In Acubiz, there is a difference between which transactions can be deleted and how, as well as which transactions cannot be deleted.
Transactions that cannot be deleted
If the company has integration of electronic transactions, these cannot be deleted!
Electronic transactions are, among other things,
- Credit card transactions with company payment
- Travel account transactions
- Telecommunication company transactions
- Gas company transactions
- Leasing company transactions
Acubiz cannot help delete these types of transactions. There are several reasons, but one of the reasons may be provisioning of transactions. This means that an entry has already been made which, in the event of deletion, will never be offset. It will distort the accounts and vote against Acubiz.
A few examples of where you might want transactions to be deleted:
User has made an cash expense instead of his credit card:
If, for example, a user has used his credit card, but has submitted a receipt via a cash outlay, then the credit card transaction will still be in Acubiz and must still be processed. In such a case, the charge must be rejected back to the user, who then deletes the charge and then processes the credit card transaction correctly.
There has been misuse/fraud of a user's credit card::
In the event of abuse, it is important to contact the bank immediately and object. The transaction with the abuse is not deleted, as it is a real consumption on the credit card. On the other hand, there must be a transaction from the bank that corresponds to the abusive transaction (a credit). There can be a long time between the objection and any crediting, so therefore an invoice may be received from the bank where the company must pay for the abuse. But it will then be set off on a subsequent invoice. This is a process the company has with the bank directly (apart from Acubiz).
The employee has stopped working for the company
If an employee leaves the company and has transactions lying around that have not been settled, then the method is that these must be moved to another user, who can then settle these to get them posted. See Moving individual credit card transactions to another employee
The transactions are old
This can be a combination of the employee being stopped or the employee not having his transactions sorted out. First make sure that the employee gets them settled, otherwise move them to someone else who can settle them: Moving individual credit card transactions to another employee
Transactions that can be deleted:
The following transaction types can be deleted in Acubiz.
- Credit card transactions with private payment
- Cash outlay
- Driving and diet records
However, it is important that once they have been exported and posted, it is not recommended that they be deleted from Acubiz.
Transactions that need to be deleted must be rejected back to the employee and thus have the status "unprocessed" or "declined". All other stages cannot be deleted.