is shorter than 12 months, this field will be filled with several periods to obtain, for example, 5 years + the current accounting period.
    Note the box with the analysis of the period:
    
    This provides a good indicator of when data is deleted and retained..

Which data is deleted:

• Transactions
  
  • EMS
    • Cash expenses
    • Credit Card transactions
    • Mileages
    • Per diems/Travel allowances
    • Expense Reports
    • Requisitions
    • Cash advances
    • Unit enclosures
  • Invoice (IMS)
    • Supplier/vendor invoices
  • TIME
    • Time registrations
  • Exportrapports
• Users
  •  
    • Inactive users based on the inactivation date.
• Receipt files/attachments
  • Including PDF, PNG, JPG files which are attached/attached to one of the above transaction types

See also: Changes in reconciliation balances after data deletion

Data deletion example

Company A, whose accounting period runs from 1 January to 31 December. In the new year, January 2, 2024, the company has a contract that requires deletion of data after 5 + (1) years. This means that data that was exported before 1 January 2019 must be deleted. This applies to all data categories (See Which data is deleted:)

When data is deleted from the creation of the Acubiz solution to 31 December 2018, the next deletion process will only include data from 1 January 2019 to 31 December 2019, as we are now in the financial year 2025.

Specification of ERP and payroll system

It is now possible to specify specifically which external systems are used: