Frequently Asked Questions (FAQ) about Acubiz EMS

• What are the advantages of using Acubiz EMS?
  There are many advantages when implementing Acubiz EMS. Automation of the administrative procedures (which are attached to settlement of company-paid expenses and business trips) makes a positive difference for the top management, the finance department, the employees, the heads of departments and the IT department.
  » You can see more advantages here.
  
  
• Do we have to install Acubiz EMS on the employees' computers?
  No, Acubiz EMS is web based. That means you and your employees have access to Acubiz EMS all the time, all you need is a computer with an internet connection and your password.
  
  
• What are the system requirements for Acubiz EMS?
  It is in some cases necessary to install a newer version of Microsoft Internet Explorer because of security reasons.
  
  
• What kinds of transactions are Acubiz EMS able to handle?
  Acubiz EMS handles all kind of transactions; per diems, expenses, representations, fuel, use of credit card, telephone etc.
  
  
• What about security in Acubiz EMS?
  It takes great security and reliability to handle the expense accounts of your company's employees and especially their credit card transactions. That's why our servers are secured with SSL certificates, SFTP, daily update of firewalls and password security for all of its users.
  
  
• How long time does it take to implement Acubiz EMS?
  Acubiz EMS has a very short implementation time and can usually be installed within a month.
  » Read more about implementation
  
  
• When will I have a return on my investment?
  Your investment pays back fast - typical within 6-12 months.
  
  
• Can Acubiz EMS be integrated to our ERP system?
  Yes, Acubiz EMS can be integrated with any ERP system. The data from Acubiz EMS "floats" directly into the ERP system for automatic posting, automatic entering and automatic balancing.
  
  
• Which credit cards are supported by Acubiz EMS?
  In principle all! We still haven't encountered a credit card that couldn't be integrated with the system.
  
  
• How many dimensions can Acubiz EMS enter in to?
  The system is able to enter up to 10 dimensions, of which the majority is defined as a part of the employees' master data. That means that most of entry string has been given in advance - without the employees' active stance.

• Can Acubiz EMS be used for VAT?
  Yes, the system creates accounting files in the format your company prefers. Acubiz EMS can give the correct VAT code as a parameter in the accounting file. But the system is also able to calculate the VAT total and make three entries: a net entry (the expense), a VAT entry and the gross entry (the credit entry).

• Can Acubiz EMS handle several currencies?
  Yes, the system is capable of handling the number of currencies your company needs - that means Acubiz EMS can enter into different accounts depending on what currency they're in.
  
  
• How do we update the foreign exchange quotations?
  It is possible to load the foreign exchange quotations automatically or update them manually.
  
  
• Is it possible to have more than one company in the same system?
  Yes, it's possible - howerver, we recommend that you create an individual database for every company. Then you simply login on a different page.
  
  
• It is possible to have more than one country in the same system?
  Yes. You can create as many countries as you need.
  
  
• How are employees created in Acubiz EMS?
  You transfer the master data for all employees in a file in conjunction with the implementation of the system. After this you maintain the data directly in the system.
  
  
• Can Acubiz EMS handle more than one type of credit card?
  Yes, there is no limitation on what type of credit cards or the number of credit cards.
  
  
• My secretary takes care of my expense accounts. Is it still possible for her to do that?
  Yes, she'll just get a status as a secretary in the system, this way she'll still be able to do your expense accounts.
  
  
• Do we still have to keep the original enclosures?
  Yes unfortunately, it is statutory.
  
  
• Is it possible to split the statistics into hotel chains?
  Yes, if you use credit card transactions.
  
  
• Is it possible to see how many times we have travelled with specific airline companies?
  Yes, you can adjust the statistics to whatever needs you may have.
  
  
• Is it easy for the managers to approve a expense account?
  Yes, it can't get any easier - All they have to do is to click "Approve".

• It is possible to see the total of our travels?
  Yes, the total expenses and the employees' accounts will be shown in their own column.