Upgrade to Exact Online integration

Overview

Enhancements in the new integration

• Export

  • Purchase and bank entries are automatically reconciled
  • Exporting of invoices & external reimbursements is now supported
  • Exporting of expenses from a closed financial period. Custom periods in Exact Online are also supported
  • Description field on Exact Online is now populated with info about merchant, Pleo user and note
• Tags Sync
  • Projects are now supported and can be synced with Tags in Pleo
  • Inactive (expired) Cost Centers & Cost Units will not be imported in Pleo
• Tax Sync
  • Inactive (expired) tax codes will not be imported into Pleo

Good to know:

• You will need a separate dedicated Exact Online user account for every Exact Online company you connect to Pleo.
• Account transfer entries will not appear in the Export page and thus will not be exported from Pleo to Exact Online.

Connection

1. In Exact Online, click on the currently active company name (top left corner)
2. Select the company you want to connect to Pleo from the list
3. In Pleo, access Accounting Settings
4. Make screenshots of the existing configurations in the Setup tab (Journals, Accounts and Suppliers)
5. Click on Disconnect
6. In Pleo, navigate to Settings
7. Click Accounting
8. Search for Exact Online (new)
9. Select the Exact Online (new) integration 
10. Click Connect
11. Grant the integration access to your Exact Online account
    Note: We strongly recommend giving access to All current and future companies to avoid issues with connecting multiple Exact Online companies to Pleo
    

Configuration

Select the Exact Online company you want to connect to Pleo and click Save settings. 

Accounting configuration

Because the previous Exact Online integration version was used, re-use and map the existing journals to the new journal configuration.

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. 

Additionally, ensure that the currency settings are enabled on this journal in Exact Online:

1. In Exact Online, click on the company name (top left corner)
2. Under Manage current company, access Master Data
3. In the Financial section, click on the journal 
4. Under Currency, select variable currency and variable Exchange rate 
5. Click Save

Out-of-pocket purchase journal 

Record purchase entries for out-of-pocket expenses - can be the same journal as the Expense purchase journal. 

To have out-of-pocket expenses and card purchases in separate journals, create the Out-of-pocket purchase journal in Exact Online:

1. Click on the company name (the top left corner)
2. Select Master Data in the dropdown menu
3. On the data overview page, choose Journals
4. Click New 
5. Enter a unique journal code and a journal name
6. Set journal type to Purchase
7. Under G/L Account, select an Accounts payable account 
8. Under Currency, enable Variable: Currency and Variable: Exchange rate 
9. Click Save

Transitory bank journal 

Record reimbursements made outside of Pleo. You need this journal if you use pocket expenses and reimbursements. To create one:

1. In Exact Online, navigate to Financial
2. Go to Baking & Cash, select Overview under Bank accounts
3. On the Bank Accounts page, click New
4. Enter any number into the Bank account number field (this won't impact anything) 
5. Name the Journal
6. In Advanced options, choose the currency - ensure that the selected currency matches your Pleo Wallet currency
7. Click Save

Default supplier account 

Generic supplier account on which all your Pleo expenses will be booked in Exact Online. Re-use and map the existing Pleo Supplier Account here. 

Export configuration

• Closed period date adjustment - helps you to export expenses belonging to closed accounting periods in Exact Online. If enabled, they’ll be exported with today’s date.
• Export attachments - if enabled, receipts and other attachments will be exported to Exact Online.

Tags and Tag groups

Select the Dimensions from Exact Online which you want to synchronise with Tags in Pleo.

Categories

Access your Categories page and confirm that account numbers and tax codes are in place. 

Good to know: If instead of seeing Account numbers, you see internal account IDs, please delete the ID and replace it with an actual account number

Export an expense

After setting up the integration, it's important to export an expense to see if the integration is configured correctly.