This article will provide you with more in-depth information regarding the integration of PSOhub with Exact. You will learn how the integration works, which data is being sent and what the limitations are.
Setup the integration
In your Organization settings, go to Marketplace & Integrations and, if necessary, select the required business unit.
In the Accounting section of your business unit, click Connect on the Exact online tile.
Select the Exact Online country to connect:
PSOhub will ask you to confirm this selection. Click Proceed.
The Exact Online login screen will be displayed. You can login here with your Exact credentials.
If you have not given consent before, a consent screen will show where you can approve PSOhub to connect with your administration.
Afterwards, you are returned to PSOhub and the test connection screen will appear.
Connecting multiple administrations
If you have multiple administrations on the same user account, you need to follow the steps below to make sure the correct administration is selected:
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Log in to Exact before setting up the connection;
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Switch to the correct administration with your connected user;
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Then, go to PSOhub's Subscription & Integrations setting, Exact online and click Connect;
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Done.
If you do NOT follow these steps, Exact Online will always give us a default administration and you might end up connecting to the wrong administration. We also display the administration ID in the test connection screen for extra validation.
Test your connection
In the Test connection window, you will be required to fill in essential identifiers to make sure all your invoices are properly sent to Exact.
|
Field |
Description |
|
Item |
You will need to enter a default Article/Item from your Exact administration that PSOhub can use. PSOhub will use this Item when invoicing the contract lines - which will become invoice lines and pushed to Exact.
You can always change this default account at any given time by going in the GL Accounts settings under the My Organization settings. |
|
Journal Code |
In this field, please fill in the Sales Journal code that you have setup in Exact. |
|
Tax Category
|
If you are using non-default tax codes, you can set these up in the Tax Categories settings screen in PSOhub. In here, you can also specify an Exact tax code.
 As an alternative, you can also fill in the tax code in the Test Connection screen, once you have selected a category. If you leave it empty, PSOhub will use the default tax code 2. Make sure you have this one available in your Exact administration or you will not be able to create an invoice. |
|
Send invoice to customer with PSOhub |
Check this box, to automatically push all invoices from PSOhub to the customer. |
Once you have everything filled, click Test. If everything works, the screen will display a success message and you will receive a test invoice email from Exact shortly afterwards.
If there is a problem, an error message (if available) from Exact will show here. If you are not sure how to resolve it, please contact us so we can help you.
PSOhub will confirm the connection to Exact with a Disconnect button. You can disconnect Exact from PSOhub at any time by clicking on this button. By clicking on Settings you can configure how invoices will to be sent to Exact:
The following window will appear, where you can configure the method in which invoices are sent and processed:
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PSOhub - Send invoice via PSOhub |
If you are using a default or custom invoice template in PSOhub, invoices will be sent from PSOhub and subsequently processed in Exact. Specification pages for T&M and Expenses will be processed in Exact and emailed directly to the client as a PDF attachment. Refer to this article for more information. |
|
Exact - Send invoice via Exact Online |
Invoices will be pushed to Exact, where the invoice can be manually sent to the client using Exact's invoice template. Refer to this article for more information. |
Upon selecting the desired configuration, a confirmation message will appear on the bottom-right of the screen:
How does the data mapping work?
The following data is sent from PSOhub to Exact:
Account
Before creating a new account in Exact, PSOhub will check if an account already exists by using the name that is known within PSOhub. If found, the identifier will be stored and will be used. If no account is found, a new account will be created.
|
Field in Exact (Accounts) |
Field in PSOhub (Company) |
|
Name |
Name |
|
Address Line |
Address |
|
City |
City |
|
Status |
C (Customer, default filled) |
Contact
Before creating a contact in Exact, PSOhub will check if a contact already exists for the account associated with this contact. To do this, a search is done using the e-mail address that is known in PSOhub. If found, this contact is used.
If a contact is found but is not connected to the account, a new contact will be created and associated with the account.
If no contact is found, the contact is created and associated with the account.
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Field in Exact (Contacts) |
Field in PSOhub (Contact) |
|
First name |
First name |
|
Last name |
Last name |
|
|
|
|
Account |
Associated Company |
Invoice
An invoice in Exact is built up in two parts, the invoice and the invoice sales lines. When sending the invoice to the customer, the contact e-mail is used.
|
Field in Exact (Invoice) |
Field in PSOhub (Invoice) |
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Description |
Invoice name |
|
Payment reference |
Project Number - Project Name |
|
Your Reference (default hidden field in Exact) |
Invoice Reference |
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Invoice to |
Account |
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Type |
8020 or 8021 in case of credit |
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Invoice to contact |
Contact e-mail |
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Journal |
Journal code in settings |
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Ordered by |
Account |
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From |
Date from |
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To |
Date until |
|
Sales invoice lines |
See below |
Invoice sales line
For the individual invoice lines, by default, the item and tax code that have been set up will be used. If you require a specific item or tax code for an invoice line then you can set these up within the contract line under accounting details.
|
Field in Exact (Invoice sales line) |
Field in PSOhub (Invoice line) |
|
Item |
Item in settings or contract line |
|
Description |
Line number - Invoice line name |
|
Note |
Line Description |
|
Quantity |
1 |
|
VAT code |
Default tax code or code set in tax category |
|
Net price |
To be invoiced |
The tax calculation will be done within Exact and based on the tax codes provided.
Send invoice
After the invoice has been created, PSOhub will send the invoice based on the Exact configuration:
Possible problems & solutions
Missing payment condition
It might occur that you receive an error about a missing payment condition. This means that there is no default payment condition in Exact, and this is required to be set. You can either set the default or fill in the field within the Account of the test account that was created.