Create a Search and Get a Search Report – Acubiz Help Center

Strategic Added Value: From Transaction Data to Business Insight

Acubiz collects valuable daily data on the company's expenses, mileage, per diems, and credit card usage. By actively using the system's search and reporting features, raw data is transformed into strategic insight and operational efficiency.

Benefits of the Data Structure in Acubiz

Complete audit trail: Reports ensure full traceability at employee, department, and project levels, including associated accounting details.
Granular insight through cost splitting: The system automatically divides complex receipts (e.g., hotel bills with both lodging and meals), ensuring correct partial amounts without manual calculation.
Customized display profiles: Configuring fixed display profiles (up to 50 columns) ensures quick access to specific data points – for example, driven kilometers for ESG/CO2 reporting or currency distribution for risk management.

Value Creation Through Further Processing in Excel

Advanced data analysis: Exported data can quickly be structured into pivot tables to identify patterns and spending across vendors, departments, and periods.
Trend analysis and budget monitoring: Combining historical Acubiz data with the company's budgets provides the finance department with a strong basis for variance analyses and management reporting.
Data cleansing and quality assurance: Conditional formatting and filtering in Excel make it easy to identify irregularities, duplicates, or incomplete accounting before final posting.

Guide: How to Perform a Cost Search

Follow this guide to search transactions and export the results for further processing.

Step-by-step: Perform a Search

Open the search form:
Navigate to Search Report in the menu.
Define criteria:
Select the relevant transaction type (e.g., Expense or Mileage) and specify the desired date range.
Execute the search: Click Search in the top wheel. Results will appear directly on the screen.

Note: Available search criteria depend on your company’s specific setup and your user permissions. Avoid overly narrow filters, as conflicting criteria may result in an empty search result.

Export to Excel / Email

If you want the data sent as an Excel file, click Email content.

The report is exported based on your selected display profile. See the guide Display Profiles and Customizing Search Results in Acubiz to adjust the columns.

Overview of Filtering Options

Field / Criterion	Description & Usage
Form Type	Limit the search to specific receipt types (Expense, E-transactions, Mileage, Per Diems, Travel Settlements, Advances). Multiple selections possible.
Status	Filter by document processing stage: • Declined: Declined by approver (held by employee). • Current: Transactions in progress not submitted. • Submitted: Sent for approval (awaiting action). • Approved: Approved but awaiting final processing. • Finalized: Ready for export to payroll/accounting system.
Cost Type	Based on the company’s chart of accounts and available expense types.
Employee	Search for specific users (depending on your permissions).
Country Selection	Filter expenses related to specific travel countries.
Date (From / To)	• From date: Finds all from this date onward. • To date: Finds all up to this date. • Range: Specify both From and To dates for a defined period.
Amount (From / To)	• From amount: Search for amounts from a minimum value and up. • To amount: Search for amounts below a maximum value. • Range: Specify both minimum and maximum amounts. ℹ️ Note: The search only supports whole amounts. Any entered decimals will automatically be excluded from the search criteria.
Currency	Search for specific installed currencies.
Free Text (Search for)	Search across all fields and free text (e.g., user comments or receipt text).
Dimensions	Company-specific search on dimensions (e.g., case number, department, or project).

Related to