Create New Expense Type (New Account)

A well-structured chart of accounts in Acubiz is essential for employees to easily and accurately code their expenses. The number of possible accounts should be balanced – neither too extensive nor too limited.

In Acubiz, users are only presented with the name of the expense type and not the technical ERP account number or VAT codes. This ensures a simple and clear process for the employee, while the system handles the underlying coding correctly.

How to Create a New Expense Type

1. Go to ADMINISTRATOR -> CHART OF ACCOUNTS -> EXPENSE ACCOUNTS.

2. Click on Create Account.
   

3. Fill in the fields according to the guidelines below.

1. Basic Information

• Account Name: The name that the employee sees and selects in the app/system (e.g., Taxi, Client Dinner, Office Supplies).
• Account Number: The specific account number in the company’s ERP system to which the expense should be coded.
• Type: Select the relevant account type (e.g., Financial, Debtor, or Creditor account).

2. Company Policy (Validation Rules)

• Explanation Required: Choose whether the employee must provide additional information (e.g., purpose and participants for representation). Enter the question or text the employee will see.
• Attachment Required: Specify whether a receipt is required. Choose either Not Required or Required for the expense.
• Quantity Required: (Requires purchase of Company Policy Manager - CPM)
• CO2 Tracker: (Requires purchase of the CO2 Tracker module)
• Dimension Setup: Define any rules for mandatory completion of financial dimensions (department, project, etc.) when selecting this account. See Dimension Setup on Cost Type
  

3. Control and Approval Rules (CPM)

Note: This feature requires purchase of Company Policy Manager (CPM).

Here you can create selection rules for automatic control or extended approval flow:

See more about Company Policy Manager setup:

• Accounts to be controlled in Finance (CPM)
• Accounts to be approved by manager/approver (CPM)

4. VAT Setup

Enter the relevant VAT codes for Domestic, EU, and Abroad.

When an employee creates an expense and selects the country where the expense was incurred, Acubiz automatically applies the associated VAT code. The field can be left blank if no VAT should be applied to the given account.

ℹ️ see also: Expenses: Setting up VAT codes

5. Automatic Coding (MCC Codes)

In some cases, the system can perform automatic coding based on the transaction’s type or item code (e.g., credit card data).

• Automatic Clearance: You can choose that auto-coded transactions are automatically sent for approval. Requirement: The account must not have active requirements for receipts, explanations, or dimensions that require manual input from the user.

ℹ️ see Automatic coding with type codes

6. Other Information

• Active:
  • Yes: The expense type is active and visible to employees.
  • No: The account is deactivated and cannot be selected.
• Show Only on Split Accounts:
  • No: The employee can code directly to this account.
  • Yes: The account can only be selected in connection with splitting an expense (split transaction). (Note: Not supported in the Acubiz app).