ERP Changeover with Acubiz

A Practical Guide and Checklist

When your company changes its ERP system, it often affects the setup in Acubiz. How smoothly the transition goes depends on whether the chart of accounts and financial dimensions are maintained or if new posting principles and dimension structures are introduced.

Acubiz is designed to be ERP-flexible, which means the solution can easily be disconnected from one system and connected to another.

This guide provides you with a checklist of the most important points to consider during an ERP changeover – whether you manage one or multiple companies in Acubiz.

Contents of this guide

• 1. Test Environment – Safe Testing of New Setup
• 2. Integration and Data Transfer
• 3. Cut-over and Compliance
• 4. Clearance Strategy – Handling Open Items
• 5. User Experience and Change Management
• 6. Quick Overview of the Data Flow

1. Test Environment – Safe Testing of New Setup

We recommend purchasing a separate test environment in Acubiz in connection with an ERP changeover.

• Isolated Testing: You can build and fine-tune the new setup in a closed environment without risking disruption to daily operations in the production environment.
• Workflow Simulation: The test environment can be directly connected to your new ERP test environment. This allows you to run full end-to-end tests and quality assure all integrations well before go-live.

ℹ️ Read more: Test Environment in Acubiz: Prerequisites

2. Integration and Data Transfer

Integration is the most critical point in an ERP changeover. Acubiz must be able to communicate correctly with the new system from day one.

API vs. File-based Integration

An ERP changeover often involves a change in the type of integration – for example, from an older file-based solution to an API integration. Acubiz supports both.

We have several partners where integrations are already established that can communicate with Acubiz:

• Microsoft Dynamics 365 Finance & Operations (D365FO)
• Microsoft Dynamics 365 Business Central (D365BC)
• Uniconta
• e-conomic
• Unik Advosys and Unik Bolig
• Custom Integration: You can also build directly against our API via our Acubiz SOAP API Documentation.

Master Data Synchronization (Employee Data)

If employee data is synchronized automatically to Acubiz, you need to clarify the source system going forward:

• ERP as Source System: The setup must be adapted to the new ERP system. If the new system does not contain the same employee data, a new source system must be designated (e.g., an HR system).
• Third-party System as Source System: Even if the source system is retained, data in the transfer may be affected by new posting rules, clearing accounts, or standard dimensions (e.g., department or cost bearer).

Mapping of Accounts and Dimensions

If the chart of accounts or dimension structure changes in the new ERP system, this must be reflected in Acubiz before the first data transfer. Typical fields to update:

• Dimensions: New levels and values (e.g., Department, Cost Bearer, Project).
• Chart of Accounts (Cost Types): Mapping to new account numbers in the ERP system.
• VAT Codes: Adjustment to the new system’s VAT code structure.
• Credit Card and Employee Accounts: Updating creditor accounts and clearing accounts.

3. Cut-over and Compliance

For the sake of auditing, controllers, and applicable legislation, it is crucial to maintain full traceability and history throughout the transition.

Creation of New Acubiz Tenant (Archive Solution)

For major ERP changes, we often recommend creating a new Acubiz tenant (a fresh instance).

• Advantage: The previous tenant is preserved unchanged as a historical archive for the relevant key personnel.
• Cut-off Date: The transition to a new tenant is usually aligned with the invoice period for company credit cards.

4. Clearance Strategy – Handling Open Items

Before the transition, existing transactions in Acubiz must be handled systematically. This requires a clear schedule and good communication to employees.

Tip: You can pull reports in Acubiz to get a full overview of unfinished items and identify which users need follow-up (e.g., due to vacation or illness). See Create a Search and Get a Search Report

A. Company Credit Cards (Company-paid/liability cards)

The transition is governed by the credit cards’ billing cycle (e.g., cut-off date on the 20th of the month).

• New Acubiz Tenant: All transactions up to and including the latest monthly invoice are completed and exported from the old tenant to the old ERP system. The subsequent invoice period is loaded into the new tenant and posted in the new ERP system.
• Existing Acubiz Tenant: The same billing cycle is used as the cut-off date, but the change is made in the existing instance.

Example timeline for Go-Live on April 1 (invoice date on the 20th of the month):

Acubiz advises and assists in organizing this transition so that transactions are not misplaced.

B. Expenses (Employee Reimbursements)

We recommend implementing a short "freeze period" during which users are not allowed to create new expenses during the changeover.

• With New Acubiz Tenant: Open expenses not approved before the deadline must be recreated by the employee in the new tenant after go-live.
• With Existing Acubiz Tenant: You must decide whether unpaid expenses should be manually migrated to the new ERP or completed and paid out from the old system before the changeover.

5. User Experience and Change Management

A successful system change also largely depends on preparing the organization well:

• New Fields in the App: If the new ERP contains new requirements (e.g., mandatory selection of "Activity Code" or "Task"), the Acubiz app is updated so employees see the correct fields.
• End-to-End Test: Always perform a complete test transaction: Create an expense in the app, approve it, and verify that it lands correctly on the expected financial and bank accounts in the new ERP system.
• Communication: Inform employees well in advance about submission deadlines and any "blackout periods" during which expenses cannot be paid out.

6. Quick Overview of the Data Flow

Need Advice?

An Acubiz consultant can discuss with you the most appropriate approach and ensure an optimal setup for your new ERP system. Contact us well in advance of your planned go-live.