With Acubiz, the company has a digital archive where you can always find the digital receipts with all details such as workflow information, audit trail, comments and much more. However, this means that the digital receipts are physically (digitally) at your company, but on Acubiz's servers. Here, Acubiz can also help to gain access to the digital receipts from other places than directly in Acubiz. There are several methods for this, depending on the needs of the company.
These ways will often involve IT departments or external IT partners who can help set up the technical systems to handle this. Depending on the method, accounting system, internal IT systems and IT resources, these tasks will impose additional costs on your company for configuration, development, testing and implementation. Acubiz can assist with consulting advice, but not carry out the technical setup for your company.
- Integration of data into the accounting system
- 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.
In relation to individual accounting systems, such as VISMA E-conomic, Acubiz has developed a Plug-and-Play integration (Link to article on E-conomic) where the digital receipts come into E-conomic automatically together with accounting data. (Additional feature)
In relation to Microsoft AX (2009/2012) and D365FO, Acubiz can offer an integration module (Purchase feature), which must be set up in AX/D365FO, where both bookkeeping data and the digital receipts can also be exchanged automatically. Acubiz sells the module, but the setup in the company's systems will require either internal or external IT resources for correct setup. (Link to article about AX and D365FO integration)
- Information about D365FO integration module
- Information about AX (2009/2012) integration module
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 thus placed on an Acubiz SFTP server, where the company's IT systems can then continuously retrieve the files and carry out the further processing/processing automatically.
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.
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.