The feature provides access to pictures of receipts on an Acubiz SFTP server. This makes it easy for you to save your own copies of receipts or image files used in Acubiz. You can download receipts directly to the ERP system or save them locally within the company for reference or archiving purposes.

Content of this article

• File formats for receipts
• Change to export file
• Receipt files naming convention

File Formats for Receipts

In Acubiz, receipts can be saved in the following file formats:

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

To support this, you might need to update the current export format used in Acubiz. Specifically, an extra column should be added to the export files to include a reference to the receipt file name. This helps identify which images belong to which expenses. With this change, customers can build a feature in their financial system to view receipts directly alongside the individual entries, as long as the financial system supports this.

Keep in mind that Acubiz allows multiple receipts per transaction. Because of this, the reference field may include several file names for one transaction, so it’s important to handle this correctly.

Read more about

• Receiving data from Acubiz and folder structure
• Acubiz (SFTP) MFT-platform settings

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 SFTP server "/[COMPANYNAME]/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 SFTP server "/[COMPANYNAME]/FromAcubiz/Files/", as follows:

Important information:

• There will be one SFTP login for the entire Acubiz organization where each company has its own unique folder structure. This folder separation structure should also be kept local, as there could potentially be duplicate file names and therefore should not be mixed.
• If Acubiz is set up with several Acubiz companies, there will be a uniform folder structure per company. So a receipt in company1 will be in this company's folder structure
• The file name cannot be changed to another naming structure.

In some of Acubiz's integrations, this feature is included (currently Dynamics AX/D365FO and E-conomic).

Receipt files naming convention

In Acubiz, there are the following methods for naming the receipt files.

• Receipts via the Acubiz app
  • Receipts taken via the Acubiz app give the image a UID as file name.
  • Ex: 65D8BFA5B6D106F5C1258870002BD94B.jpg
• Receipts uploaded via web browser
  • Here the file name will be the original file name plus an ID value from our side (marked in yellow)
  • Ex. OriginalFilename_01234.jpg

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