The reconciliation function in Acubiz is based on the credit card transactions that exist in Acubiz, depending on their status in various respects. This article focuses on a discrepancy in the reconciliation balance that occurred after transactions were deleted according to our legal information and data deletion, thus affecting the reconciliation in the Provision for Operations and Provision for Payables reconciliation statements, respectively.

• ℹ️See also our general article about What checks can be made if the reconcilliation does not match.

Contents of this article:

• Hensat til drift saldo
• Hensat til kreditor saldo
• Foretag korrektion i regnskabet

Provision for costs balance

The balance here is determined based on whether a credit card transaction has been cost exported or not. 

• ℹ️When is the balance in Provision for operations written down?
  
  • When a credit card transaction has gone through the approval process in Acubiz and is exported in the cost file, it will reduce the balance for accrued operating expenses.
    • Related to: Acubiz posting principles for electronic transactions with monthly invoice, which describes how posting is handled in Acubiz.

Why does the provision for costs balance change when 5+ year old transactions are deleted?

Provision for operations will not normally be affected by deletion of historical data. However, it should be noted that there may have been current (open) credit card transactions from before January 1, 2020 that were booked as provisions prior to 2020 and have now been deleted, which may result in a change in the balance of Provision for costs.

• Internal controls will typically have identified old, current (open) credit card transactions, so deleting the data will not affect the balance of Provision for costs. It is recommended to carry out continuous checks of current (open) credit card transactions, so that the costs are correctly booked. Please see how to search for costs and obtain a search report.

Provision for creditor balance

A credit card transaction is included in the balance if it has not been marked as billed by the credit card company. Monthly billing data provision applies only to credit cards from:

• Eurocard (SEB Bank), Danske Bank Mastercard, Nordea Firstcard, Sydbank Mastercard, Jyske Bank Mastercard, American Express
  (The list is subject to change without notice.)

All other credit card companies do not provide data that enables reconciliation to "provision for creditor".

• ℹ️When is the balance in Provision for creditor written down?
  When Acubiz receives a monthly invoice settlement, the transactions will be updated with information that they have now been invoiced. After exporting the monthly invoice, the balance will be written down with the transactions included in the invoice.
  • Related to: Acubiz posting principles for electronic transactions with monthly invoice, which describes how posting is handled in Acubiz.

Why does the provision for creditor balance change when 5+ year old transactions are deleted?

This concerns historical data that has been deleted. If the deletion routine deletes data prior to January 1, 2020, there may have been one or more credit card transactions for which Acubiz did not receive original billing data. This means that Acubiz has not been able to settle these transactions and will therefore subsequently impact the reconciliation.

Example: 

• Acubiz has not received billing data for a transaction dated January 1, 2019 from the credit card provider, which has resulted in it being classified as “unbilled”. Therefore, the usual billing posting has not been made through the invoice export from Acubiz. 
  • This transaction has thus been included in the balance of provisions for creditors from that date until the time of deletion.
  • When this transaction is deleted via the deletion routine, the amount will be removed from provisions for creditors, which will result in a change in the balance.
  • Prior to the deletion, this meant that no entry had been generated in the monthly invoicing export, which resulted in a reconciliation difference back in 2019.
  • In 2019, the customer made a manual accounting correction directly in the accounting system to correct this discrepancy, and since this correction, the reconciliation has been correct.
  • The transaction will now be deleted on April 1, 2025 (where a deletion of historical data has been made), and thus the amount will be removed from provisions for creditors, which will now result in a difference.
  • This means that a counter-correction must now be made in the accounts to restore the reconciliation. This correction will effectively cancel out the original correction.
• It is important to ensure that there are no old, unbilled transactions in the Provision for Creditor. We therefore recommend that careful attention is paid to the dates of the transactions in the reconciliation so that you can act proactively. If old or older, unbilled card transactions are identified, please contact Acubiz support to have them updated with manual billing data so that they can be posted correctly and removed from the balance.

Why does the monthly invoice balance change when 5+ year old transactions are deleted?

Acubiz is not an accounting system that works with fixed balances. Therefore, the summation of balances in Acubiz will be based on the actual transactions registered in the system. When historical transactions are deleted, the balance will therefore change.

The monthly invoice balance will therefore be affected by the deletion of the historical credit card transactions that fall within the date of the data deletion, as there was previously invoice data that has now been removed.

If you use this balance to perform a reconciliation (we recommend only reconciling via Provisions for operations and Provisions for creditors), it is necessary to make a delimitation in the accounting system so that only the balance is taken back to the date of the data deletion.

Why hasn't Acubiz received billing data??

The credit card provider (bank) has not sent the correct data to Acubiz, which has resulted in the transactions not being updated. Acubiz relies on the correct data being sent so that the transactions can be updated correctly.

Make corrections to the accounts

Typically, the correction will be the difference between the previous reconciliation (which balanced) and the most recent reconciliation (which did not balance) after data has been deleted. The reconciliation reports can be used to identify the specific transactions causing the difference.  

• ℹ️See our article on how to use reconciliation reports to identify deleted transactions!

Example of time period:

• March 1: The reconciliation balances
  (See reconciliation report from March 1, 2025)
• March 15: Deletion of data according to setup
• April 1: The reconciliation does not balance

Identify the reconciliation report that falls within the period in which the reconciliation is valid (in this case, March 1, 2025). Open the reconciliation report for March 1, 2025. Once the historical transactions that have now been deleted have been identified in the reconciliation report (look for transactions that are dated before the deletion rule, e.g. older than January 1, 2020), a manual accounting correction must be performed in the accounting system to ensure that the balances are correct again. It is recommended to use the reconciliation report as accounting audit documentation.