Handling Account Related Transactions

Under Finance ➔ Unassigned, credit card transactions that the system has not been able to automatically match with a specific employee profile are displayed.

While regular card-related transactions are resolved with a permanent user association, overarching account transactions (e.g., interest, fees, and administrative costs) must be handled differently. These refer to the business agreement itself and not to a specific cardholder (e.g., interest, fees, and administrative costs).

⚠️ Important Setup & Workflow

Do not create automatic user associations on interest and fees. Since these costs relate to the overall agreement with the credit card provider, they must not be linked to a personal employee profile—unless that person is always responsible for handling these types of transactions.

To ensure proper accounting and reconciliation, such transactions must be handled through the following process:

1. Manual transfer: Manually transfer the transaction to a dedicated employee (e.g., in the finance department).

2. Processing in Acubiz: Transactions cannot be deleted in Acubiz. Account transactions must therefore go through the same approval and posting workflow as all other documents.

3. Reconciliation: This process ensures these entries are posted correctly, matching the bank’s monthly invoice, and that reconciliation balances.

Procedure:

Go to FINANCE

Then go to UNASSIGNED

Move Transactions to an Employee

Transactions not linked to an employee can often be recognized as follows:

1. Match key is not unique
   In this example, the association key is 00000000, and a permanent match should not be created on this
   
2. No match key provided
   In this case, an automatic association cannot be created
   

Follow these steps:

1. Go to NOT MATCHED
2. Expand the credit card provider by clicking the plus sign
3. Expand the transactions by clicking the plus sign
4. Check the box next to the desired transaction
5. Click the Move selected e-transactions to user button
6. Select the employee who should receive the selected transactions
7. Click the Change employee button

The transactions have now been transferred to the selected employee. Remember to repeat this procedure when similar transactions occur again.