Spendesk supports a native integration with Exact Online, allowing you to seamlessly export your payables and synchronize your accounting data.
To access this integration with Exact Online, you need us to grant you access beforehand. Please contact your Customer Success Manager or Account Manager.
Prerequisites:
You must be an Administrator in Exact Online;
You must be an Account Owner or Controller in Spendesk;
You must have the same language set in your Exact Online and Spendesk accounts before starting connection, so that data matching of your accounting data is done correctly in Spendesk.
Connection steps
Once you have the feature granted by Spendesk, you can switch integration on your Spendesk account, and proceed with the initial configuration on Exact Online.
Step 1 - Select integration on Spendesk
Step 1 - Select integration on Spendesk
Before switching your Accounting Base, make sure you don't have any open invoices or expense claims in your ERP. If you pay them from Spendesk after switching your Accounting Base, we will not be able to export the payment and reconcile it with the open invoice.
Your new Accounting Base will be based on your ERP settings. Hence all unexported payables will need to be prepared again.
You can always switch back to your old Accounting Base and find your old settings - but note that exporting an invoice on one Accounting Base and the corresponding payment on another Accounting Base is not possible.
Go to Spendesk and navigate to Settings > Accounting Setup and click Switch Integration.
Choose Exact Online in the dropdown.
Read through an explanation of what switching an accounting integration means and click Continue.
Click Switch Integration.
Step 2 - Initial configuration on Exact Online
Step 2 - Initial configuration on Exact Online
Go to Exact Online in order to configure your Exact Online account and connect to it. Check if your account has analytical/cost axis enabled. For that, log into your Exact Online account, select the Financial tab and Analysis & Results (in the case of the account in the image below, there are two axis. Both cost centres and cost units are enabled).
Then choose a Name for your connection, such as 'Spendesk' for instance, and define the Analytical/cost axis to activate. Set the value to 'Not active' if your version does not cover analytical/cost accounting.
Click Authorise to finalise the connection. You will be redirected to an Exact Online page to authenticate your account.
Select the company, folder, division you intend to configure.
Important: it is possible that you don't find the company/division you want to connect in the dropdown menu. If this is the case, you need to adapt the allowed companies/divisions through the Exact Online interface:
Open Exact Online Import/Export settings
Select App permissions
Select the app you are trying to connect to Exact Online
Go to the "Permitted companies" section. Here you can:
Allow all current and future companies;
Or select "Manage companies" to only allow specific companies.
Click Submit to finalise the configuration.
After a successful connection you will be redirected back to the Accounting Setup page on Spendesk where you will see the status of your connection. Your chart of accounts, tax codes, analytical plans and suppliers will be pulled from Exact Online in the background.
Next steps
You can now start the configuration of Spendesk to use Exact Online accounting setup.