Exact Online Creditors Extension

Installing the extension

In Vertec, open Interfaces > Extensions in the folder Settings. Open the Exact Online Creditors Extension and click Install.

Register the Vertec app in Exact Online

Log in to your Exact Online.

Navigate to Manage my apps and click Register app.

• You are free to choose the Application name.
• Under Redirection URI enter the URL where your Vertec instance can be reached, followed by /callback, e.g. https://mycompany.vertec-cloud.com/callback
• Copy the Client ID to the system setting Exact Application ID
• Copy the Client Secret to system setting Exact Application Secret
• The Webhook Secret is not required for Vertec.

Settings in Vertec

system settings

Some system settings are installed for all accounts payable interfaces. These are listed in System settings - Accounting.

Specific system settings for the Exact Online creditor extension are:

Prerequisites

• When transferring addresses, a 2-digit ISO code for the country is required. The Vertec field standardcountry will be checked for a two-digit entry, otherwise an error message will appear. Make sure that the country on your addresses is filled with the correct code.
• The Payment terms in Vertec must be identical to those in Exact.
• The Vat codes must be identical in Vertec to those in Exact.
• Debtor and creditor collective accounts must be entered in the Vertec System Settings Account, but are irrelevant for Exact. The collective account defined in Exact in the posting journals is always used, see section Settings in Exact Online.

User rights

Vertec requires the following user rights to work with the Vertec Exact Online extension. It is best to set up your own User Group and assign the appropriate users.

Authentication

When a user logs in to Exact Online for the first time via Vertec, a login page appears where they can log in with their user.

The question appears whether the app should be accepted access. If the answer is yes, and the user has sufficient rights to the FAR client, the login is done via OAuth.

Settings in Exact Online

If you want to work with foreign currencies and exchange rates, you have to select Variable: Currency and Variable: Exchange Rate in the posting journals in Exact.

The collective account is also defined on the posting journal in Exact.

Post / write addresses

How the creditors are written is explained in detail in the article Creditors posting with vertec.

With Exact Online, these special features apply:

• The REST API of Exact is limited to a maximum of 60 entries per API request with the standard licensing.
  • The Vertec Exact Online Extension throttles the sending of requests before the limit is reached to prevent the user from being locked out of Exact for 10 minutes. This can lead to a couple of minutes waiting for larger postings or cancellations, or for a global Payment import with vertec.
  • It is important that the session does not terminate during the wait times, so do not exit Vertec during this process. Python Console logs when the throttling occurs and how many seconds to wait.
  • Depending on the size of the company, licensing the premium solution from Exact is recommended.
• Exact works with GUIDs in the background. These are unique and allow you to verify an object in Exact. With the Vertec Exact Online Extension, the GUID is stored in Vertec on addresses and invoices in a Key named ExactGUID.
  • When interacting with the objects in Exact, the ExactGUID is used, not a new request is made via API in order to handle requests sparingly due to the above limitations.
• As a personal account, the internal ID of the Vertec supplier address is entered in Exact.
• The exchange rates of Exact are taken into account. In the extension there is no conversion with a Vertec exchange rate.
• Posting journals: For creditors, the number 60 – Procurement is transmitted.

The addresses in Exact are populated with the following values from Vertec:

Multi-client capability

Each FAR division in Exact has its own root data. The address master data applies to debtor and creditor addresses. Whether it is a debtor or a creditor is distinguished by a flag in Exact.

If the same Vertec address is used as Exact debtor and creditor, the same personal account appears in Vertec in the personal account debtors and personal account creditors fields.

The same address cannot be posted or created in several FAR divisions at the same time, since the personal account in Vertec is unique and only one GUID of Exakt is written in Vertec (see above).

If there are creditors from different FAR division in a list posting, a message is shown:

Cancel

There are 2 Cancellation Methods:

• Cancellation: Deletes the posting in Exact.
  • The system setting Exact Delete linked documents (cancellation) in Vertec defines whether all document objects linked to the posting in Exact should be deleted.
• Internal credit note: Creates a counter posting with reversed signs in Exact.
  • If a posting is canceled by internal credit note, the same supplier address can no longer be posted after cancellation. An error message appears that the entry already exists. The supplier address, creditor number, creditor date and amount are checked. If one of these values is changed, the creditor can be posted again.