Acubiz includes a feature for systematic handling of company-paid credit card transactions that need to be settled as private purchases for the employee. When the feature is activated, it ensures that the amount is either deducted from the employee’s salary or recorded as an outstanding balance (intercompany account) between the employee and the company.

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

• ℹ️ See more about the posting flow for company-paid credit card transactions >>

When is this feature used?

The use depends entirely on the company’s internal guidelines and travel policy. Acubiz does not have a fixed standard recommendation, but the feature is typically activated in the following scenarios:

• Deadline breaches: If an employee has not settled their outstanding credit card transactions within the company’s applicable timeframe.

• Unintentional or deliberate private use: If the company card has been used for private purchases that must be reimbursed.

• Lack of documentation: If company policy dictates that transactions without valid documentation after a certain period are converted to private settlement.

How to Force Private Purchase Postings

It’s important that forced postings are only done on transactions that are still in progress (not yet exported). Only users with a financial role assigned to their profile can perform these forced postings.

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

Find the transaction(s) you want to mark as private purchases like this:

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