Accounts that can be reconciled between Acubiz and the accounting system are provision accounts for credit card transactions. If there is a difference from the balance in Acubiz to the accounting system, there are some checks that can be done to ensure that the correct numbers are reconciled.

Shorter polling intervals make troubleshooting easier and more manageable, as it will be a shorter period that needs to be debugged within.

• 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 provides several export files, all of which affect the provisioning accounts in different ways. It is essential to understand these influences in order to be able to control any differences in connection with the vote. It may be different which files you use in your particular company.

Provision accounts in the accounting system.

Make sure that:

• The balance calculated is for the entire period that has been used in Acubiz
  Check that no manual postings have been made to the provision accounts. If manual postings have been made, these must be taken into account, as they will affect the balance on the account when reconciling.
  • We do not recommend manual postings to the provision accounts used 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:

• Check for manual postings on the account in ERP that are not related to Acubiz
• There are transactions in NOT MATCHED that are not associated with employees. Therefore, make sure NOT ASSOCIATED is empty. As soon as transactions are associated with users, they will be ready for export for provisioning.
• A provision's export file has been exported from Acubiz, but has not been posted in ERP. Check any journal entries that have not been posted.
• Therefore, check that all exported files are loaded and posted in the ERP system.
• See EXPORT -> EXPORTED -> E-TRANS PREREG which gives an overview of the files exported from Acubiz. If a file has been exported but not posted, it will probably be possible to see that the amount on the individual file matches the difference in the reconciliation.
• Provisions need to be exported and booked. In Acubiz, provision transactions are ready to be exported, which are therefore not posted in ERP. Therefore 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.

• Check for manual postings on the account in ERP that are not related to Acubiz
• The same provision file may be posted several times, so that the balance is entered incorrectly in the ERP system.
• There may be cost files that are not posted in ERP, but have already been exported from Acubiz.
  • It is more comprehensive to check the exported cost files from Acubiz, since cost files contain more than e-transactions. Therefore, a more detailed investigation is needed to exclude other types of transactions than e-transactions from these types of files.
  • See possibly EXPORT -> EXPORTED -> COSTS which gives an insight into the transactions that have been exported in the individual files since the last reconciliation was made.

Troubleshooting on reconciliation of Provision to creditor

NOTE: This can only be reconciled if the credit card supplier provides monthly invoice data to Acubiz. If the monthly invoice is not delivered, the balance will never be written down in Acubiz.

The reconciliation of Provision to creditor is a total credit balance and is affected by the following export files in 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:

• Check for manual postings on the account in ERP that are not related to Acubiz
• There are transactions in NOT MATCHED that are not associated with employees. Therefore, make sure NOT MATCHED is empty. As soon as transactions are associated with users, they will be ready for export for provisioning.
• A provision's export file has been exported from Acubiz, but has not been posted in ERP. Check any journal entries that have not been posted.
• Therefore, check that all exported files are loaded and posted in the ERP system.
  • See possibly EXPORT -> EXPORTED -> E-TRANS PROVISION which gives an overview of the files exported from Acubiz. If a file has been exported but not posted, it will probably be possible to see that the amount on the individual file matches the difference in the reconciliation.
  • Provisions need to be exported and booked. In Acubiz, provision transactions are ready to be exported, which are therefore not posted in ERP. Therefore 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.

• Check for manual postings on the account in ERP that are not related to Acubiz
• The same provision file may be posted several times, so that the balance is entered incorrectly in the ERP system.
• There may be monthly invoices that are not posted in ERP, but have already been exported from Acubiz.
  • See possibly EXPORT -> EXPORTED -> E-TRANS INVOICE  which gives an insight into the transactions that have been exported in the individual files since the last reconciliation was made.
  • A possibly difference can most often be seen as the same total amount on a monthly invoice. See possibly FINANCE -> RECOGNITION -> MONTHLY INVOICES, which gives an overview of the invoice amounts received in Acubiz.

Related articles:

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