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 |
| - | 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 |
| - | - | 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 |
| - | 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 |