When a user is created or configured in Acubiz, selected profile information is automatically transferred to ongoing transactions in the system. This applies to:
- Approver / manager
- Employee number
- Dimensions (e.g., department, project, cost center, etc.)
This master data is recorded on credit card transactions at the moment they are received in Acubiz. For other transaction types (e.g., expense claims and mileage), the data is recorded when the user creates the transaction.
Note: If a user's master data changes, ongoing transactions in the flow are not automatically updated. Changes generally only take effect on new transactions that are received or created after the change.
If you want to transfer the updated master data to transactions that are already in process, follow this procedure:
- Find the documents: Go to the Finance menu.
Navigate to Finance ➔ Documents ➔ All by Employee.
- Filter the view: Search by status.
Filter the list so that only transactions with status Ongoing are shown.
- Select transactions: Mark rows.
Select the transactions in the list that you want to update with the new master data. - Update master data: Reuse employee profile.
Click Change Employee (or Edit Employee), select the relevant employee again, and confirm with Yes to the dialog box "Update dimensions on selected documents".
The selected transactions are now updated with the latest information from the user's master data.
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