This feature provides the company with direct access to all receipt images via an Acubiz SFTP server. It enables automatic retrieval and storage of attachments directly in your ERP system or the company’s own local archive.
ℹ️Note: This is an add-on feature. Contact Acubiz for activation and further information.
Contents of this article
- File Formats
- Requirements for the Export File (reference link)
- SFTP Structure and Examples
- Naming of Receipt Files
- Important Guidelines
File Formats
Acubiz supports the following file formats for attachments and receipts:
- Documents: PDF
- Image files: JPG, PNG, GIF
Customization of Export File
To link transactions with the associated receipt files, a minor adjustment to your company’s current export format in Acubiz is required:
-
Reference column: A column is added to the export file with the filename reference to the receipt. The standard location is column 30 (may vary with customers’ specific setups).
ℹ️ See our technical documentation at: Export Data Structure - Field Descriptions - ERP integration: The reference enables your accounting system to display the receipt directly on the individual posting (provided the ERP system supports this).
-
Multiple attachments per transaction: If a transaction contains more than one receipt, the filenames in the reference field are separated by an asterisk (
*).
NOTE: The filename reference is generally only applied to the debit posting in the cost file from Acubiz.
SFTP Structure and Examples
All receipt files are placed in the following path on the SFTP server:
/[COMPANYNAME]/FromAcubiz/Files/
Example 1: One Receipt on a Transaction
The export file contains one direct reference to the file in the folder.
Example 2: Multiple Receipts on One Transaction
If multiple attachments are linked, the filenames are concatenated with *:
file1.jpg*file2.jpg*file3.jpg
Naming of Receipt Files
The structure of the filename depends on how the attachment was uploaded:
-
Upload via Acubiz App: Assigned a unique UID filename.
Example:65D8BFA5B6D106F5C1258870002BD94B.jpg -
Upload via Web Browser: Retains the original filename supplemented with a unique Acubiz ID.
Example:OriginalFilename_01234.jpg
Important Information and Guidelines
- Folder structure per company: One consolidated SFTP login is used for the entire organization. Each individual company/accounting entity has its own unique folder structure. It is important to maintain this separation locally to avoid filename conflicts.
- Locked naming structure: The filename structure from Acubiz cannot be customized or changed.
- Standard integrations: The feature is already built into standard integrations including Microsoft D365FO, Microsoft Business Central, and e-conomic.
- Automatic cleanup: Files on the SFTP server are automatically deleted after 60 days if they have not been deleted earlier in connection with download, which we recommend.
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