Acubiz provides the company with a digital archive where digital receipts can be accessed at any time, including comprehensive details such as workflow information, audit trails, comments, and more. This ensures that the digital receipts are securely stored on Acubiz's servers. Additionally, Acubiz can facilitate access to digital receipts from locations other than directly within the Acubiz platform. Various methods are available to accommodate the specific needs of the company.

These methods typically require collaboration with IT departments or external IT partners to establish the necessary technical systems. Depending on the chosen approach, accounting systems, internal IT infrastructure, and available IT resources, these tasks may incur additional costs related to configuration, development, testing, and implementation. While Acubiz can provide consulting services, it does not perform the technical setup on behalf of the company.

Overview:

• Integration of data into the accounting system
  • E-conomic
  • Microsoft AX/D365FO
  • Other accounting systems
• XML file with Base64 encoded digital receipts
• File-based integration via SFTP (Secure File Transfer Protocol)
• Download digital receipts for local archive
• Show receipts in Acubiz from accounting system

Integration of Data into the Accounting System

All Acubiz solutions exchange accounting data in the form of a file, which is transferred and loaded into the company's accounting system. The transfer can be automated or take place completely manually based on the method with which Acubiz is implemented in the start-up phase. Acubiz is always helpful in advising on options in connection with file integrations for bookkeeping and digital receipts.

E-conomic

For VISMA E-conomic, Acubiz has developed a Plug-and-Play integration where the digital receipts come into E-conomic automatically together with accounting data. (Add on feature)

• Information on E-conomic integration

Microsoft AX/D365FO

In relation to Microsoft AX (2009/2012) and D365FO, an integration module can be purchased via our partner Essence Solutions. The module must be set up in AX/D365FO, where both bookkeeping data and the digital receipts can also be exchanged automatically.

• Read more about: Integration with Microsoft Dynamics D365FO

Other Accounting Systems

Although Acubiz does not have specific integration modules for all accounting systems, various forms of integration between Acubiz and these accounting systems can easily be carried out. Again, these integrations will require internal or external IT resources.

XML File with Base64 Encoded Digital Receipts

Most of Acubiz integrations take place with an ordinary CSV text file, which includes all accounting information. In this format, it will not be possible to include digital receipts directly. Therefore, we recommend that you change your existing export format to a new XML-based format.

• Acubiz standard export format description
• Acubiz file examples with XML included Base64 encoded digital receipts

Switching to another export format requires a change in your current setup, which Acubiz will help with. Contact us for an offer on this.

When the format has been changed, the XML files can be downloaded in the same way as you use in Acubiz today - whether it is a manual export directly from Acubiz, where the file is downloaded for further processing, or whether it is via an automatic integration. Please note that XML files with Base64 encoded digital receipts take up much more space than regular CSV files.

If you do not have automatic integration today, read more under the section File-based integration via SFTP to eliminate even more of your manual processes and at the same time increase security.

File-based Integration via SFTP (Secure File Transfer Protocol)

A file-based integration via SFTP means that export files can be created automatically from the Acubiz side and placed on Acubiz SFTP server, where the company's IT systems can then continuously retrieve the files and carry out the further processing/processing automatically.

• Read more about File-based integration via SFTP

Creating an Acubiz SFTP server is an optional product. Contact us for an offer.

Download Digital Receipts for Local Archive

This function requires you to use the "File-based integration via SFTP" function. This means that the digital receipts can be retrieved directly from Acubiz's SFTP server via the company's internal IT systems and later combined with the information about the file name on the receipt - thus creating a local digital archive.

• Read more about retrieving digital receipts for local archives

All of the above methods can work in parallel with displaying a receipt.

Show Receipts in Acubiz from Accounting System

This function can be used in combination with both automatic file-based integration and manual download of export files from Acubiz. The function enables postings to be made directly to Acubiz from an external system, such as directly from the accounting system.

• Read more about posting to attachments in Acubiz from an external system