When Acubiz receives credit card transactions, they are processed according to predefined matches. In accordance with the established protocol, transactions associated with a specific identifier are automatically assigned to the employee responsible for their reconciliation.

Acubiz operates under the assumption that employees utilize personal credit cards for business-related expenses. Each credit card is assigned an identifier (key) by the credit card provider, which Acubiz uses to associate transactions with the corresponding employee profile within the system.

• ℹ️ Learn how to create a permanent match between credit card and user >>

A Unique Identifier for Each Credit Card

Each credit card provider assigns a unique identifier to every employee’s card, although the format may differ. Some providers enable companies to manage these identifiers, which may include employee initials or numeric codes. Each identifier must be unique to each credit card.

Acubiz utilizes these unique credit card identifiers to accurately attribute transactions to individual employees.

In the example below (featuring fictional names), the identifier for each credit card is highlighted in yellow.

Here, you can see that User DK used their credit card 5 times, and all transactions share the same ID (key):

ℹ️ No credit card number information is shared with Acubiz!

This indicates that whenever employees utilize their credit cards, the transactions are associated with their unique identification number. Acubiz leverages this information to accurately allocate transactions to the corresponding users. As illustrated above, transactions are now distributed among the five unique IDs (keys).

• Please be advised: The name displayed may not precisely correspond to the user's name in Acubiz (due to spelling discrepancies, inclusion of middle names, etc.), but it reflects the name as it appears on the credit card.

At this point, there are two options available for managing these transactions before users proceed with processing them within the application.

Create a permanent match between credit card and user (recommended)

You can set up a permanent link between the credit card ID and an Acubiz user. This means transactions will automatically be assigned to the right employee in the future, making the process smoother. This setup only needs to be done once.

• Learn how to create a permanent match between credit card and user >>

Move transactions to a user:

Alternatively, you can assign individual transactions to an employee without creating a permanent link. This is useful in cases like virtual cards, where one person makes purchases for multiple employees, allowing you to allocate expenses accordingly.

• Learn how to move transactions to a user once >>