How to make use of the Exact Online interface?

The Exact Online interface is used to transfer relations and transactions from Scope to Exact Online and to transfer debtor balances (open A/R, and optionally open A/P) from Exact Online to Scope.

Period closing in Scope and Exact

Initially be sure that the last open period (See Last open month in Finance|Accounting in Scope is also open in Exact Online.

Please note that the Administration | Settings of Exact Online the "Period-date check"in the Exact Online settings MUST be set to No.

If you want to close a period so that Scope no longer books in that period in Exact, please adhere to the following procedure. It will prevent outgoing invoices, estimates
and purchase invoices to be booked into an old period.

1. Close month in Scope in Finance|Accounting in the top bar: Month - Close month
2. Run accounting interface batch in Finance|Accounting
3. Import in the accounting package (first the relations, then the transactions)
4. Close same period in the accounting package (at least for the journals used by Scope)

Export Relations and Transactions from Scope

This procedure covers two types of data:

• Changes in Debtors/Creditors (=Relations in Exact Online)
• Outgoing Invoices, Incoming Invoices and Cost Estimates (=Transactions in Exact Online)

1. Choose Batchjob - New Batchjob
   All new or modified debtors and creditors will be put into a file. All new financial transactions (sales and purchase) will be put into a file. General transactions (cost estimates) are included in this file as well. Once the batch has been created, the New items section will become empty and the new batch job appears at the lower part of the screen.
2. The new batchjob containing the relations and transactions is opened automatically.
   The General TAB shows the details of transactions that are in the batch. Go to the Documents TAB to save the batch files to your local machine (or a location on your network). The relations and transaction files can appear zipped into one archive file. Double click the ZIP archive to open it and then save all the files inside to a directory on your local machine (or a location on your network). The three report files are PDF files showing the exported sales, accruals and purchase bookings (an overview of the contents of the relations and transactions files). They can simply be opened by double clicking them. Now you are all set to start importing in Exact.

It is possible to automate this partly and have Scope periodically create new batch jobs and send all the files and the logging of the accounting batch to a specific e-mail address. If you want this, please raise a ticket and ask your Riege team to configure this.

Import Relations and Transactions in Exact

Login to Exact Online. On the top left, click on your administration number. Choose Import/Export.

In the next screen choose XML.

1. Import Accounts/Relaties

First import Accounts/Relaties. This must be done before (!) importing the Transactions.

EN version:

NL version:

After clicking import, select the relations.xml file that Scope produced.

Select the path to the relations.xml file created by and saved from Scope. Choose Import to start the import process. Once you have done that, please check for errors and warnings by selecting Error/Fout and Warning/Waarschuwing and then press Refresh/Vernieuwen.

2. Import Transactions/Transacties

Select the path to the transactions.xml file created by and saved from Scope. Choose Import to start the import process. Once you have done that, please check for errors and warnings by selecting Error/Fout and Warning/Waarschuwing and then press Refresh/Vernieuwen.

Procedure from Exact to Scope

This procedure describes the steps for updating the outstanding debtor balance in Scope using the outstanding invoices from Exact.

Export debtor balances from Exact

Login to Exact Online. On the top left, click on your administration number. Choose Import/Export. In the next screen choose XML.

Select the Export option under Financial - Te vorderen / A/R.

Choose the option "Export(eren)", in the next screen, select Export(eren) again, in the next pop-up choose Next and then remember where the export AR xml file is saved on your system.

Export creditor balances from Exact

Optionally (in case you are using the Scope dunning module), you can repeat the same steps for the creditor balances by exporting de "Te betalen" / "A/P" option from the same Import/Export XML screen in Exact. This will create an AP xml file. 

Import into Scope

If you make use of the additional Dunning module in Scope, Scope will calculate open balances by keeping track of the open invoices instead of open balances. If that is the case, the AR and AP files must be imported in the function Finance-Payments (Invoices). 

If you do not make use of the Scope Dunning module, Scope will make use of the sum of the open balances per debtor. These balances can be updated from Exact using the following procedure. In Scope go to Financial / Accounting and use the option Import OB & Credit limit on top. Select the file that you exported/downloaded from Exact (Debtors: ARs_1.XML).

Once the AR file has been selected and then processed by Scope, the open balances of the debtors will have been updated. You can see that on the Debtor role of your Partners. 

Open Balance (import): This is the amount last imported from Exact
Open Balance (invoices): This is the amount of invoices not interfaced to Exact yet (not included in an interface batch job yet)
Open Balance (total): Sum of the two above.

It is possible to e-mail the ap.xml and ar.xml files to Scope. Balances will then be updated in Scope automatically after receiving them e-mail with these files attached. If you wish to make use of this feature, please fill out the Service request form.