This article presupposes that you have access to your new Acubiz solution. While it is not strictly necessary for the implementation meeting* to have taken place, it is essential that Acubiz has received the master data through the initial welcome and onboarding process.

Content of the article:

The article comprises a compilation of pertinent articles and guides designed to assist you in your capacity as a Pro user of Acubiz (What is a Pro user). The content has been organized in what is presumed to be the most logical chronological order; however, deviations may naturally occur.

• Setup and administration
• Daily use as an employee and approver/manager
• Daily use as a finance employee

Setup and administration

This section pertains to the overall configuration of Acubiz, which is managed from the Acubiz platform. Please be aware that certain articles referenced may not pertain to your specific solution. In cases where your Acubiz solution encompasses multiple companies, the subsequent setup will be detailed on a per-company basis.

• Setup of financial dimension values
  
  • Create a new dimension value (Department, project or similar)
• Acubiz accounting principles (general information)
  
  • Private expenses and refunds
  • Credit card transactions
• Chart of accounts, account numbers and VAT
  
  • Create a new cost type in the chart of accounts
  • Dimension setup on cost type
  • VAT codes
    
    • Setting up VAT codes
  • Credit card setup and accounting
    
    • Credit card posting setup
    • Cash withdrawals on company credit cards - setup
• Currencies and exchange rates
  
  • Work with currencies and exchange rates in Acubiz
• Users of Acubiz
  
  • Create a new user
  • Deactivate a user who has stopped in the company
  • Specify power of attorney limits for a user who is an approver
  • Assign roles to users
  • Extract a list of user master data.

Once the setup is in place you can continue to the next areas below.

Daily use as an employee and approver/manager

All end users and approvers are required to utilize the Acubiz application in their daily operations to reconcile their company-related expenses.

• Get started with the Acubiz app
  
  • Download and install the Acubiz app
  • Log in to the Acubiz app for the first time
    
    • Log in with the Acubiz login method
    • Log in with Single Sign On
  • Push notifications on your phone
• Settlement of costs
  
  • Get reimbursed for using your personal money for business expenses
  • Manage your expenses when you pay with your company credit card
  • Create a tax-free mileage registration
  • Tax-free travel allowance (Per diem/per diem)
    
    • Create tax-free travel allowance/per diem (Danish rules)
    • Create travel allowance/per diem (Swedish regulations)
    • Create travel allowance/per diem (Finnish rules)
• Work with your receipts
  
  • Get the best result with your receipts
  • Make optimal receipt match on your credit card transactions
  • Use a PDF as a receipt
• Approve costs as approver/manager
  
  • Approve or reject transactions from employees who refer to you as a manager
  • Delegate your approver role to a deputy during holiday periods (Out Of Office)

Daily use as a finance employee

As a finance professional, various tasks must be executed at different intervals.

Daily/frequent tasks

• Financial control:
  • Kontrollere transaktioner som er godkendt af godkender/leder
  • Splitte/fordele en omkostning på flere forskellige konti
  • Tilsidesætte konteringen på enkelte transaktioner
• Export of data
  Only relevant if no automation has been set up in Acubiz
  
  • Carry out an export of data to the accounting system or payroll system
  • Retrieve an already exported file from export reports

Periodic tasks

• Credit cards
  
  • Understand how the credit cards are distributed to the correct users
  • Create an automatic association of new credit card transactions to an employee
• Get an overview of transactions
  
  • Where in the flow are transactions located
  • Show transactions that need to be approved by the approver/manager
  • Move transactions from one approver to another (e.g. in case of vacation)
• Reconciliation
  • Make a reconciliation/specification between Acubiz and the accounting system
  • Use Acubiz reconciliation reports
  • Help and control if the reconcilliation does not match up
• Reporting and controlling
  
  • Get a duplicate check report on transactions that could be duplicates
  • What can I search for?
  • Make a search and get a search report
  • Choose your own layout for your search reports