Configuration of Employee Balances

Acubiz can be specifically configured to support the company's internal guidelines and needs. Depending on the selected receipt type, the system automatically handles the offsetting of employee balances, resulting in either a payment or a payroll deduction.

Types of Employee Balances

1. Payment

This includes business expenses that the employee has paid privately and that need to be reimbursed:

• Cash expenses: Private expenses for company purchases.

• Mileage allowance and per diems: Statutory or internal allowances for business travel and trips.

2. Payroll Deduction

This includes amounts the employee owes the company, typically settled through the payroll system:

• Cash withdrawals on company card: Cash withdrawals made on the company's credit card.

• Private purchases: Unintended or permitted private use of the company's credit card.

Contents of this article:

• Payment Methods
• Payments and Payroll Deductions Handled by the Payroll System with Return Posting from the Payroll System
• Creditor Payments via Accounting System
• Combination of Payments via Creditor Payment and Payroll System

Payment Methods and Settlement Models

Acubiz supports two primary methods for handling employee balances, depending on the company's internal processes and system landscape:

• Payments and Payroll Deductions via Payroll System: Handles both reimbursements (payments) and offsets (payroll deductions) directly through payroll.

• Creditor Payment via ERP System: Used exclusively for reimbursement (payment) of employee expenses directly via the financial system.

Handling of Payments and Payroll Deductions

The most commonly used method, where costs are posted from Acubiz to the accounting system, while employee balances go through the payroll system. The payroll system returns the posting of payments/payroll deductions to a clearing account in Acubiz.

Creditor Payments in the Accounting System

Payments are made through the creditor payment module. However, payroll deductions must be handled manually by the customer via the employee’s creditor account, requiring manual registration outside Acubiz.

Combination of Payments

This combination concerns transaction types.

• Expenses: Creditor payments
• Mileage and per diems: Payment via payroll system

Payroll deductions must be manually handled by the customer via the employee’s creditor account, which may require manual registration outside Acubiz.

The above are just examples, not an exhaustive list.