With the purchase integrations of Twinfield and Exact, you can book purchase invoices on projects in Simplicate. Sometimes it may happen that an invoice is not imported into Simplicate. In this article we discuss the possible causes.

Linking the Exact and Twinfield administrations in Simplicate

In order to process purchase invoices into Simplicate, the integration between Twinfield/Exact and Simplicate must be configured.

You can find more information about installing the Twinfield purchase integration here, and more information about installing the Exact purchase integration here.

It is important to know that the purchase integrations of Twinfield and Exact in Simplicate exchange data with the accounting integrations. Therefore, the accounting integration must be installed first before you can use the purchase integration.

There can be several reasons why purchase cannot be imported into Simplicate. Below, various elements are explained that can be checked. Since changes (can) take place in Simplicate on a daily basis, we recommend checking all items, starting from point 1.

If, after importing, no purchase invoices appear in the project purchase section that you do expect, first check the settings of the purchase integration. Pay particular attention to the date in the field ‘Synchronize purchase transactions from date’ and whether this date is not set too far in the past. We recommend setting this date to a maximum of 6 to 7 months in the past.

When the date is set more than 6 to 7 months in the past, the integration has to retrieve data over too long a period. This can lead to overload, which may ultimately result in no purchase invoices being retrieved from the accounting system at all.

Twinfield purchase integration:

Exact purchase integration:

Check whether the cost entry in the accounting system is recorded on the same cost center or cost unit as the one to which the Simplicate project is linked. If this does not match, the costs will not be displayed in Simplicate.

Twinfield purchase integration:

Exact purchase integration:

If the above step did not result in retrieving the desired purchase invoices, it may be that the data is not being retrieved from the accounting system. In that case, we recommend reauthorizing the accounting integration.

To do this, go to: Settings > Account > Add-ons and integrations > Accounting > Exact Online/Twinfield > Opties > Opnieuw autoriseren.

This will refresh the purchase integration and retrieve the most up-to-date data from the accounting system into Simplicate.

Twinfield accounting integration:

Exact accounting integration:

When the above options have not worked or are already correctly configured, the solution often turns out to be clearing the cache of the accounting integration.

You can do this via: Settings > Account > Add-ons and integrations > Accounting > Exact Online/Twinfield > Opties > Cache opschonen.

Twinfield accounting integration:

Exact accounting integration:

The cache is cleared immediately; after that, you can go to the project purchase section again and select ‘Import purchase’.

1. I cannot select a project (number) in the accounting system to automatically book costs

This can have several causes, but most often it is because the project is not linked to a cost center or cost unit.

It is important to click the green button ‘Create in Exact’ after selecting a cost center and cost unit. This will make the project visible in the accounting system so it can be selected for cost entries.
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Manually linking projects only takes place when installing the integration. From that moment on, all new projects will automatically be linked in the purchase integration. This also has the advantage that they are automatically created in the accounting package.

2. I have processed a purchase invoice, but I do not yet see it displayed in the project purchase module

If no invoices are displayed in the project purchase section that you do expect, we recommend first going to the purchase integration and checking whether the date in the field ‘synchronize purchase transactions from date’ is not set too far in the past. Use a maximum of 6–7 months in the past for this.

Purchase invoices created in the accounting packages must always be retrieved manually in Simplicate via the project purchase section. This can be done using the ‘Import purchase’ button at the top right (see the image below). This will retrieve the purchase entries from the accounting system.

3. We cannot save a specific cost type in the purchase integration and therefore cannot select the cost type in the accounting system to process the purchase entry into Simplicate

It is important that all cost types are linked to a general ledger account. You can link this via the settings of the purchase integration, by clicking on Cost type in the menu on the left. You will then enter the screen where you can link each cost type to a general ledger account.

Only when every cost type has been linked will the Save button become available. Cost types that have not yet been linked are displayed with a red outline.

Twinfield purchase integration:

Exact purchase integration: