In Acubiz, there is 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 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

Unfortunately, Acubiz cannot assist with deleting these types of transactions. This is due to several factors, a major reason being that the transactions may be deferred, meaning they have already been posted. Deleting such postings will result in imbalances in the accounts and incorrect reconciliations 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:

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

There has been misuse/fraud of a user's credit card::

If you suspect misuse, it is crucial to contact the bank immediately and file a dispute. The misuse transaction will not be deleted, as it represents actual spending on the credit card. Instead, the bank will typically issue a transaction that neutralizes the misuse transaction (a credit). Please note that some time may pass between the dispute and a possible credit, which may result in the company receiving an invoice from the bank for the misused amount. This expense will later be offset against a subsequent invoice. This process is handled directly between the company and the bank, without involvement from Acubiz.

The employee has stopped working for the company

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

The transactions are old

This could be due to a combination of the employee resigning or not completing their transactions. First, make sure the employee settles them themselves. Alternatively, transfer them to someone else who is responsible for completing the settlement: 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

It is important to 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 at all other stages cannot be deleted..