Electronic invoices from travel accounts or telecom companies

Employee-related invoices

Unlike regular credit card transactions, there are suppliers who only send one consolidated invoice for the total consumption. This typically applies to travel accounts or telecom providers. Here, individual transactions are not continuously recorded, but instead, one consolidated invoice per employee or agreement is issued.

ℹ️ Note: The accrual principle is not used for this type of invoicing.

The illustration shows the accounting flow in Acubiz for expenses and the subsequent supplier invoice under the accrual principle. The flow is divided into two main steps (steps 2 and 3):

Step 2: Recording expenses (User accounting)

This step is triggered when the user records and accounts for their individual expenses via the Acubiz app.

• Function: The individual expenses are directly charged to the relevant operating expense accounts, while a counter-entry is created on an interim/balance account (Accrued to creditor).
• Example from the illustration:
  • Operating expenses: Hotel is accounted for 1,500.00 DKK (Debit)
  • Operating expenses: Flight is accounted for 1,000.00 DKK (Debit)
  • Balance: The account Accrued to creditor is credited with the two amounts (1,500.00 DKK and 1,000.00 DKK).
• Export path in Acubiz: FINANCE: EXPORT ➔ READY FOR EXPORT ➔ EXPENSES

Step 3: Invoice from supplier (Reconciliation of accrual)

This step occurs when the final consolidated or monthly invoice is received from the supplier in Acubiz.

• Function: The invoice offsets the previous accrual on the balance account and creates the final creditor liability.
• Accounting entries:
  • Creditor: The total invoice amount (2,500.00 DKK) is credited on the supplier's creditor account.
  • Balance: The individual transactions from step 2 are debited on the account Accrued to creditor (1,500.00 DKK and 1,000.00 DKK) to offset the accrual.
• Additional notes in the diagram:
  • Bank payment: Performed in the company’s bank/ERP system and not accounted for by Acubiz (shown here as a debit of supplier creditor for 2,500.00 DKK).
• Export path in Acubiz: FINANCE: EXPORT ➔ READY FOR EXPORT ➔ INVOICE E-TRANSACTIONS

Useful links and further reading

• Learn more about the Acubiz flow
• How to set up accounting for the above setup