Handling and Deleting Transactions in Acubiz

In Acubiz, the ability to delete transactions depends on the transaction type and its current status. Below you will find a precise overview of what can be deleted, what cannot be deleted, and how specific situations are handled.

Transactions that cannot be deleted

If the company uses automatic integrations for electronic transactions, these transactions cannot be deleted. This applies to:

• Credit card transactions (with company payment / corporate card)
• Travel account transactions
• Telecommunications, fuel, and leasing company transactions

Why? Acubiz does not have the ability to delete this type of data, as the transactions have often already been transferred to the financial system. Deletion would create imbalances in the accounting and cause discrepancies in reconciliation.

Handling typical scenarios (where deletion is mistakenly requested):

• The user has created a cash expense report instead of using the credit card transaction: 
  If an employee has settled a purchase as a cash expense, even though it was paid with a corporate card, the electronic credit card transaction will still appear as unreconciled in Acubiz. In this case, the cash expense report must be rejected and sent back to the employee. The employee then deletes the expense report and instead matches the receipt with the correct credit card transaction.
• Credit card misuse: 
  In case of suspected misuse, the bank must be contacted immediately to block the card and file a dispute. The misuse transaction cannot be deleted, as it represents an actual posting on the card. The bank will subsequently issue a credit note that offsets the amount. Note that it may take some time before the credit is received, and the process runs directly between the company and the bank, bypassing Acubiz.
• Departed employees or old transactions: 
  If an employee leaves or has old, unsettled transactions, these must not be deleted. Instead, the transactions should be transferred to a relevant colleague or manager who can complete the settlement so that expenses are recorded correctly. Read: Transfer individual credit card transactions to another employee

Transactions that can be deleted

The following manual entries can be deleted in Acubiz:

• Credit card transactions with private payment
• Cash expense reports
• Mileage and per diem registrations

Conditions for deletion: For a transaction to be deleted, it must be unprocessed or have the status rejected. Transactions that are approved, exported, or already posted in the company’s accounting system cannot be deleted in Acubiz. If a transaction is pending approval, it must first be returned (rejected) to the employee before it can be deleted.