Deactivation of terminated employees in Acubiz can be handled in two ways: either automatically via an existing user integration or manually directly in the system. The choice of method affects both the administrative process and the follow-up on unfinished transactions.
1. Automatic Deactivation (Integrated Solution)
Unlike dimensions – where omitted values in the data file are automatically deactivated – user data follows a different principle. If omitted users were automatically deactivated, a faulty or empty file could risk blocking access for all the company's employees.
Therefore, automatic termination requires an explicit marking. This means that the individual employee must specifically be marked as terminated in the transferred data file via a dedicated field:
- 0 = Active
- 1 = Terminated
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Important about time control and SSO: Acubiz does not support future deactivation. A termination takes effect immediately after the data file is imported. Any time control must therefore be handled directly in the source system (e.g., the HR system), so data is only sent to Acubiz when access should actually cease. If the company uses Single Sign-On (SSO), access to Acubiz itself will be blocked the moment the user is deactivated in your internal Microsoft Entra ID.
Advantages of the automatic method
This method is especially advantageous for larger organizations with high employee turnover, as automation significantly reduces the manual administration for the company's Acubiz Pro users.
Disadvantages of the automatic method
Automation does not account for unfinished transactions. Although the employee is deactivated, the person's open items do not disappear; they remain in the system. Since the terminated employee no longer has access to the system after deactivation and therefore cannot complete their expense reports, these items must be handled and settled by another person in the organization (e.g., the user's manager).
If the company performs ongoing checks, this challenge is minimized, but in cases of sudden terminations, open items can easily be overlooked and left unsettled.
Recommendation: We recommend setting up a fixed, scheduled search report for ongoing monitoring to catch unsettled or unapproved items early.
2. Manual Deactivation
Most Acubiz customers prefer the manual method. When a Pro user manually deactivates an employee in the system, Acubiz provides an immediate and visual overview of the employee's status.
The advantage of this insight is twofold:
- Open items: The system immediately notifies if the employee has unsettled expenses, credit card transactions, or pending approvals.
- Approver hierarchy: The system alerts if the terminated employee acts as an approver for other users. This allows the approver hierarchy to be updated immediately so that the approval flow in the organization does not come to a halt.
Conclusion
Regardless of which model your company chooses, a fixed procedure for terminations is crucial. This ensures both an accurate data basis, correct handling of unfinished costs, and maintenance of overall IT security.
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