Enforcement of Private Purchase Coding for Company Credit Card Transactions

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

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 recorded as a receivable between the employee and the company.

The specific accounting handling as well as the integration with your payroll or financial system depends on the particular configuration of your Acubiz solution.

👉 See Credit Card: The 3-Step Coding Flow

When is the feature used?

Usage 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 Exceedance: If an employee has not settled their outstanding transactions within the company’s applicable timeframe.
• Private Use: If the company card has been used unintentionally or deliberately 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 Forced Private Coding

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

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

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

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