The accounts that can be reconciled between Acubiz and the accounting system include provision accounts for credit card transactions. If discrepancies occur between the balances in the two systems, a series of standard control procedures can be used to identify and correct the errors.

Tip: Short reconciliation intervals significantly ease troubleshooting, as the period to investigate for discrepancies is limited.

• Factors Affecting Provision Accounts from Acubiz
• Troubleshooting: Reconciliation of 'Provision for Operations'
• Troubleshooting: Reconciliation of 'Provision for Creditors'

Factors Affecting Provision Accounts from Acubiz

Acubiz generates several different export files that affect provision accounts in varying directions. The prerequisite for effective discrepancy control is a clear understanding of the impact of these files. Note that which files are activated varies from company to company.

• ℹ️ See also Changes in Reconciliation Balances After Data Deletion

Provision Accounts in the Accounting System.

Please note the following:

• Period Delimitation: The balance in the accounting system must be calculated for exactly the same period used in Acubiz.

• Manual Entries: Always check if manual postings have been made on provision accounts in the accounting system. If so, these must be adjusted for as they affect the balance.

• Recommendation: It is generally discouraged to make manual postings on the provision accounts integrated with Acubiz.

Account Overview and Reconciliation Status

The following account types are used in Acubiz and are categorized based on whether they can be reconciled directly against the accounting system:

Troubleshooting: Reconciliation of 'Provision for Operations'

The reconciliation of Provision for Operations consists of a total debit balance, which is affected and updated by the following export files from Acubiz:

• Provisions (E-trans provision)

• Expenses

Below are the general control points that should be performed if a difference in balances between Acubiz and the ERP system is detected.

Situation A: Balance is Higher in Acubiz than in ERP

If the balance in Acubiz exceeds the balance in ERP, it may be due to one or more of the following reasons:

• Manual Entries: Check if manual postings have been made directly on the account in ERP that do not relate to data from Acubiz.

• Unassigned Transactions: There are transactions under NOT ASSIGNED that have not yet been assigned to an employee. Ensure this folder is emptied; as soon as transactions are assigned to a user, they are included in the next provision export.

• Unposted Export Files: A provision file has been exported from Acubiz but has not yet been imported or posted in ERP.

  Tip: Check for unfinished batches in ERP. Optionally, go to EXPORT -> EXPORTED -> E-TRANS PROVISION in Acubiz to get an overview of exported files. A missing file will often match the difference in reconciliation exactly.

• Missing Export of Provisions: There is ready data in Acubiz that has not yet been exported. Check status under Ready for Export -> E-trans Provision.

Situation B: Balance is Lower in Acubiz than in ERP

If the balance in Acubiz is less than the balance in ERP, the following points should be investigated:

• Manual Entries: Check if manual postings have been made directly on the account in ERP that distort the picture.

• Double Posting: The same provision file may have mistakenly been imported or posted multiple times in the ERP system, resulting in an incorrect increase in the balance.

• Outstanding Expense Files: There may be export files with expenses generated in Acubiz that have not yet been posted in ERP.

  Note for Troubleshooting: Expense files contain elements other than just e-transactions, which makes the check more extensive. It requires a detailed data review to filter and exclude other transaction types.

  To analyze recent movements, you can view the overview under EXPORT -> EXPORTED -> EXPENSES, which shows all transactions exported since the last reconciliation.

Troubleshooting: Reconciliation of 'Provision for Creditors'

IMPORTANT PREREQUISITE: This account can only be reconciled if the credit card provider supplies monthly invoice data to Acubiz. If no monthly invoice is provided, the balance in Acubiz will never be reduced.

The balance of 'Provision for Creditors' represents the total credit balance and is directly affected by the following export files from Acubiz:

• Provisions (E-trans provision)

• Monthly Invoices

If the balances do not match, the following control points can be used for troubleshooting.

Scenario A: Balance is Higher in Acubiz than in ERP

If the balance in Acubiz exceeds the balance in the ERP system, it is typically due to one of the following:

• Manual Entries: Check if manual postings have been made directly on the account in ERP that do not originate from Acubiz.

• Unassigned Transactions (NOT ASSIGNED): Check if there are transactions under NOT ASSIGNED that have not yet been assigned to an employee. Ensure this folder is emptied; as soon as transactions are assigned to a user, they are included in the next provision export.

• Missing Posting of Export File: A provision file may have been exported from Acubiz but not yet posted in ERP. Check unfinished batches in the ERP system.

• Tip: Go to EXPORT -> EXPORTED -> E-TRANS PROVISION to see the history of exported files. If a file is missing posting, the total amount of the file will often correspond exactly to the difference.

• Missing Export of Provisions: There may be transactions in Acubiz awaiting export and thus missing in ERP.

• Tip: Check status under READY FOR EXPORT -> E-TRANS PROVISION.

Scenario B: Balance is Lower in Acubiz than in ERP

If the balance in Acubiz is lower than in the ERP system, it is typically due to one of the following:

• Manual Entries: Check if manual postings have been made directly on the account in ERP that do not originate from Acubiz.

• Double Posting: Check if the same provision file has mistakenly been imported and posted multiple times in the ERP system.

• Missing Posting of Monthly Invoice: A monthly invoice may have been exported from Acubiz but not yet posted in ERP.

• Tip 1: Go to EXPORT -> EXPORTED -> E-TRANS INVOICE to see details of transactions exported since the last reconciliation.

• Tip 2: The difference will often correspond to the total amount of a specific monthly invoice. You can verify invoice amounts under FINANCE -> RECONCILIATION -> MONTHLY INVOICES.

See also

• Reconciliation Between Acubiz and ERP
• How to Use Reconciliation Reports
• Electronic Transactions with Monthly Invoice
• Electronic Transactions without Monthly Invoice