See explanation of the different Acubiz flows
Cash Expenses
Also applies to privately paid credit cards
Accounting Flow for Cash Expenses in Acubiz
When an employee makes a cash expense on behalf of the company and subsequently requests reimbursement via Acubiz, the accounting follows a defined accounting flow. This flow ensures that the cost is allocated to the correct place in operations, and that the employee receives their reimbursement through the chosen payment channel.
Overall, the accounting always consists of two parts: Debit (where the cost is allocated) and Credit (where the counter-entry is placed until the money is paid out).
1. Debit: Recording the Cost (Operations)
When the employee creates their settlement in Acubiz, a cost type is selected (e.g., "Hotel," "Representation," or "Office Supplies").
Consequence: The cost is posted as Debit in the income statement (operations). The company’s result decreases by the amount of the expense, and any input VAT is recovered.
2. Credit: Counter-Entry and Payment Method
Where the counter-entry is placed in Credit depends entirely on how the company has chosen to pay the money to the employee. There are two scenarios:
| Scenario A: Payment via Payroll System (Intercompany Account) | Scenario B: Payment via ERP System (Employee Creditor) |
|---|---|
|
If the reimbursement is to be paid together with the employee’s next salary, the posting is sent to an intercompany account in the balance sheet.
Next step: When payroll is run, the payroll system must reverse the posting on the intercompany account in the ERP so the account is zeroed out, as the money has been paid. |
If the reimbursement is to be paid independently of payroll as a regular creditor payment directly from your ERP/accounting system, the employee is set up as a creditor.
Next step: The accounting department creates a payment directly from the ERP system (e.g., via bank integration), after which the employee creditor is cleared. |
Here the accounting for cash expenses is set up
Mileage and Per Diems
|
ℹ️ When settling tax-free mileage allowance and per diems, data is generally transferred directly from Acubiz to the payroll system, bypassing the ERP system. When payroll is processed, the approved allowances are paid together with the employee’s regular salary. The payroll system then handles the final posting of costs to the relevant accounts in the ERP system so that the balance reconciles and outstanding items are cleared. |
In some cases, it may be necessary to post mileage and per diems directly in the ERP system from Acubiz. This is particularly relevant for project accounting, where project posting is managed via Acubiz and cannot be accommodated or inherited in the standardized payroll system. This is explained below:
Accounting Flow for Tax-Free Mileage Allowance and Per Diems
When an employee submits tax-free mileage allowance and/or tax-free travel allowance (per diems), the employee must be reimbursed, and the accounting follows a defined accounting flow. This flow ensures that the cost is allocated correctly in operations and that the employee receives their reimbursement via the chosen payment channel.
Overall, the accounting always consists of two parts: Debit (where the cost is allocated) and Credit (where the counter-entry is placed until the money is paid out).
1. Debit: Recording the Cost (Operations)
When the employee creates their settlement in Acubiz, a cost type is selected (e.g., "Hotel," "Representation," or "Office Supplies").
Consequence: The cost is posted as Debit in the income statement (operations). The company’s result decreases by the amount of the expense, and any input VAT is recovered.
2. Credit: Counter-Entry and Payment Method
Where the counter-entry is placed in Credit depends entirely on how the company has chosen to pay the money to the employee. There are two scenarios:
| Scenario A: Payment via Payroll System (Intercompany Account) | Scenario B: Payment via ERP System (Employee Creditor) |
|---|---|
|
If the reimbursement is to be paid together with the employee’s next salary, the posting is sent to an intercompany account in the balance sheet.
Next step: When payroll is run, the payroll system must reverse the posting on the intercompany account in the ERP so the account is zeroed out, as the money has been paid. |
If the reimbursement is to be paid independently of payroll as a regular creditor payment directly from your ERP/accounting system, the employee is set up as a creditor.
Next step: The accounting department creates a payment directly from the ERP system (e.g., via bank integration), after which the employee creditor is cleared. |
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