With the Real-time Transaction Data module in Acubiz, credit card transactions are recorded in the system immediately after the purchase is made. This feature is an add-on module and requires the following:

• Activation and setup within your existing Acubiz agreement.

• An extended agreement with your credit card provider for the delivery of real-time data and Smart Receipts.

Technical and Functional Value

In practice, Acubiz receives an authorization (reservation transaction) directly from the credit card company at the moment of purchase. For the employee, this means the expense is available in the app immediately.

The reservation transaction contains all necessary data and can be processed, coded, and approved just like a traditional, final bank transaction. This minimizes waiting time and significantly optimizes the workflow for expense management.

Contents of this article:

• Reserved and Cleared Transactions
• Manual Deletion of Reservations
• Automatic Deletion of Reservations
• Export Overview
• Real-time Notifications
• Smart Receipts

Reserved and Cleared Transactions

When real-time transaction data (Realtime Data) is activated, Acubiz automatically handles any discrepancies that may arise between the originally reserved amount and the final cleared amount. Although such discrepancies are rare in daily operations, they are handled according to the following principle:

Example of Value Adjustment:

1. Reservation (Real-time): A real-time transaction (authorization) is recorded in Acubiz for a reserved amount, e.g., 400.00 DKK.

2. Clearing (Final bank transaction): When the bank finally settles the transaction, the amount has changed to 412.00 DKK. This is typically due to exchange rate adjustments or currency exchange fees for transactions made abroad.

Impact on the User’s Workflow:

If the employee has already approved (submitted) the transaction based on the reserved amount, the expense will automatically be returned to the user’s inbox. The employee must then re-verify that the amount on the attached receipt still matches the updated transaction.

After the user’s re-verification, the agreed approval flow continues unchanged.

Finance Functions

Updated overviews for Finance so that it is possible to see which transactions have been cleared or are awaiting clearing (reservations).

Overview of Reservations

Here you can get an overview of the reserved transactions.

Manual Deletion of Reservations

Finance users have the authority to manually delete a reservation, regardless of where it is in the transaction flow. This typically happens after direct contact from an employee requesting deletion.

Since a reservation is merely a temporary hold on an amount until the bank’s final clearing (where the purchase is finally confirmed), deleting it does not affect the monthly bank reconciliation. Reservations can be managed and deleted manually via this overview.

Why Does the Need for Manual Deletion Arise?

When using credit cards, the transaction amount is reserved immediately. In some cases, the reservation is not automatically matched with the final transaction, leaving "hanging" reservations in the system.

The most common scenarios include:

• Electric Vehicle Charging: When a credit card or app is used at a charging station, a standard amount is reserved in Acubiz. If the charging station fails and the employee has to move to another station, a new reservation is created. Although the bank usually deletes erroneous reservations automatically, they can sometimes remain active in the system.

• Hotel Reservations: When booking hotel stays online, an immediate reservation is often made. If the stay is subsequently paid for at the reception upon departure, this typically occurs through a new, independent payment agreement. Because there is no direct data match between the original online reservation and the final payment, the reservation remains active.

Note: If unresolved reservations are not automatically deleted by the bank, the finance department can delete them manually in the overview. Alternatively, outdated reservations are automatically deleted by Acubiz after 30 days.

Automatic Deletion of Reservations

Reservations can be deleted directly by the bank if they have determined that a reservation should be deleted. When automatic deletions of reservations from the bank occur, these will be displayed in this overview.

• The reasons for automatic deletions are the same as for Manual Deletion of Reservations

and the overview looks like this:

Return to active reservations via this function

Export Overview

ℹ️ Reservations are only exported once they have been cleared by the bank. 

Example of export (Only applies after activation of the real-time module):

Real-time Notifications

The Acubiz app sends automatic real-time notifications for both card transactions and receipt of Smart Receipts. Since the two elements are processed independently, there can sometimes be a slight time difference between the notifications, even though they relate to the same purchase.

Prerequisite: To receive these messages, each user must have enabled push notifications for the Acubiz app in their phone’s system settings.

Smart Receipts

Selected merchants can provide a digital receipt that is automatically linked to the transaction in Acubiz, eliminating the need for the user to take a picture of the physical receipt.