Flow in Acubiz

Acubiz delivers data to the company's financial system as export files, which must be imported into the financial system (ERP). The data that enters Acubiz must therefore be exported after passing through Acubiz's accounting engine.

Data in Acubiz can originate from various sources, which are processed through different flows:

1. Accrual Flow (Credit Card) [1]: Automatic postings that occur immediately when a credit card transaction is received or created in Acubiz.

2. Expense Flow [2]: Manually created or enriched expenses from employees that require approval.

3. Invoice Flow (Credit Card) [3]: Automatic postings that are generated and accounted for when the monthly consolidated or credit card invoice is received in Acubiz.

The Expense Flow: From Registration to Posting

Regardless of the origin of the expense, all transactions in the expense flow [2] must go through a defined approval process. Although the specific workflow may vary from company to company, the basic principles are always divided into three fixed roles: The Employee, The Approver, and The Finance Employee.

The Employee’s Process

The employee is responsible for registering and documenting their expenses (whether they are credit card transactions, cash expenses, mileage, per diems, or cash advances):

• Accounting: Select the correct expense type for all expenses.

• Dimensioning: Apply relevant dimensions (e.g., cost center, project, department, etc.).

• Documentation: Attach valid receipts and supporting documents for all expenses.

• Structuring: Optionally group related expenses into a consolidated travel report to ensure better overview for both the employee and manager.

• Forward the expenses in the flow for approval.

The Approver’s (Manager’s) Process

The approver ensures that the employee’s expenses are business relevant:

• Policy Check: Review the received expenses against the company’s current expense policy.

• Receipt Verification: Ensure that valid and sufficient documentation exists for the expenses.

• Processing: Approve the expenses for further processing or reject them back to the employee with a comment if information is missing.

The Finance Employee’s Process

The finance department performs the final check and ensures everything is ready for posting and possible payment:

• Compliance: Ensure that the approved expenses comply with the company’s internal guidelines and tax regulations.

• Audit: Verify that documentation and accounting comply with applicable accounting practices.

• Validation: Perform the final approval or reject expenses back in the flow if errors are found.

• Export: Transfer the approved data to the company’s financial system (ERP) and/or payroll system (e.g., for mileage or per diems).

Accrual Flow [1]

When an employee makes a purchase with their company credit card, Acubiz receives transaction data directly from the card issuer. The system automatically creates an accrual posting, giving the company a real-time view of outstanding liabilities in the financial system, even before the employee has settled the receipt.

Invoice Flow [3]

When the monthly consolidated invoice from the credit card issuer arrives in Acubiz, it is automatically matched and accounted for in the system. This ensures a fast and accurate reconciliation against the received transactions without manual intervention.