ERP

Exact Online

Connect Solvimon to Exact Online to import your customers, billing entities, and products, and to push finalised invoices to Exact as sales entries.

Prerequisites

  • An active Exact Online account.
  • Your Exact Client ID and Client Secret for authentication.

Connect Solvimon to Exact Online

1

Connect your Exact account

In Solvimon Desk, go to Menu → Settings → Integrations → Exact and click Connect to Exact. You’ll see a pop-up like the one shown below.

Click Connect and log in with your Exact account credentials, in this case the Client ID and Client Secret.

After authenticating, the Solvimon connect app is automatically installed on your Exact Online platform, enabling the integration.

2

Configure and enable workflows

Once authenticated, open the configurations tab to enable the workflows you want to run against your Exact Online platform. The supported out-of-the-box workflows are listed under configuration; if you don’t see the one you’re looking for, reach out to your Sales Executive.

For exporting invoices, configure the TAX codes in the settings as shown below.

Data flow

Imports are triggered manually from the workflow list in Desk; invoice export runs automatically.

WorkflowDirectionTrigger
Import customersExact → SolvimonManual
Import billing entitiesExact → SolvimonManual
Import productsExact → SolvimonManual
Export invoices to sales entrySolvimon → ExactAutomatic, on invoice finalisation

You can import your Customers from Exact Online to Solvimon to speed up your onboarding process.

Every Division entity in Exact is treated as a Platform in Solvimon. All Accounts from Exact are synced as Customers in Solvimon along with their associated Contacts.

SolvimonExact Online
reference
emailEmail
organization.legal_nameName
organization.tax_idVATNumber
organization.registration_numberChamberofCommerce
organization.registered_address.line1AddressLine1
organization.registered_address.cityCity
organization.registered_address.postal_codePostcode
organization.registered_address.stateState
organization.registered_address.countryCountry
custom_fields.reference.EXACT_ACCOUNT_CODECode
custom_fields.reference.EXACT_ACCOUNT_IDID

You can import details of your billing entities.

You can add more than one Billing Entity to your platform. Each Division in Exact Online is treated as a separate Billing Entity in Solvimon.

SolvimonExact Online
legal_nameDescription
tax_idVATNumber
emailEmail
registered_address.line1AddressLine1
registered_address.line2AddressLine2
registered_address.cityCity
registered_address.postal_codePostcode
registered_address.stateState
registered_address.countryCountry
custom_fields.EXACT_DIVISION_CODECode

To be valid and usable in Subscriptions and Invoicing, a Billing Entity needs a name, tax ID, and a complete address (first line, postal code, city, and country).

Products configured on your Exact account can be synced to Solvimon. They are created in the Products section of the settings menu under the category Exact Products.

This includes the product line items defined in the ERP along with their metadata, i.e. the GL product code.

SolvimonExact Online
referenceItems.ItemGroups.Code
nameItems.ItemGroups.Description
descriptionItems.ItemGroups.Description
custom_fields.reference.EXACT_ITEM_CODEItems.ItemGroups.Code
custom_fields..EXACT_ITEM_IDItems.ItemGroups.ID
custom_fields.reference.EXACT_ITEM_GLCODEItems.ItemGroupID

Whenever an invoice is finalised in Solvimon, it is automatically pushed to Exact as a sales entry.

Each Product is treated as a line item in the Exact invoice, along with its usage, quantity, price, and tax.

SolvimonExact Online
typeType
billing_currencyCurrency
custom_fields.reference.EXACT_ACCOUNT_IDCustomer
invoice_numberDescription
due_dateDueDate
invoice_dateEntryDate
invoice_numberInvoiceNumber
input.SalesJournalJournal
invoice_numberOrderNumber
PONumber OR invoice_numberYourRef
invoice_pdfDocument
invoice_numberPaymentReference
invoice_idExternalLinkReference
Solvimon InvoiceExternalLinkDescription
invoice_linesSalesEntryLines

Each invoice line is mapped as follows:

SolvimonExact Online
tax_categories.base_amount.quantityAmountFC
custom_fields.reference.EXACT_ITEM_GLCODEGLAccount
group.product.nameDescription
tax_categories.percentageVATPercentage
tax_categories.tax_amount.quantityVATAmountFC
tax_categories.categoryVATCode
start_atFrom
end_atTo

Configuring the GL account codes for product or revenue items ensures that the corresponding line items from the invoice are booked to the mapped account.

To get the most value from the integration, follow these steps:

  1. Import your customers from Exact to Solvimon.
  2. Use Solvimon to create draft invoices.
  3. Review and edit invoices in Solvimon Desk as needed.
  4. Finalise and send invoices to customers using Solvimon.
  5. Invoices are synced to Exact for revenue recognition and general accounting.

Synchronisation is trigger-based by default. If you need custom triggers, reach out to your sales executive.