Exact Online

Introduction

The integration between TimeLog and Exact Online consists of partial integrations that provide seamless cooperation between the two systems. The integration consists of the following features:

  • Automatic transfer of customers from TimeLog to Exact Online
  • Automatic transfer of contacts from TimeLog to Exact Online
  • Automatic update of customer and contact information in Exact Online
  • Synchronisation of product numbers between TimeLog and Exact Online
  • Automatic transfer of invoices from TimeLog to Exact Online
  • Invoice balancing between TimeLog and Exact Online


Features

This section includes a list of features and limitations to each transfer area of the integration.

Currencies

TimeLog does not create the currency in Exact Online if it does not exist. Therefore, make sure that all the currencies used in TimeLog are created in Exact Online. The invoice will not transfer if the currency is not present in Exact Online.

Sales journal

TimeLog transfers the currency of the invoice to Exact Online. For this to succeed, the sales journal used for invoice transferal in Exact Online must have enabled variable currency.

Customers

Customers can be transferred to AND from TLP and Exact Online. To transfer customers from TimeLog to Exact Online and link customer pairs, the customer number in TimeLog must only consist of numbers. Exact Online does not accept special characters in customer numbers.

Contact

Contacts can be transferred to AND from TLP and Exact Online.

Product numbers

Product numbers can only be transferred from Exact Online to TLP. Note that they are not transferred automatically. An system administrator will have to go to the system administration > integrations and choose to import them manually. In order to successfully use the product items from Exact Online in TimeLog, you have to make sure that your item in Exact Online are divisible. Time in TimeLog is (usually) noted with decimals. This ensures that the decimals can be transferred to Exact Online.

Employees

Employees can not be created in Exact Online from TLP. If an employee is not present in Exat Online a systemadministrator in Exact Online will have to add the employee.

Invoices

Only booked invoices can be transferred from TLP to Exact Online. Invoices are transferred as drafts. Changes in invoice drafts inside Exact Online will not be reflected in TLP.

Invoice lines

Invoice lines are transferred along with the invoice. Invoice lines can be modified in Exact Online and addition line can be added. Changes will not be reflected in TLP.

Expenses

Expenses can only be transferred from Exact Online to TLP.

Projects

Not part of the integration.

Tasks

Not part of the integration.

Allocations

Not part of the integration.

Registrations

Not part of the integration.


Mapping

This section contains the explicit mapping of fields between TLP and Exact Online.

Customers

Field name Technical name
TLP Exact Online TLP Exact Online Remarks
Address Address Address.Address AddressLine1
Address 2 - Address.Address2 AddressLine2
Address 3 - Address.Address3 AddressLine3
City City Address.City City
Country Country Country.ISO Country
Currency Currency Currency.ABB SalesCurrency Currency abbreviation (eg. USD)
- Type - Status Is always set to C. Equals customer in Exact Online
E-mail E-mail Email Email
- Code ExternalKey Code
Fax - Fax Fax
- - - ID Always a new guid when transfered to Exact Online
Company name Name Name Name
Phone Phone Phone Phone
VAT no VAT number VatNo VATNumber Exact Online connects to the Chamber of Commerce and VAT no. are validated through there. Customer transfer fail if VAT no. validatioin fails
VAT % - VATPercent Is not transferred. Is applied customer in Exact Online based on setting there
Website Website Website Website
Postal code Postcode Address.ZipCode Postcode

Contact

Field name Technical name
TLP Exact Online TLP Exact Online Remarks
Your comment Remarks Comments Notes
Customer Account ExternalID Account.ID The account ID from Exact Online is retrieved basen on the externalKey mapping in TLP
Email E-mail Email Email
- - ExternalID ID
First name First name FirstName FirstName
- - - ID Always a new guid when transfered to Exact Online
Last name Last name LastName LastName
Phone Phone Phone Phone

Product numbers

Field name Technical name
TLP Exact Online TLP Exact Online Remarks
Name Description Name Description
No. Code ProductNo Code

Employees (Sales person)

Mapping is only used to retrieve sales person from Exact Online. Employees can not be inserted/updated from TLP.

Field name Technical name
TLP Exact Online TLP Exact Online Remarks
Email E-mail Email Email
- ID ExternalKey UserID
First name First name Firstname Firstname
Last name Last name Lastname Lastname

Invoices

Field name Technical name
TLP Exact Online TLP Exact Online Remarks
- Invoice number ExternalKey InvoiceID Invoice number is only visible in Exact when invoice has been booked
Internal reference Sales person - Salesperson Employee GUID from Exact Online. Is retreived from Exact Online based on the InternalReference employee attached on invoice in TLP
Heading Description Header Description
Currency Exchange rate Details.Currency.Abbreviation Currency Abbreviation of the currency from the invoice in TLP
Invoice date Order date InvoiceDate OrderDate
- Journal Journal Sales journal in Exact Online. Is set in TLP during the configuration of the integration
Customer Ordered by ExternalKey OrderedBy Account GUID is retrieved from Exact Online based on the customer externalKey
Payment condition PaymentCondition Account paymentConditionSales is retrieved from Exact Online based on the customer externalKey
P.O. no. Payment reference RequisitionNo PaymentReference
Type Type Exact value to indicate if it is an invoice or creditnote. 8020 = invoice, 8021 = credit note
Invoice no. Remarks InvoiceNo Remarks TLP invoice no. is saved under remarks in Exact Online
- Your ref. ProjectManager.Fullname YourRef If a project is attached to the invoice in TLP the project manager is set as yourRef in Exact Online

Invoice lines

Field name Technical name
TLP Exact Online TLP Exact Online Remarks
Amount Net price Amount AmountFC
Product no. Item ProductNo Item.ID Item is retrieved from Exact Online basen on the productNo
Quantity Quantity Quantity Quantity
Rate Unit price Rate UnitPrice
Description Description Text Description
% Discount (%) Discount Discount Discount in TLP must be divided by 100 to fit Exact Online Format
Comment Notes Comment Notes
Project no Cost center ProjectNo CostCenter If a project number is present on attached project in TimeLog, this will be added as cost center in Exact Online

Expenses

Field name Technical name
TLP Exact Online TLP Exact Online Remarks
- ExternalKey EntryID
Customer Supplier CustomerID SupplierName If a customer can be found in TLP based on the supplierName on the purchaseEntry this customer will be applied as supplier
Comment Description Comment Description
Currency Exchange rate CurrencyID Currency Currency on purchaseEntry is ABB. Currency in TLP is found from ABB and currency.ID is used on expense
(Currency) Exchange rate ExchangeRate ExchangeRate is retrived from the currency in TLP
No. Entry number DisbursementNo EntryNumber
- Entry number ExternalID EntryNumber
- Payment reference InvoiceNo InvoiceNumber
Payment method Default paymentmethod for import of expenses is set in TLP
Date Invoice date PurchaseDate EntryDate
Project Project ProjectID Project A project can be added to the purchaseEntryLines in Exact Online. IF TLP can match the project no to a project in TLP the project will be applied to the expense
Amount incl. VAT Amount PurchasedAmount AmountFC Amount for expense is negativ in TLP
VAT VAT amount VATIncluded VATAmountFC Amount for expense is negativ in TLP