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            Set up the Exact Online integration v2


            Overview


            Preparation


            Connection


            Configuration


            Export an expense

            Overview

            This guide is intended for users who are new to the Pleo–Exact Online integration. If you're already using the integration, please refer to the upgrade guide to update your existing Exact Online integration.

            The Exact Online integration v2 is currently in the testing (Beta) phase and available to a limited number of Pleo customers only. Reach out to your Pleo CSM if you would like to get early access to the integration.


            Key features of the integration

            • Pleo expenses can be exported into Exact Online as Journal entries.

            • Receipts are transferred together with the expense data.
            • Purchase and Bank Journal entries are automatically reconciled in Exact Online.
            • All spend types are supported, including invoices and external reimbursements.
            • Can export expenses from closed periods. Custom periods in Exact Online are supported.
            • Taxes and tags (including cost centers, cost units, and projects) are supported and can be synchronised.


            Good to know: you will need a separate dedicated Exact Online user account for every Exact Online company you connect 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 
            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 section:
                • 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 section (if Projects are used):
                • Project section:
                  • View projects


            Preparation

            Card expenses exported from Pleo are recorded as two journal entries in Exact Online:

            • One in the purchase journal (invoice)
            • One in the bank journal (payment)
            • Other expenses are recorded as a single entry, representing either the invoice or the payment


            Create the following journals in Exact Online

            • Pleo bank journal - record payment entries made from your Pleo Wallet
            • Expense purchase journal - record purchase entries for card expenses and invoices.
            • Default supplier account - a generic supplier account on which all your Pleo expenses will be booked in Exact Online.
            • Out-of-pocket purchase journal (optional) - record purchase entries for out-of-pocket expenses (can be the same journal as the Expense purchase journal)
            • Transitory bank journal (optional) - record reimbursements made outside of Pleo


            How to create Pleo Bank Journal and Transitory Bank Journal
            1. In Exact Online, navigate to Financial
            2. Go to Baking & 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 impact anything) 
            6. Name the Journal
            7. In Advanced options, choose the currency - ensure that the selected currency matches your Pleo Wallet currency.
            8. Click Save


            How to create an Expense purchase journal and Out-of-pocket purchase journal

            If you want to record out-of-pocket expenses and card purchases into separate journals, create two distinct journals. Otherwise, use a single journal for both.:


            1. Click on the company name in 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


            Create a Default supplier account

            1. Click on the company name in the top left corner
            2. Select Master Data in the dropdown menu
            3. Access the data overview
            4. In the Accounts section, choose Suppliers
            5. Click New 
            6. Select Manually
            7. Enter a supplier account’s name
              Note: other details (e.g. address or website) are optional and can be filled if needed
            8. Click Save


            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, navigate to Settings
            4. Click Accounting
            5. Search for Exact Online (new)
            6. Select the Exact Online (new) integration 
            7. Click Connect
            8. 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

            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 (new) and wait 2 minutes for the data to be re-imported from Exact Online


            1. In Pleo, go to Settings 
            2. Click Accounting 
            3. Select Setup 
            4. Map the journals and supplier accounts created in the previous step
              Note: Enter only the supplier account code (number) in the Default Supplier Account field


            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 

            1. In Pleo, go to Settings 
            2. Click Accounting 
            3. Select Tags 
            4. 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


            Categories 

            1. In Pleo, go to Settings 
            2. Click Accounting 
            3. Select Categories 
            4. Map the correct account code (number) for each category
            5. Select the Tax Code for the Category
              Note: Tax codes are automatically imported from your Exact Online account and synced with Pleo - no manual setup is required


            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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