Acubiz collects valuable transaction data daily regarding the company's expenses, mileage, per diems, and credit card usage. By actively using the system's search and reporting functions, the company can transform raw transaction data into strategic insights and operational efficiency.

This article describes the main benefits of extracting search reports and the value of further data processing in external systems such as Excel.

Benefits of the Data Structure in Acubiz

When extracting search reports from Acubiz, you gain direct access to detailed transaction data. The benefits include:

• Complete audit trail: The reports contain not only amounts and dates but also full traceability at employee, department, and project levels, as well as associated accounting details.

• Granular insight through cost splitting: The system's ability to split transactions ensures that complex receipts (e.g., hotel bills including both accommodation and meals) are extracted with correct partial amounts and dimensions, eliminating manual calculations.

• Customized data views (View Profiles): The ability to configure fixed view profiles (layouts with up to 50 columns) ensures that you always extract exactly the data points relevant for the specific analysis – for example, driven kilometers for CO2 accounting or specific currencies for currency risk management.

Value Creation through Further Processing in Excel

Although Acubiz serves as a strong data source, its full potential is unlocked when data is exported to Excel for in-depth analysis:

• Advanced data analysis with pivot tables: In Excel, the extracted transaction data can be quickly structured into pivot tables. This makes it possible to identify spending patterns across vendors, departments, or specific time periods.

• Trend analyses and budget follow-up: By comparing historical extracts from Acubiz with the company's budgets, the finance department can perform precise variance analyses and build dashboards for management reporting.

• Data cleansing and error detection: Excel enables advanced filtering and conditional formatting, making it easy to spot irregularities, duplicates, or incomplete accounting entries before data is finally posted or archived.

Summary

Extracting search reports from Acubiz EMS is not just about retrieving a list of expenses. It is about unlocking valuable data, reducing manual workload in the finance department, and creating a solid, data-driven decision-making foundation for company management through flexible further processing in Excel and other external systems.

• Perform a cost search
• Get the report sent by email
• Filtering options

Search for Costs

Click on the search report:

The search form will be displayed.

Here is a current example of how you can search for all cash expenses you have made in April. First, select the type of transaction you want to find:

Note: The options shown depend on your specific setup in Acubiz and may vary from the example below.

Then select the date range:

After making your selections, click Search at the top, and your search results will be displayed:

There are many options for specific searches. Be aware that too many filters may result in no search results being shown. Make sure the different filtering options do not exclude each other.

Get the Report Sent to Your Email

If you want the report in an Excel file, you can click "Email Content"

Note that you will only get the fields that are part of your view profile. You can read about how to create a view profile Choose your own layout for your search report >>

Filtering Options

Form Type

Search for the exact type of transaction you want to find.

Note: The options shown depend on your specific setup in Acubiz and may vary from the example below.

Includes:

• Expenses
• E-transactions
• Mileage
• Per diems
• Travel settlements
• Advances

You can search individually or select multiple at once by checking the boxes for the criteria you want included in the search results.

Status

• Rejected
  Expense rejected by the approver. Located in the employee's unprocessed overview.
• In Progress
  Documents not yet sent to the approver. Located in the employee's unprocessed overview.
• Reported Ready
  Documents sent for approval but not yet approved.
• Approved
  Expenses approved but not fully processed.
• Fully Processed
  Documents fully processed and ready for export (e.g., payroll). You can search for multiple statuses at once by checking the boxes in the list.

Cost Type

The options in this list represent the company’s chart of accounts and the expense types available to employees.

Employee

The options are created users, depending on the active users' permissions.

Country Selection

Shows expenses related to travel in the selected country.

Date From and To

• From date: 
  If you want to search from, for example, 05-01-2024 to today, fill in only the date in the “from date” field.
• To date: 
  If you want to search for everything up to (for example) 05-01-2024, it is only necessary to enter the date in the “to” field.
• Period search. 
  Enter both start and end dates in both fields.

Amount From and To

• From amount:
  If you want to search from, for example, 500 DKK and up, only fill in the amount in the from field.
• To amount:
  If you want to search for everything under (for example) 1000 DKK, only fill in the amount in the “to” field.
• Interval search:
  Enter a start amount and an end amount in both fields.

Currency

List of supported and installed currencies.

Select the desired currency.

Search For

This field searches all text across filtering options. It can be used for specific searches, such as finding all expenses related to a comment from a user.

• See also: Perform advanced search

Dimension Search

This varies from company to company. You can search for expenses related to a dimension.

• See also: Perform advanced search