Setup: Cash Withdrawals on Corporate Credit Cards

Handling cash withdrawals on corporate credit cards is divided into two main steps:

1. Cash Withdrawal (Creating an outstanding balance)
2. Payment with Cash (Documentation and reconciliation)

Note: The functionality of the automatic clearance notification can be customized as needed. See the section Enable or Disable Automatic Clearance Notification.

Step 1: Cash Withdrawal

When an employee withdraws cash using their corporate credit card (e.g., during travel abroad), the amount is recorded as a debt to the company since the funds are drawn directly from the company’s account.

• Example: The employee withdraws 100.00 EUR (~750.00 DKK).
• Consequence: The employee is registered with an amount owed to the company.
• Approval flow: Cash withdrawals are automatically sent for manager approval without any manual action from the user. This default setting can be changed in the system setup.

To settle the outstanding amount and avoid any potential payroll deductions, the employee must account for the expenses in Step 2.

Step 2: Payment with Cash and Reconciliation

When the withdrawn cash is used, the employee must create one or more cash expense reports in Acubiz and attach the corresponding receipts.

Outstanding balance and reconciliation:

• Debt: 100.00 EUR (from the cash withdrawal)
• Receivable: 100.00 EUR (from the recorded receipts)
• Final balance: 0.00 DKK

Handling and Accounting

Depending on the company’s setup in Acubiz, the outstanding balance can be reconciled in the following ways:

• Via payroll: The amount is automatically offset or paid out in the payroll based on a specific payroll export from Acubiz.
• Via employee creditor account: The transactions are posted directly to the employee’s creditor account, where the final settlement is handled in the company’s financial system.

👉 Click here to see how to enable or disable automatic clearance notification