Financial Control Before Export

In Acubiz, the final review of transactions is performed by finance managers (Pro users) in the Financial Control before generating an exportable accounting file for the company’s ERP system.

This review is crucial to ensure the highest possible data quality. Accurate data prevents manual corrections in the ERP system and ensures complete consistency (1:1 correlation) between Acubiz and the accounting records – which also strengthens the basis for a smooth audit.

The Expense Review Process

Transactions pending financial control have already gone through the primary approval flow: Employee ➔ Approver.

Once expenses are approved by the responsible manager/approver, the finance department performs the final validation. The financial control typically includes assessment of:

• Accounting and VAT: Is the expense posted to the correct account with the appropriate VAT code?
• Documentation: Is the receipt/document legible, and does it correspond with the recorded amount and date?
• Dimensioning: Has the cost been assigned to the correct dimensions (e.g., department, project, cost center)?

Note: The finance department has direct access to correct accounting and dimensioning during the review if there are minor errors.

Actions Upon Review

Once the costs have been reviewed, there are two possible actions:

1. Approve the Costs

Upon approval, the transaction is locked and automatically placed in the queue for the upcoming accounting export to the ERP system.

2. Reject the Costs

If a receipt or accounting cannot be approved, the transaction can be rejected. When rejecting, you must specify:

• Recipient: Whether the expense should be returned to the employee (e.g., missing receipt) or to the approver (e.g., incorrect project selection).
• Reason: A precise comment explaining the reason for rejection so the recipient knows what needs to be corrected.