The purpose of the reconciliation and specification between Acubiz and the company’s ERP system is to ensure completeness and validity in the accounting. The process verifies that all transactions are correctly recorded and that the balances in Acubiz correspond to the respective accounts in the ERP system.
Important operational condition: Acubiz is a dynamic system where new credit card transactions are loaded daily. Since data is continuously changing, it is crucial that the established procedures are followed closely to ensure an accurate data basis at the time of reconciliation.
Contents of this article:
- Specification of debit balance on 'Accrued for Operations'
- Execution of Reconciliation
- Reconciliation of 'Accrued for Operations'
- Reconciliation of 'Accrued for Creditor'
Overall Reconciliation Process
To ensure a successful consolidation, the reconciliation must be structured around the following main points:
Preparation and Data Validation: Review of outstanding transactions before data extraction.
Reconciliation of 'Accrued for Operations': Verification of the debit balance against ERP.
Reconciliation of 'Accrued for Creditor': Consolidation of creditor balances.
Specification of Debit Balance on 'Accrued for Operations'
The debit balance represents expenses incurred in Acubiz that have not yet been finally expensed in the ERP system. To ensure correct periodization, it is necessary to identify and analyze the underlying transactions.
Procedure:
Navigate to: FINANCE ➔ RECONCILIATION ➔ ACCRUED FOR OPERATIONS to retrieve the transaction-based overview.
Focus Area: Analyze the overview with particular attention to older transactions. If historical items are identified, active follow-up should be conducted with the respective employees rather than just waiting for their next expense report.
Important Checkpoints Before Reconciliation
To ensure a correct and error-free reconciliation, the following points must be checked and completed before the process begins.
1. The FINANCE ➔ NOT MATCHED area must be empty
It is crucial that no transactions appear without an associated user.
Consequence: These transactions are included in Acubiz’s reconciliation overview for Accrued for Creditor, but cannot be exported for accounting in the ERP system. This will result in a difference at the balance level.
Action: Ensure that automatic associations are set up on all credit cards to prevent this.
2. All transactions must be exported
All relevant export files must be generated and extracted from Acubiz.
This specifically includes: Etrans accruals, expenses, and Etrans invoice export.
Incomplete export will have a direct negative impact on the reconciliation result.
3. Everything must be posted in the ERP system
All export files from Acubiz must be finally loaded and posted in the company’s ERP system before the balance on accrual accounts can be correctly determined.
Note: As a general rule, there should be no open or unposted drafts in the ERP system unless the system can specifically include these drafts in the balance.
Execution of Reconciliation
Once the above checkpoints have been verified, the reconciliation can be initiated for the desired areas.
In Acubiz, two central accrual accounts are used to manage the company’s credit cards:
Accrued for Operations
Accrued for Creditor
Depending on the specific credit card provider, you must reconcile either one account (Accrued for Operations) or both accounts.
Posting Principles: The difference in the reconciliation method depends on whether the credit card provider delivers the monthly invoice directly to Acubiz. Since this is not supported by all providers, two different posting principles are used. You can read more about the specific [posting principles here].
Reconciliation of 'Accrued for Operations'
The balance on the Accrued for Operations account represents transactions accrued as operating expenses but not yet finally expensed. These transactions may be in different stages of the approval flow in Acubiz at the time of reconciliation (e.g., In Progress, Sent for Approval, Approved, or Financially Controlled/Ready for Export).
Procedure:
Navigate to: FINANCE ➔ RECONCILIATION ➔ RECONCILIATION - COST PROVISION
Verification:
The balance on the specific operations accrual account in the company’s ERP system must correspond with the data and balance shown in Acubiz:
Related:
Reconciliation of 'Accrued for Creditor'
The balance on the Accrued for Creditor account represents transactions made since the last invoicing period but not yet finally invoiced by the credit card company. The balance thus provides a snapshot of the minimum amount the upcoming invoice will be.
The transactions may be in different stages of the approval flow in Acubiz and may in some cases already have been exported as expenses. Note that additional transactions may continuously be added up to the invoicing time.
ℹ️ Prerequisite: Reconciliation of this account is only possible if the credit card provider delivers monthly invoice data directly to Acubiz. If monthly invoice data is not received, the balance in Acubiz will not be automatically written down.
Procedure:
Navigate to: FINANCE ➔ RECONCILIATION ➔ RECONCILIATION - CREDITOR PROVISION
Verification:
The balance on the specific creditor accrual account in the company’s ERP system must correspond with the balance shown in Acubiz:
Related:
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