Activation and Deactivation of Automatic submitting

Automatic submittal can be implemented across all expense types in Acubiz. The function is configured to handle and submit transactions automatically, reducing time consumption and minimizing manual administration.

However, for most expense types, automatic submitting is not recommended, as they often require individual checks, detailed review, or specific approval workflows that are not suitable for automation.

Particularly Advantageous for Cash Withdrawals

Automatic submitting is especially well-suited for cash withdrawals on credit cards. Here, the process is significantly simplified, as transactions are posted quickly and accurately without the need for manual employee interaction. This frees up resources in the finance department and ensures that control is focused where it truly creates value (e.g., in subsequent reimbursement via cash expenses).

Setup Guide: How to Do It

Follow these steps to activate or deactivate the function:

1. Go to ADMIN > CHART OF ACCOUNTS > System Accounts.
   
    

2. Select "Cash Withdrawal on Credit Card" from the list.
   
    

3. Activate or deactivate the field "Submit Automatically" as needed.
   

Important Preconditions for the Functionality

NOTE: Automatic submittal only works if the transaction does not require action or input from the user.

For the automation to run smoothly, the account setup must meet the following criteria:

• No requirements on the account

  • No explanation required: The explanation field must not be mandatory.

  • No attachment required: An attached file must not be required.

  • No quantity requirement: 
    There must be no requirement to specify quantity (e.g., CPM).
    
     

• No mandatory dimensions: 
  Dimensions (e.g., department, project) must not be set as required.
  
   

• Type code must be specified: 
  A type code must be defined for automatic posting of matching transactions (e.g., the type code for cash withdrawal).
  

If even one of the above elements requires user intervention, the automatic approval will fail, as the system will wait for manual action from the employee.

• See also Automatic Posting with Type Codes