Acubiz provides data for the company's financial system through export files that can be loaded into the financial system (ERP). The data entering Acubiz needs to be exported after it has been processed by the Acubiz engine.

Data Entering Acubiz Can Come from different sources

• Manually entered data from users.
  • Cost postings [3]
• Automatic data from credit card transactions
  • Provisions [1]
  • Monthly invoice [2]

Cost Postings Flow [2]

No matter the source, the data is delivered to the financial system, but before that, it goes through a configured process involving:

• Staff
• Approvers
• Finance staff

The process can vary between companies, but the basic principle is the same – ensuring a proper posting file is ready for the accounting system.

Employees follow this process:

• Select the type of cost for all expenses (credit cards, cash expenses, mileage, allowance, and cash advances)
• Choose dimensions for all costs (such as cost center, project, etc.)
• Provide documentation in the form of valid receipts for all costs
• Optionally group related costs into an Expense Report for better clarity for both the employee and the manager
• Submit costs for approval

Approvers follow this process:

• Verify that the submitted costs comply with company policies
• Check for valid proof of costs (receipts)
• Approve or reject the submitted costs

Finance staff follow this process:

• Ensure eligible costs comply with company policies
• Verify that the documentation meets current standards
• Approve or reject the approved costs
• Prepare export files for the accounting system (ERP)
• Prepare export files for the payroll system

Provision Flow (Credit Card) [1]

These postings happen automatically without going through employee handling or approval. This occurs when the transaction arrives or is created in Acubiz.

Invoice Flow (Credit Card) [3]

These postings also happen automatically without employee handling or approval, occurring when the invoice arrives in Acubiz.