Function offers that pictures of receipts are made available on an Acubiz SFTP server. This allows you to save your own copies of receipts / image files used in Acubiz. Receipts can be downloaded either directly to the ERP system and / or locally in the company, as a notice / archive.

The function is an add-on function in Acubiz. Contact Acubiz for more information

File formats for receipts

Receipts in Acubiz can be in the following file formats:

• PDF files
• JPG, PNG, GIF (Picturefiles)

This feature requires (perhaps) a change to the export format already used in Acubiz. A column must be added to the export files, which must/will contain a reference to the receipt filename, so that it is possible to determine which images belong to which costs. This allows the customer to develop/use a display function in their accounting system, where the receipt is displayed on the individual entries (if the financial system supports this option).

In Acubiz there may be more than one receipt per. transaction why there may be several file names per transaction to be handled.

Note: By default, the file name reference only comes on the debit entry.

Read more about placement of receipts on Acubiz (S)FTP server >>

Change to export file

In our standard export format, the filename reference is in column 30 (see our documentation), but this can vary with the individual customer's setup.

Example 1 (one receipt on one transaction)

This example shows one receipt file on a transaction:

The reference is in the folder on the (S)FTP server "/FromAcubiz/Files/", as follows:

Example 2 (multiple receipts on one transaction):

This example shows 2 receipt files on a transaction
(The syntax is the same if there are more than two files. Each file name is separated by *, eg "file1.jpg * file2.jpg * file3.jpg" etc.)

The reference is in the folder on the (S)FTP server "/FromAcubiz/Files/", as follows:

Important information:

• The file name cannot be changed to another name structure/convention
• If Acubiz is set up with several Acubiz EMSs (Accounting units/Companies) there will be a uniform folder structure per. Company/Accounting unit. So a receipt in company/Accounting unit1 will be in this company's folder structure.
• There will be one FTP login per. EMS (Company/Accounting unit). This directory separation structure must be kept locally, as there may be duplicate file names and therefore should not be mixed.

In several of Acubiz's standard integrations, this feature is included (currently Dynamics AX and E-conomic).

Alternatively, pictures can of course be viewed in Acubiz via a lookup function