Unit Vouchers - Flexible Registrations in Acubiz – Acubiz Help Center

ℹ️ Note: Unit vouchers are an add-on module in Acubiz. Contact Acubiz for more information about activation.

Unit vouchers in Acubiz are a versatile transaction type that allows companies to tailor registrations to specific operational and administrative needs.

Typical Use Cases:

Simple time registration on projects: Useful for basic time tracking aimed at subsequent invoicing to customers.
Quantity-based registration: Can be used to record specific units – for example, the number of treatments or vaccinations performed (e.g., in the veterinary industry) to ensure documentation and correct invoicing.
Payment of fees: Enables easy payout of fixed fees or rates to external consultants, freelancers, or employees.
Tax-free travel allowance (fixed rates): Ideal for simple registrations of, for example, tax-free travel allowances, where settlement is based on fixed, categorized rates (e.g., meals or lodging).

Overall, unit vouchers ensure great flexibility and help optimize the company's administrative processes and financial management.

Creating Unit Types

To create a new unit type, navigate to Administration in Acubiz and follow these steps:

Go to Administration and select Chart of Accounts -> Unit Types (or the relevant menu item for units).
Click on "Create New".
Fill in the relevant master data for the category based on the guidance below.

Field Descriptions When Creating:

Field / Element	Description
Account Name	The name the employee sees and selects when registering.
Active	Defines whether the unit type is active and visible to end users.
Rate Editable	Indicates whether the user is allowed to manually edit the unit’s rate during registration.
Unit	Specifies the measurement unit for the registration (e.g., Hours, Days, pcs., Liters).
Rate	The fixed value or price per unit.
Explanation Required	Determines whether the user must provide a written explanation when registering.
Receipt Required	Determines whether digital documentation/attachments must be added to the registration.
Include in Total	Indicates whether the total value (quantity × rate) should be included in the overall sum on the travel expense report.
Account Type	Defines which account area the registration affects in the travel expense report’s aggregation.
Cost Export	Indicates whether the registration should be included in the standard financial export for accounting in the company’s ERP system.
Account	The debit account to be posted to.
Counter Account	The credit account to be posted to.
Include in Unit Export	Indicates whether the registration should be included in a dedicated export file solely for units (requires a specific export format).
Unit ID	A unique ID for this unit type, included in the unit export.
Include in Payroll Export	Defines whether the unit type should be included in the payroll export for payment or payroll deduction (in case of negative amounts) for the employee.

Here are several concrete setup scenarios showing how the fields in Acubiz should be configured in practice depending on the specific business need:

Scenario 1: Simple Time Registration for Customer Invoicing

When employees need to register hours spent on projects that the company will subsequently invoice to the customer.

Unit: Hours
Rate: 0.00 DKK or the internal cost price (often set to 0, since only the number of hours is relevant to export)
Rate Editable: No (or irrelevant if the rate is 0)
Explanation Required: Yes (the employee must describe what was done during the hours)
Receipt Required: No
Include in Total: No (since hours do not represent an expense the employee should be reimbursed for)
Include in Unit Export: Yes (hours are exported to an external project/invoicing system)
Include in Payroll Export: No

Scenario 2: Quantity-Based Registration for Invoicing (e.g., Veterinarians / Vaccinations)

When an employee performs a service on the go (e.g., vaccinations or use of specific materials), which must be recorded and invoiced directly to a specific customer.

Unit: pcs.
Rate: The price of the specific unit (e.g., 150.00 DKK per vaccination)
Rate Editable: No (to ensure consistent pricing)
Explanation Required: Yes (e.g., "Herd X / ID numbers")
Receipt Required: No
Include in Total: No (this is not an employee expense but a record of a sale/consumption)
Include in Unit Export: Yes (data is exported to the ERP/invoicing system with the associated Unit ID so it can be posted to the correct account)

Scenario 3: Payment of Fixed Fee (e.g., Freelancers or Company Car Mileage with Fixed Rate)

Used when an external consultant or internal employee should be paid a fixed fee per completed task or session.

Unit: pcs. (or Sessions / Tasks)
Rate: The fee rate (e.g., 1,500.00 DKK)
Rate Editable: Yes (if the fee can be negotiated or vary each time) otherwise No
Explanation Required: Yes (which task/agreement the fee relates to)
Receipt Required: Yes/No (depending on whether a contract or approval email must be attached)
Include in Total: Yes
Cost Export: Yes (must be posted directly to a cost account (Debit) and a counter account (Credit) in ERP if payment is made outside the payroll system, as it may involve persons not employed - e.g., board members or similar)

Scenario 4: Tax-Free Travel Allowance (Fixed Rates)

This scenario is relevant for companies that pay fixed, tax-free allowance rates (e.g., for meals and lodging) directly to employees via the payroll system.

Unit: pcs. (or Days)
Rate: For example, 574.00 DKK (or the applicable fixed rate)
Rate Editable: No (the rate must be locked to ensure compliance with applicable rules)
Explanation Required: Yes (the employee must specify destination/purpose)
Receipt Required: No (since it is a tax-free allowance without external receipts)
Include in Total: Yes (so the amount appears in the employee's total statement)
Include in Payroll Export: Yes (transferred to the payroll system so the employee receives the amount tax-free with their salary)
Cost Export: No (if it should only be posted via the payroll system to avoid double posting)

Scenario 5: Registration of Taxable/Non-Taxable Company Phone and Internet (or Other Employee Benefits)

This scenario is relevant for companies where employees must register monthly private use of company phone, internet, or company car, which must be reported to tax authorities via the payroll system, or where the employee has a fixed monthly co-payment that must be deducted (payroll deduction).

Unit: Months
Rate: For example, -3,000.00 DKK (if it is a monthly payroll deduction for a company car) or a positive rate for taxable benefit basis.
Rate Editable: No (the rate is set according to applicable tax rules or company policy).
Explanation Required: No (or just a standard text such as "Co-payment car [Registration number]").
Receipt Required: No.
Include in Total: Yes (so it is offset or added to the employee's total balance).
Include in Payroll Export: Yes (transferred to the payroll system so the payroll department can automatically make the deduction or taxation on the employee's payslip).
Cost Export: No (since it is handled directly via payroll processing).

Comparative Overview of the Setups:

Scenario	Unit	Included in Total?	Cost Export	Payroll Export	Unit Export
1. Time Registration	Hours	No	No	No	Yes
2. Quantity/Vaccination	pcs.	No	No	No	Yes
3. Fixed Fee	pcs.	Yes	Yes	No	No
4. Travel Allowance	pcs. / Days	Yes	No	Yes	No
5. Employee Benefit (Payroll Deduction)	Months	Yes	No	Yes (as a negative)	No