Integrating with Exact Online

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:

1. Log in to Exact before setting up the connection;

2. Switch to the correct administration with your connected user;

3. Then, go to PSOhub's Subscription & Integrations setting, Exact online and click Connect;

4. 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.

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 be sent to Exact:

The following window will appear, where you can configure the method in which invoices are sent and processed:

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.

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.

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.

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.

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:

Send invoice via PSOhub

If the PSOHUB tile is selected as the chosen configuration, the default or custom invoice template in PSOhub is applied. Once the invoice is sent, the Exact invoice number is retrieved and inserted in the Accounting invoice number field. The date the invoice is sent is also recorded:

The Specification page for t&m and expenses will be saved as a pdf and displayed in the Invoices panel on the right-hand side. The pdf's file name will be the invoice number generated by PSOhub on the left-hand side:

Exact stores only the transaction information and does not include the specification page, because it's retained in PSOhub.

The customer will receive an email with the attached invoice and specification pdf:

Send invoice via Exact Online

No configuration is required on the PSOhub side; the invoice template, fields, and other defaults are inherited from Exact. Make sure everything is set up as desired in Exact.

After the invoice is sent, the Exact invoice number is retrieved and added to the Accounting invoice number field on the left-hand pane. The date the invoice is sent is also recorded. The Specification page for t&m and expenses will be saved as a pdf and displayed in the Invoices panel on the right-hand side:

Exact receives the invoice transaction and the specification page's pdf is located in the Document field:

To send the invoice together with the specification page, click on the E-mail button and attach the pdf:

Invoice paid

When an invoice has been paid in Exact, a sync between Exact and PSOhub will automatically update the invoice stage in PSOhub from Sent to Paid. The date the invoice was paid is retrieved and displayed.

Note: This information is synchronized every 12 hours at 6:00am/6:00pm Eastern Time.

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.