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.

It is easy 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.

Dimensions setup

Here you can set up the method for filling in the financial dimensions when choosing this account. Here you can thus set up whether a specific dimension should

• Visible: Be visible to the user
• Editable: Whether the user can make changes or whether it should be locked
• Mandatory: Whether there is a requirement for the dimension to be specified or not
• Set default: That a default value of a dimension can be specified when posting to this account

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 posting, it can be set up that a transaction is automatically ready (sent for approval) as soon as it is auto-posted - this, however, requires that there are no additional requirements for the account, which must be specified by a user. These requirements must not be activated:
  • Requirement for photo / receipt
  • Demand for explanation
  • Requirements for filling in dimensions

VAT Setup

Select the VAT code (s) that apply to consumption at home or abroad. When settling, the employee chooses which country the consumption was made in, and based on this, the VAT code that is relevant is selected. Can be left blank if a VAT code is not to be included for consumption in this account.

How to set up VAT codes in Acubiz >>

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
  Should the employee be able to post directly to this account, select No. If the employee should only be able to select this account if it is via a split account, select Yes.