In order to gain access to Acubiz, a user profile must be created for the individual users who must use Acubiz. It is important to maintain users with relevant and up-to-date information.

• Related: Introduction to automatic user integration and FAQ

Click the Create new user icon. The new user form contains several areas that must be filled in properly.

Mandatory information

As a minimum, the following information must be entered:

• Firstname + lastname
  It is important that the combination of first and last name is unique across all users. There cannot be 2 users with the same combination of first and last name. The solution to this is possibly to make the surname unique by adding initials or employee number. This will make two users with the same name unique. Example
  • Peter Jensen (PJE)
  • Peter Jensen (PEJ)
• Initials
  The initials field is a required field in Acubiz. The value itself does not have to be initials if the company does not use initials. The value can be anything, but must represent a unique value for the specific user. It could be initials, employee number or other value.
• E-mail address
  The e-mail address must be unique per employee and could be a valid and active e-mail address. All communication to users takes place via email and if a user does not have a valid email address, the user will not be able to reset his password and thus will not be able to log into Acubiz. If Single Sign On (SSO) is used, the email address must also be registered in the company's AD in order to be validated for login..
• The users approver/manager
  In Acubiz, it is important that the user has an approver added to his profile, otherwise the user will not be able to send his expenses for approval. Acubiz does not have a definite hierarchy built in, but each user must be assigned an approver, which is therefore ultimately an internal Acubiz hierarchy. Any user who has the approver role can be assigned as an approver on any user.

Personal information area

Manager/Approver

Employee Account information

See Acubiz accounting principles

Other information that is important for the use of Acubiz

• Financial dimensions
  Company, Department or Costcenter etc.
• Authorisation limit
  prokura for approvers and own expenses
• Automatic e-transaction match
  See more about matching credit card transactions to a user

The above information can be individually from company to company. Look at an existing user to see how this is set up and use this as a template for creating new users.

Is the above completed, the new employee will be saved in Acubiz.