Enforcement of Private Purchase Coding for Company Credit Card Transactions

Acubiz offers an automated feature for handling company-paid credit card transactions that need to be settled as private purchases. When the feature is activated, it ensures that the amount is either deducted from the employee’s salary or posted as a receivable between the employee and the company.

ℹ️ Note: This is an add-on feature. Please contact Acubiz for more information about activation.

The specific accounting handling and integration with your payroll or financial system depend on the particular configuration of your Acubiz solution.

👉 See Credit Card: The 3-Step Coding Flow

When is the feature used?

The use is entirely based on the company’s internal guidelines and expense policy. Acubiz has no standard recommendation, but the feature is typically activated in the following scenarios:

• Deadline overruns: If an employee has not settled their outstanding transactions within the company’s applicable timeframe.
• Private consumption: If the company card has been unintentionally or intentionally used for private purchases that must be reimbursed.
• Lack of documentation: If the company’s policy stipulates that transactions without valid receipts are converted to private settlement after a given period.

Procedure for enforced private coding

Note that mandatory private coding can only be performed on transactions that are still in flow (and have not yet been exported). The action requires specific financial rights in the system.

Go to FINANCE => DOCUMENTS => E-TRANSACTIONS => ALL BY STATUS

Find the transaction(s) to be forcefully coded in this way:

The selected transaction is now coded as a private purchase and moved from the employee to finance approval, where it can be processed further as usual.

ℹ️ The feature cannot be automated, so the procedure must be performed manually for each individual transaction to be converted to a private purchase.