Accounting Setup for Employees in Acubiz

In Acubiz, employees can have transactions that result in either a receivable from or a debt to the company. To ensure correct financial and payroll accounting, the individual employees' accounting must be set up correctly.

Navigation: Go to ADMIN -> USERS and select ACCOUNT INFORMATION on the user's profile to customize the setup for the individual employee.

Note: The field display and exact behavior may vary depending on the company's specific Acubiz configuration.

General Guidelines for Accounting

• Financial Impact: All accounting entries affect the company's financial statements through cost accounting, provided the transaction has completed the full approval flow in Acubiz.
• Mandatory Fields: At a minimum, an account number and an account type must be specified for each active accounting entry.

Review of Accounting Fields

1. Expense

Used to handle the employee's personal balance with the company. 
ℹ️ See accounting principle: Employee Expenses and Reimbursements

• Content:
  • Cash expenses: Recorded as a receivable for the employee (credit).
  • Cash withdrawals & private purchases on company card: Recorded as a debt for the employee (debit).
• Settlement: These items can trigger automatic adjustments via payroll payment or payroll deduction when using Acubiz's payroll export.

2. Mileage and Per Diems

Used for reimbursement of the employee's business-related transportation and travel activities. 
ℹ️ See accounting principle: Employee Expenses and Reimbursements

• Content: Tax-free mileage allowance and tax-free travel allowances (per diems).
• Settlement: Transactions are normally recorded exclusively through the payroll export and typically do not directly affect financial accounting.

3. Pre-Registration of Advances

Used for automatic recording of cash advances withdrawn directly from the cash register. 
ℹ️ See accounting principle: Cash Advance Payments

• Content: Balance with the employee regarding paid advances.
• Process: Accounting is done automatically without requiring prior employee handling or approval flow.
• Note: The field is hidden if the company does not use the advance module.

4. Privately Paid Company Cards

Used in setups where the employee is personally liable and pays the card statement directly to the card company but should be reimbursed for business expenses.
ℹ️ See accounting principle: Employee Expenses and Reimbursements

• Content: Business expenses incurred on a privately paid company card.
• Accounting Principle: Follows the same principle as Expense by default (Employee Expenses and Reimbursements), but can be configured to a dedicated financial account.
• Note: The field is hidden if privately paid cards are not activated in the system.

5. Cash Withdrawals on Company Credit Cards

Used to manage the accounting placement of cash withdrawn on the company's credit cards. 
ℹ️ See accounting principle: Credit Card: The 3-Step Accounting Flow

• Content: Cash withdrawals made with company cards.
• Accounting Principle: Follows the default setup for Expense. If the field is left blank, the system automatically uses the employee's expense account.