The feature 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.

Content of this article

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

File formats for receipts

Receipts in Acubiz can be in the following file formats:

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

This feature may require a change of the current export format used in Acubiz. A column must be added to the export files that must contain a reference to the receipt file name. This is necessary to be able to determine which images are associated with which costs. This change allows the customer to develop a viewing function in their financial system where the receipt can be viewed directly on the individual entries, provided that the financial system supports this functionality.

It should be noted that in Acubiz there can be multiple receipts per transaction. Therefore, the reference field can contain multiple file names per transaction, which must be handled appropriately.

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