This article is intended for existing users of the Pleo–Exact Online integration who want to upgrade to the new version. If you’re setting up the integration for the first time, please refer to the set-up guide to get started with connecting Exact Online to Pleo.
Prerequisites
Ensure that your Exact Online account has the required user permissions:- View and manage the following scopes :
- Account Management
- Financial Accounting
- G/L Accounts & Journals
- Document Management
- View the following scopes:
- Cost Centres & Cost Units
- Administration & Operational Management
- Project Management
If you do not have the required user permissions - you need to add them or request your Exact Online admin to add them to your account.
How to check user permission in Exact Online
- In Exact Online, click on the account name
- Select My Exact Online
- Access the Rights tab
- Ensure that you have the following user permissions:
- In General tab:
- System section:
- Create, update, and delete documents
- View company data
- System section:
- In Financial tab:
- Accounts section:
- Manage accounts
- View accounts
- Bank section:
- Enter, modify and delete bank entries
- Financial entries section:
- Enter, modify and delete purchase entries
- Accounts section:
- In Project tab (if Projects are used):
- Project section:
- View projects
- Project section:
- In General tab:
Complete the update
Existing configurations (journals, categories, accounts, and tax codes) have been migrated automatically. To finalise the update and access the new features, additional configuration is required.
1. Review accounting configurations
Confirm that all configurations are set up correctly on the Accounting set-up page.
- Pleo bank journal - Main bank journal used for recording payment entries made from your Pleo Wallet. Re-use and map the existing Pleo bank journal.
- Expense purchase journal - Record purchase entries for card expenses and invoices. Re-use and map the existing Pleo purchase journal.
- Transitory bank journal - Record reimbursements made outside of Pleo. You need this journal if you use pocket expenses and reimbursements.
How to create a new journal?
- In Exact Online, navigate to Financial
- Go to Baking & Cash, select Overview under Bank accounts
- On the Bank Accounts page, click New
- Enter any number into the Bank account number field (this won't impact anything)
- Name the Journal
- In Advanced options, choose the currency - ensure that the selected currency matches your Pleo Wallet currency
- Click Save
- Default supplier account - If an actual supplier is not selected on an expense in Pleo, it will be booked on this generic supplier account. Re-use and select the existing Pleo Supplier Account here.
2. Enable projects
In addition to Cost Centers and Cost Units, Projects synchronisation is now supported. Select the Dimensions from Exact Online which you want to synchronise with Tags in Pleo.
3. Save settings
After completing all configurations on the Set up page, be sure to click Save settings to avoid losing your settings.
4. Confirm contra accounts
Access Contra Accounts and confirm that one is selected (learn more about Contra Account in Pleo). If no Contra Account is selected, follow these steps:
- In Pleo, go to Settings
- Access Accounting
- Select Set Up
- Find the Expense Bank Journal under Accounting configurations
- Access Contra Accounts
- Select an account which corresponds exactly to the Expense Bank Journal
What to do if you are using Multi-currency in your account?
Learn how to use multi-currency in your Account, and follow these steps:
- In Exact Online, create a new Pleo Bank Journal for each additional currency contra account
- Make sure the Expense Bank Journal has variable Currency and Exchange Rate enabled (see below)
- Wait for the automatic sync between Exact Online and Pleo (runs every hour)
- In Pleo, go to Contra Accounts
- Map the new accounts to their respective Pleo contra accounts
How to check Currency settings of the Expense Purchase Journal?
- In Exact Online, navigate to Financial
- Go to Banking & Cash
- Select Overview under Bank accounts
- On the Bank Accounts page, click New
- Enter any number into the Bank account number field (this won't affect anything)
- Name the Journal
- In Advanced options, choose the currency
Note: Ensure that the selected currency matches the respective Contra Account currency - Click Save
5. Enable vendor tagging
Learn how to activate Vendor tagging in Pleo.
6. Review categories
Access your Categories page and confirm that account numbers and tax codes are in place.
7. Export an expense
After setting up the integration, it's important to export an expense to see if the integration is configured correctly.
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