Setting Up Purchase Integration with Exact Online
The article Setting Up and Using Project Purchasing explains how to register purchases in Simplicate. It is possible to automatically book purchases on projects in Simplicate via Exact Online.
To use this feature, project numbers must be set up in Simplicate. Additionally, the purchasing functionality must be enabled. See Setting Up and Using Project Purchasing for more details.
Connecting the Administration in Simplicate and Exact Online
Before purchases can be booked via Exact Online, the integration between Simplicate and Exact must be configured. Navigate to Settings > Add-ons, Integrations & Connections > Exact Online to install the integration. Additionally, the accounting integration with Exact Online must be installed.
Required Mappings
Several mappings must be configured between Simplicate and Exact Online:
• The company profile must be linked to an administration.
• Purchase cost types can be linked to general ledger accounts.
• Simplicate projects must be linked to Exact cost centers or cost units.
Linking the Company Profile
For each company profile in Simplicate, specify the Exact administration to which it should be linked.
Next, configure how purchases are processed under Purchasing. In Exact, a purchase entry can be booked on cost units and cost centers. You need to specify which data should be sent to Simplicate.
Linking Cost Types
For each cost type defined in Simplicate, you can specify the corresponding general ledger account in Exact.
Select the appropriate general ledger account for each cost type.
If the general ledger accounts in Exact are also used for purchased products, these products will be booked under the correct cost type in Simplicate.
Linking Projects
All projects are automatically linked between Exact and Simplicate. This means that for each new Simplicate project, an Exact cost center or cost unit will be created automatically.
However, projects that already exist in Simplicate at the time of integration with Exact must be linked manually.
This can be done in two ways:
Select the corresponding Exact cost center or cost unit for each Simplicate project from the list.
Click ”+ Create in Exact” to generate a new cost center or cost unit in Exact and automatically link it.
Note: A project number is required in Simplicate. The numbering format can be chosen freely but must not exceed 8 characters.
Once the integration between Simplicate and Exact Online is complete, and projects are linked, any new project created in Simplicate will also be automatically created in Exact as a cost center or cost unit. This process may take a few minutes.
Booking Purchases in Exact
Purchase invoices are booked in Exact as usual, but the following points must be considered:
Select the purchase journal (INK) (other journals are not supported).
Choose the project to which the purchase should be booked as a cost center or cost unit.
Select the appropriate general ledger account.
Once the booking is made in Exact, it will be sent to Simplicate, where it can be further processed.
Note: To use the Exact purchase integration, cost centers and cost units must be available in your Exact environment. This feature is not included in all Exact packages.