The reconciliation function in Acubiz is based on the available credit card transactions and their current status. This article explains why an imbalance (discrepancy) in the reconciliation balances can occur after a systematic deletion of historical data (in accordance with the company's deletion policy and GDPR). Furthermore, it explains how this affects the overviews for both Accrued Operating Expenses and Accrued to Creditor, as well as how the error is corrected.
ℹ️ See also: Our general guide: What checks can be performed if the reconciliation does not match?
Contents of this article:
- Accrued Operating Expenses Balance
- Accrued to Creditor Balance
- Why is the balance affected by deletion of data (5+ years)?
- Handling and correction in the accounting
ℹ️ In the following, dates and retention periods will be used that correspond to data older than 01-01-2020 being deleted!
Accrued Operating Expenses Balance
The balance in this overview is determined by whether a credit card transaction has been exported as an expense or not.
ℹ️ When is the balance in Accrued Operating Expenses written down? When a transaction is finally approved in Acubiz and included in the expense file for export, the balance for accrued operating expenses is reduced accordingly. (See also Acubiz accounting principles for electronic transactions with monthly invoice).
Why is the balance affected by deletion of 5-year-old transactions?
As a general rule, Accrued Operating Expenses is rarely affected by data deletion. However, if there have been unfinished (open) credit card transactions from before the deletion date that were originally booked as accruals, deleting these transactions will cause a change in the balance.
In most cases, internal controls will have identified and handled such old, open transactions before deletion. We recommend performing ongoing checks of open transactions to ensure correct accounting.
Accrued to Creditor Balance
A credit card transaction is included in this balance as long as it is not marked as invoiced by the credit card company.
Note: Reconciliation to "Accrued to Creditor" is only possible for card providers that supply monthly billing data. Currently, this applies to:
AirPlus (SEB Bank), Danske Bank Mastercard, Nordea Firstcard, Sydbank Mastercard, Jyske Bank Mastercard, and American Express. (The list may change without notice).
Other card providers do not supply the necessary data for this specific reconciliation.
ℹ️ When is the balance in Accrued to Creditor written down? When Acubiz receives the monthly invoice settlement from the card provider, the transactions are updated with the status "invoiced." After exporting the monthly invoice, the balance is reduced by the matched transactions.
Why is the balance affected by deletion of data (5+ years)?
If the deletion routine removes data (for example) before January 1, 2020, there may have been transactions for which Acubiz never received invoice data at the time. Since Acubiz could not automatically clear these postings (due to missing data), they remained as "not invoiced" and now affect the reconciliation upon deletion.
Example of a process:
Original error (2019): Acubiz did not receive invoice data for a transaction from 2019. The transaction remained "not invoiced" in Acubiz and was therefore included in the balance for accrued amounts to creditor.
Manual correction (2019): To make the accounting balance in 2019, the customer made a manual posting correction directly in their own financial system. Since then, your accounting has balanced.
Data deletion (2025): On April 1, 2025, historical data is deleted in Acubiz. The old 2019 transaction is now finally removed from the system, which reduces the balance in Accrued to Creditor.
Consequence: Because the balance in Acubiz falls, a new difference arises against your financial system. The manual correction from 2019 must therefore be "reversed," as the basis in Acubiz is gone.
💡 Recommendation: Avoid having old, unreconciled transactions remaining in Accrued to Creditor. Keep an eye on the transaction dates in the reconciliation. If you identify outdated, not-invoiced card transactions, you should contact Acubiz Support to have them updated manually so they can be properly cleared before the next deletion. (Costs may be incurred in connection with correction of Acubiz)
Why does the monthly invoice balance change?
Acubiz is not a closed financial system with fixed, historical balances; the system dynamically sums balances based on the transactions actually present. When historical transactions are deleted, the calculation basis changes, and the balance for the monthly invoice is affected.
If you use this balance for reconciliation (which we discourage – we recommend only reconciling via Accrued Operating Expenses and Accrued to Creditor), a cutoff must be made in your accounting system so that only balances back to the deletion cutoff date are included.
Reasons for missing billing data
When data is missing, it is typically because the credit card provider (bank) has not delivered the correct or complete file data to Acubiz. Since Acubiz is fully dependent on external bank data, transactions cannot be updated or closed automatically without these files.
Handling and correction in the accounting
The correction amount will generally be the difference between the reconciliation before and after the data deletion. The related reconciliation reports can be used to identify the specific transactions causing the difference.
ℹ️ See also: Our article: How to use reconciliation reports to identify deleted transactions.
Example of timeline and workflow:
March 1: The reconciliation matches (according to the reconciliation report dated 03/01/2026).
March 15: Systematic deletion of historical data is performed according to your setup.
April 1: The reconciliation shows a difference.
Solution:
Find and open the reconciliation report from March 1, 2025 (when everything balanced).
Identify the transactions with dates before the deletion cutoff (e.g., older than 01/01/2020).
Make a manual financial posting in your accounting system corresponding to the value of these transactions so that the balances balance again.
Save the reconciliation report from March 1 as documentation (audit trail) for the manual posting.
⚠️ Be aware: If the latest reconciliation report after deletion still contains unreconciled transactions of older date, these will affect the reconciliation again when they later exceed the 5-year limit and are included in the next deletion routine.
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