Configure automatic transaction matching

Handling New Credit Cards (Unallocated Transactions)

In the Finance ➔ Unallocated section, credit card transactions that the system has not yet been able to match with a specific employee profile are collected. This scenario typically occurs the first time a new company credit card is used, as the card's unique ID has not yet been linked to a user in the system.

Role and Responsibilities

It is the organization's Acubiz Pro user (learn more under What is a Pro user?), who is responsible for handling these unallocated transactions. The task involves validating transaction data and manually establishing the connection to the correct employee in Acubiz.

This validation ensures:

• That transactions are correctly routed onwards to the employee’s app for settlement.

• That the company’s financial data and cost allocation remain accurate.

• An efficient and streamlined process for the organization’s overall expense management.

Go to FINANCE

Then go to UNALLOCATED

Establishing Automatic User Linking

To ensure efficient transaction management, unallocated transactions under the "Unallocated" section must be matched with the correct employee profile in Acubiz. By creating this link, the system is configured to automatically distribute all future transactions from the given credit card to the appropriate user.

This automation minimizes manual administration and ensures an accurate and direct route for the company’s credit card data.

Proceed as follows:

1. Go to UNALLOCATED
2. Expand the credit card provider (click the plus sign)
3. Expand the transactions for a specific employee (click the plus sign)
4. Select one transaction via the checkbox
5. Click the Create automatic link to user button
6. Select the employee who should receive the transactions going forward
7. Click the Create automatic link to user button

You will be taken to a confirmation page:

Click Save and run distribution of e-transactions.

Now credit card transactions will automatically be assigned to this user going forward.

It is important to ensure that the checkbox is correctly marked according to the payment method of each card.