How are credit cards assigned to the correct users?

When Acubiz receives transaction data from credit card providers, it is automatically distributed and processed based on established system associations. The process assumes that each employee uses their own company credit card.

Each card is assigned a unique identifier (ID/key) from the provider, which Acubiz uses to match the transactions directly to the correct employee profile. The employee then receives the transaction in their app for final reconciliation.

Configuration of automatic user assignment

To ensure correct and automatic distribution of transactions, the setup must meet the following criteria:

• One unique key per credit card: All card providers deliver transaction data with a unique ID per cardholder. The formatting of this key depends on the specific provider.

• Flexible administration: Many providers allow the company to define this ID themselves. It is recommended to use existing master data, such as employee number or initials.

• Requirement for uniqueness: It is an absolute prerequisite for the system’s functionality that the ID is unique to each credit card, so Acubiz can flawlessly differentiate between employees’ transactions.

ℹ️ Create an automatic link between transactions and users

Example: In the example below, the unique key (ID) for each credit card is highlighted in yellow.

You can see here that User DK has used their credit card five times, and all transactions come with the same ID (key):

Data security and system matching

ℹ️ Note regarding data security: No sensitive card information (such as the full card number) is transferred to Acubiz.

When an employee uses their company credit card, the transaction is recorded solely with the assigned unique key (ID). Acubiz uses this key to distribute the transactions to the correct user profile. As illustrated in the overview above, transaction data is distributed based on these specific IDs.

• Discrepancies in name designation: Be aware that the name on the transaction line comes directly from the physical credit card. Therefore, it may not be completely identical to the user’s profile name in Acubiz (e.g., due to middle names or spelling variations). However, this does not affect the matching itself, as it is controlled by the unique key.

Handling unallocated transactions

Before transactions become available to employees in the app, they can be handled in two ways:

1. Create a permanent match (Recommended)

A permanent link can be established between the credit card ID and the specific Acubiz user. This configuration is done only once, after which future transactions are automatically matched and sent directly to the employee’s app without administrative intervention.

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

2. Manual allocation of transactions

It is also possible to transfer individual transactions to an employee without creating a permanent link. This is particularly relevant when using, for example, virtual cards, where one central purchaser makes transactions on behalf of multiple employees, after which the costs are manually allocated to the correct persons.

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