Getting Started with Acubiz

This article assumes that you have access to the new Acubiz solution. It is not an absolute requirement that the implementation meeting* has been held, but it is necessary that Acubiz has received master data through the initial welcome and onboarding.

ℹ️ * A successful start with Acubiz requires an implementation meeting that continuously adjusts configurations. Deviations from the original setup presented during Onboarding may occur. This article can also be used after Go-live.

Contents of the article:

The article is a collection of relevant articles and guides that can assist you in your role as a Pro user of Acubiz (What is a Pro user). The content is structured in a likely chronological order, but deviations from this order may naturally occur.

• Setup and Administration
• Daily Use as Employee and Approver/Manager
• Daily Use as Finance Employee

Setup and Administration

This section covers the overall configuration of Acubiz, which is set from Acubiz's side. It should be noted that there may be articles that may not be relevant to your solution. If your Acubiz solution includes multiple companies, the information below will be setup per company.

• Setup of Financial Dimension Values
  • Create a new dimension value (Department, project, or similar)
• Acubiz Accounting Principles (general information)
  • Private expenses and reimbursements
  • Credit card transactions
• Chart of Accounts, Account Numbers, and VAT
  • Create a new expense type in the chart of accounts
  • Dimension setup on expense type
  • VAT Codes
    • Setup of VAT codes
  • Credit Card Setup and Postings
    • Credit card posting setup
    • Cash withdrawals on company credit cards - setup
• Currencies and Exchange Rates
  • Working with currencies and rates in Acubiz
• Users of Acubiz
  • Create a new user
  • Deactivate a user who has left the company
  • Set power of attorney limits on 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 Employee and Approver/Manager

All end users and approvers must use the Acubiz application in their daily work to settle company-related expenses.

• Getting Started with the Acubiz App
  • Download and install the Acubiz app
  • Log in to the Acubiz App for the First Time
    • Log in with Acubiz login method
    • Log in with Single Sign On
  • Push notifications on your phone
• Expense Settlement
  • Get reimbursed for using your private money for business expenses
  • Manage your expenses when you pay with your company credit card
  • Create a tax-free mileage allowance
  • Tax-free travel allowance (Per diem/diet)
    • Create tax-free travel allowance/diet (Danish rules)
    • Create travel allowance/diet (Swedish rules)
    • Create travel allowance/diet (Finnish rules)
• Working with Your Receipts
  • Get the best results with your receipts
  • Make optimal receipt matching on your credit card transactions
  • Use a PDF as a receipt
• Approve Expenses as Approver/Manager
  • Approve or reject transactions from employees who report to you as manager
  • Delegate your approver role to a substitute during vacation periods (Out Of Office)

Daily Use as Finance Employee

As a finance employee, it is necessary to perform a number of tasks at different times.

Daily/Frequent Tasks

• Financial Control:
  • Check transactions approved by approver/manager
  • Split/distribute an expense across multiple accounts
  • Override the posting on individual transactions
• Export Data to Accounting
  Only relevant if automation is not set up in Acubiz
  • Export data to the accounting system or payroll system
  • Retrieve an already exported file from export reports

Periodic Tasks

• Credit Cards
  • Understand how credit cards are assigned to the correct users
  • Create automatic assignment of new credit card transactions to an employee
• Get an Overview of Transactions
  • Where transactions are in the flow
  • View transactions pending approval by approver/manager
  • Move transactions from one approver to another (e.g., in case of vacation)
• Reconciliation
  • Perform a reconciliation/specification between Acubiz and the accounting system
  • Use Acubiz reconciliation reports
  • Help and control if the reconciliation does not match
• Reporting and Controlling
  • Get a duplicate control report of transactions that could be duplicates
  • What can I search for
  • Perform a search and get a search report
  • Choose your own layout for your search reports