Accounts eligible for reconciliation between Acubiz and the accounting system pertain to provision accounts for credit card transactions. In the event of a discrepancy between the balance in Acubiz and that in the accounting system, several verification steps can be undertaken to ensure accurate reconciliation of the figures.

Reduced polling intervals facilitate troubleshooting, making it more efficient and manageable, as the duration requiring debugging will be minimized.

• What affects the provision accounts from Acubiz?
• Troubleshooting the reconciliation of Provision for operation
• Troubleshooting on reconciliation of Provision to creditor

What Affects the Provision Accounts from Acubiz?

Acubiz offers a variety of export files, each of which impacts the provisioning accounts in distinct ways. It is crucial to comprehend these influences to effectively manage any discrepancies related to the reconciliation process. The specific files utilized may vary depending on your organization's requirements.

• ℹ️ See also Changes in reconciliation balances after data deletion

Provision Accounts in the Accounting System.

Please ensure that the following conditions are met:

• The balance calculated encompasses the entire period utilized in Acubiz.
  Verify that no manual entries have been made to the provision accounts. Should manual entries exist, they must be considered, as they will influence the account balance during the reconciliation process.
  • We advise against manual entries to the provision accounts utilized in Acubiz.

The Following Account Types Are Used in Acubiz

• Can be reconciled between accounting and Acubiz
  • Provision for operations (E-transactions)
  • Provision for creditor payment (E-transactions)
• Cannot be reconciled between accounting and Acubiz
  • E-transaction creditor
  • Operating accounts/cost accounts
  • Employee interim account/Employee creditor (Depends on your setup in Acubiz)

Troubleshooting the Reconciliation of Provision for Operation

The reconciliation of Provision for operation is a total debit balance and is affected by the following export files in Acubiz

• Provision (E-trans provision)
• Costs

The following are general checks that can be carried out if the balances do not match.

Balance Is Higher in Acubiz than ERP

If the balance in Acubiz is higher than in ERP, it may be a sign of the following:

• Verify for any manual postings on the account within the ERP system that are not associated with Acubiz.
• There exist transactions in NOT MATCHED that are not linked to any employees. Therefore, ensure that NOT MATCHED  is devoid of entries. Once transactions are associated with users, they will be prepared for export for provisioning.
• A provision export file has been generated from Acubiz; however, it has not been recorded in the ERP system. Please review any journal entries that remain unposted.
• Consequently, verify that all exported files have been successfully uploaded and recorded in the ERP system.
• Refer to EXPORT -> EXPORTED -> E-TRANS PREREG, which provides an overview of the files exported from Acubiz. If a file has been exported but not recorded, it is likely that the amount on the individual file corresponds to the discrepancy in the reconciliation.
• Provisions must be exported and recorded. In Acubiz, provision transactions are prepared for export; thus, they remain unposted in the ERP system. Therefore, please check "Ready for export -> E-trans Provision".

Balance Is Lower in Acubiz than ERP

If the balance in Acubiz is lower than in ERP, it may be a sign of the following.

• Examine the manual postings associated with the account in the ERP system that are not related to Acubiz.
• It is possible for the same provision file to be posted multiple times, resulting in an incorrect balance being recorded in the ERP system.
• There may exist cost files that have not been posted in the ERP system but have already been exported from Acubiz.
  • A comprehensive review of the exported cost files from Acubiz is advisable, as these files encompass more than just e-transactions. Consequently, a more detailed investigation is required to exclude other transaction types from these files.
  • Refer to EXPORT -> EXPORTED -> COSTS, which provides insights into the transactions that have been exported in the individual files since the last reconciliation was conducted.

Troubleshooting the Reconciliation of Provisions to Creditors

Please be advised that reconciliation can only occur if the credit card supplier supplies monthly invoice data to Acubiz. In the absence of the monthly invoice, the balance will remain unadjusted in Acubiz.

The reconciliation of provisions to creditors reflects the total credit balance and is influenced by the following export files within Acubiz.

• Provision (E-trans provision)
• Monthly invoice

The following are general checks that can be carried out if the balances do not match.

Balance Is Higher in Acubiz than ERP

If the balance in Acubiz is higher than in ERP, it may be a sign of the following:

• Verify the existence of manual postings on the account within the ERP system that are not associated with Acubiz.
• There are transactions categorized as NOT MATCHED that lack association with any employees. Therefore, ensure that the NOT MATCHED category is devoid of entries. Once transactions are linked to users, they will be prepared for export for provisioning.
• A provision export file has been generated from Acubiz; however, it has not been recorded in the ERP system. Please review any journal entries that remain unposted.
• Consequently, confirm that all exported files have been successfully uploaded and recorded in the ERP system.
  • Refer to EXPORT -> EXPORTED -> E-TRANS PROVISION, which provides an overview of the files exported from Acubiz. If a file has been exported but remains unposted, it is likely that the amount on the individual file corresponds to the discrepancy noted in the reconciliation.
  • Provisions must be exported and recorded. In Acubiz, provision transactions are prepared for export and are currently unposted in ERP. Therefore, please verify "Ready for export -> E-trans Provision".

Balance Is Lower in Acubiz than ERP

If the balance in Acubiz is lower than in ERP, it may be a sign of the following.

• Verify for any manual entries on the account within the ERP system that are not associated with Acubiz.
• It is possible for the same provision file to be posted multiple times, resulting in an incorrect balance being recorded in the ERP system.
• There may be monthly invoices that have not been recorded in the ERP system but have already been exported from Acubiz.
  • Refer to EXPORT -> EXPORTED -> E-TRANS INVOICE, which provides insight into the transactions that have been exported in the individual files since the last reconciliation was conducted.
  • Any discrepancies can often be identified by the same total amount appearing on a monthly invoice. Please consult FINANCE -> RECOGNITION -> MONTHLY INVOICES, which offers an overview of the invoice amounts received in Acubiz.

Related articles:

• Reconciliation between Acubiz and ERP
• How to use reconciliation reports
• Electronic transactions with invoice
• Electronic transactions without monthly invoice