Create a new account

The chart of accounts in AcubizEMS is essential so that employees can make the correct choice. The number of accounts should not be too long nor too short. Make sure that the texts that employees see is understandable and meaningful to the selection.

To create go to: ADMIN --> ACCOUNTS --> EXPENSE ACCOUNTS.

Press the Create an Account button and fill in the information you want. The following information must be considered:

Basic information

• Account name
  The name of the account that the employee sees and can choose based on the expense the user has actually had
• Account number
  Enter the account number to which expenses on this expense account are to be posted in the company's ERP system
• Type
  Here you choose whether a financial, debtor or creditor account is used.

Company policy

• Explanation required
  When the employee selects this account, it can be selected whether the employee should enter additional information. At Representation, it could be that the employee has to enter purposes and participants. In the field, write the question that the employee sees.
• Attachment required
  Here it can be controlled whether a receipt is required (attachment) when the account is selected. Either the required can not be selected or The required on the cost, which means that it is a requirement that there must be documentation of the transaction that the employee settles.
• Number required (requires purchase of Company Policy Manager CPM)
• CO2 Tracker (Requires additional purchase of CO2 Tracker)

Dimensions setup

Here you can set up the method for filling in the financial dimensions when choosing this account.

See more details about: Dimension setup on cost type

Selection rules for control by finance and approver

This feature requires the purchase of Company Policy Manager (CPM)

See more about the Company Policy Manager setup:

• Accounts to be checked in Finance (CPM)
• Accounts to be approved by manager/Approver (CPM)

VAT Setup

Enter the VAT code(s) that apply to domestic expenses, expenses within EU or abroad. When settling, the employee chooses which country the consumption was made in, and based on this, the relevant VAT code is chosen. Can be left blank if a VAT code is not to be sent on expenses on this account.

How to set up VAT codes in Acubiz >>

Automatic posting based on article code

In some cases, automatic posting can be made based on type codes.

See more about how to set up type code posting >>.

• Submit automatically
  In connection with automatic accounting, it can be set up that a transaction is automatically submitted (sent for approval) as soon as it is auto-accounted. This requires that there are no additional requirements on the account that must be specified by a user. These requirements must not be activated: 
  • Requirement for photo / receipt
  • Demand for explanation
  • Requirements for filling in dimensions

Additional information

• Active
  If the cost is to be active and thus be able to be chosen by the employee, select Yes. If No is selected, the employee cannot post to the account.
• Split only
  • No: The employee can make expenses directly to this account.
  • Yes: The employee can only be able to select this account if it is via a split account (not supported in the Acubiz app).