Transaction Status: Where Is the Expense?

In Acubiz, an expense goes through a defined workflow from the moment it is created until it is finally posted. To maintain an overview, it is crucial to know which stage an expense is in and who is responsible for the next step.

An expense can have the following six statuses in Acubiz:

• Current: The expense has been recorded by the employee but has not yet been submitted for approval (e.g., a draft).
• Reported Ready: The employee has completed and submitted the expense, which is now awaiting approval.
• Approved: The manager or approver has approved the expense, and it has been forwarded to the finance department.
• Declined: The approver or finance department has rejected the expense (e.g., due to missing documentation). It is sent back to the employee for correction.
• Settled: The finance department has checked and approved the expense, which is now ready in the queue for export.
• Exported: The expense has been transferred to the company’s financial system (ERP), and the process is complete.

Overview of Responsibility

The table below shows where in the organization the expense is located (and who is responsible) depending on its status:

Note on rejection: If an expense is rejected (Status 4), responsibility always returns to the employee, who must correct the error and resubmit the expense.