Upgrade to Exact Online integration


Overview


Connection


Configuration


Export an expense

Overview

This guide is intended for users who already use Pleo–Exact Online integration. If you're new to the Pleo–Exact Online integration, please refer to the set-up guide to get started with connecting Exact Online to Pleo.


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.
    • Book exported expenses on actual Vendors in Exact Online.
  • 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.
  • Vendor Sync
    • Vendors from Exact Online are imported and synchronised with Pleo.
    • New Vendors can be created in Exact Online from Pleo.


Good to know: Account transfer entries will not appear in the Export page and thus will not be exported from Pleo to Exact Online.


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 
  1. In Exact Online, click on the account name
  2. Select My Exact Online
  3. Access the Rights tab
  4. Ensure that you have the following user permissions:
    • In General tab:
      • System section:
        • Create, update, and delete documents
        • View company data
    • 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
    • In Project tab (if Projects are used):
      • Project section:
        • View projects


For Multi-Entity set up, a separate dedicated Exact Online user account is needed for every Pleo entity you connect to Pleo (make sure that you log into Exact Online with a different Exact Online user account for every connection).

Connection

  • If you are connecting multiple Pleo entities to Exact Online, make sure to use a separate Exact Online user account for every connection.
  • We strongly recommend giving access to All current and future companies to avoid issues with connecting multiple Exact Online companies to Pleo.


  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
  9. Select the Exact Online integration 
  10. Click Connect
  11. Grant the integration access to your Exact Online account


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.


Loading data from Exact Online may take some time initially. If dropdown options are missing, please wait a minute and refresh the page. If the issue continues, click Sync with Exact Online and wait 2 minutes for the data to be re-imported from Exact Online.


  • 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.

Good to know: If you are using multi-currency in your Pleo account, create a new Pleo Bank Journal for each Contra Account in the additional currencies.


  • 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 

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. 

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.

Tags and Tag groups

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


Good to know: If you have the Project Management module in your Exact Online, you can also synchronise Projects with Pleo in addition to Cost Centres & Cost Units.

Contra Accounts 

Learn how to configure Contra Accounts in Pleo and assign the existing Pleo Expense Bank Journal as a Default Contra Account.

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:
  1. In Exact Online, create a new Pleo Bank Journal for each additional currency contra account
  2. Make sure the Expense Bank Journal has variable Currency and Exchange Rate enabled (see below)
  3. Wait for the automatic sync between Exact Online and Pleo (runs every hour)
  4. In Pleo, go to Contra Accounts 
  5. Map the new accounts to their respective Pleo contra accounts

How to check Currency settings of the Expense Purchase Journal?
  1. In Exact Online, navigate to Financial
  2. Go to Banking & Cash
  3. Select Overview under Bank accounts
  4. On the Bank Accounts page, click New
  5. Enter any number into the Bank account number field (this won't affect anything)
  6. Name the Journal
  7. In Advanced options, choose the currency
    Note: Ensure that the selected currency matches the respective Contra Account currency
  8. Click Save

Categories

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

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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