In Acubiz, there’s a difference between which transactions can be deleted and how, as well as which transactions cannot be deleted.

Overview:

• Transactions that cannot be deleted
• Transactions that can be deleted

Transactions That Cannot Be Deleted

If your company uses integration for electronic transactions, these cannot be deleted.

Electronic transactions include, among others,

• Credit card transactions paid by the company
• Travel account transactions
• Telecommunication company transactions
• Gas company transactions
• Leasing company transactions

Unfortunately, Acubiz cannot help with deleting these types of transactions. This is mainly because these transactions may have already been posted, and deleting them could cause imbalances in the accounts and incorrect reconciliations within Acubiz.

Here are a few examples of situations where you might want transactions deleted:

User made a cash expense instead of using their credit card:

For example, if a user used their credit card but submitted the receipt as a cash expense, the credit card transaction will still appear in Acubiz and needs further processing. In this case, the cash outlay should be rejected and returned to the user, who can then delete the outlay and correctly process the credit card transaction.

Suspected misuse or fraud on a user's credit card:

If you suspect misuse, it's important to contact the bank right away and file a dispute. The misuse transaction won’t be deleted since it represents actual credit card spending. Instead, the bank usually issues a transaction that offsets the misuse (a credit). Please be aware that there may be some time between the dispute and the credit, which could result in the company receiving an invoice from the bank for the misused amount. This expense will later be offset against a future invoice. This process is handled directly between the company and the bank, without Acubiz involvement.

The employee has left the company

If an employee leaves and has unsettled transactions, these should be transferred to another user. That user can then handle the settlement so the transactions are posted correctly. See Moving individual credit card transactions to another employee.

The transactions are old

This might happen if an employee resigns or doesn’t complete their transactions. First, try to have the employee settle them. If that’s not possible, transfer the transactions to someone else responsible for completing the settlement: Moving individual credit card transactions to another employee.

Transactions That Can Be Deleted

The following types of transactions can be deleted in Acubiz:

• Credit card transactions paid privately
• Cash outlays
• Driving and diet records

Please note that transactions that have already been exported and posted should not be deleted from Acubiz. Transactions that need to be deleted should be returned to the employee and have a status of "unprocessed" or "rejected." Transactions in any other status cannot be deleted.