It is possible with CCV Shop to make a link with the Exact Online accounting package. With this link you can easily send your orders in your webshop with the push of a button to your accounting in Exact Online. This means that you do not have to re-do your orders into your accounts again. You can also fully maintain your invoice management within Exact Online if you wish, with the extensive invoice management of Exact Online.
It is good to know, before you start with this link, that there are two possibilities to connect with Exact Online:
- Your entire invoicing takes place in Exact Online (at Exact Online you must at least have the extension "Invoice").
- You arrange the invoicing in the software of CCV Shop or another package and only send the financial bookings to Exact Online (you must at least have the subscription "Basic" at Exact Online).
There is no synchronization between the products in your webshop and your products in the accounting. An invoice is created during the synchronization in Exact Online where all products are linked to one item number. The correct prices and descriptions per product line are printed on the invoice.
Add an Article
You should the first create an article in Exact Online under which all products are booked. This is a fictitious product that does not appear on an invoice itself. This is used for the link because there is no synchronization between the products in the webshop and the Exact Online accounting. The product must be linked to a warehouse. A warehouse should, if it is not already present, be created in the Exact online environment under "Master data > Warehouses". You must enter a code and a name and place a checkmark at "Main".
In Exact Online you go to "Master data > Articles > New" and enter a product here. You fill in the code under the heading "General" this is a unique code that you later need at the settings in your web store. You can also enter a description of the physical product, for example "Webshop product".
Under the heading 'Properties', the check mark at 'Divisible' must be ticked in order to offer support for decimal numbers. Then choose the warehouse under the header 'Inventory information'. Furthermore, you do not have to give anything to the other fields, additional information such as prices are supplemented in the link.
Settings CCV shop
When you have added the article, you go to the maintenance panel of your web store. Then you go to Exact via: "Starting point > My Webshop > Settings > Accounting > Exact Online". There you will find all settings to realize the link with Exact Online. Below you will find a description of the fields for each input field.
Exact Online link
Choose your country here to connect to Exact Online.
Login Exact Online
You will receive a login screen from Exact Online. Enter your username and password here to log in.
Connected to Exact Online
When you have entered the correct login details, you are connected to Exact Online. You will see different settings (see further in this chapter).
If you want to log out again, click on 'Disconnect'.
You must select the correct Exact Online administration here. You can find your administration in Exact Online under "General > My profile" and then under the heading "Administrations".
Select here under which sales diary the invoices have to be booked. You can find the diaries in Exact Online under: "Financia l> General accounts > Maintenance".
Linking VAT codes
The products must be linked to the correct VAT rates in the bookkeeping. Which VAT rate this is can differ per country. That is why you must indicate for each country per VAT rate to which VAT code this must be linked in your accounting. You can also specify default values. If no VAT code has been set for that VAT rate and country, the default values will be reverted to.
You will find all VAT codes at Exact Online under “General > Master data > Tax > VAT > codes”. There you will find all VAT rates in your accounting.
As indicated earlier, there are two ways to send your orders to Exact Online. If you choose to have the entire invoicing in Exact Online, then you choose "Invoice". As a result, the entire order is sent to Exact Online and it arrives at your invoices.
If you choose "Financial Booking" here, only a financial booking will be sent to Exact Online. You can find the sent transaction under your bookings in your accounting.
Invoice - Standard article
You have created a fictional article in the previous chapter that all products will be linked to. The code you entered there must be entered in the "Standard article" field.
Financial accounting - debit general ledger account
Enter the details that you have entered at Exact.
Financial accounting - credit ledger account
Choose here the credit ledger account that applies to you.
Send orders to Exact
The link is now a fact. Now you can easily send the orders in your webshop to Exact Online. You do this in the maintenance panel of your webshop under "Starting point > My Customers > Order management". Here you can find all your orders.
If you want to send a single order to Exact Online, click on an order and go to the "Links" tab. You will find a button "Export to bookkeeping" here. The moment you click on this, an invoice is created in your Exact Online accounting. In addition, this button keeps track of the history you have done and which order number has been created in Exact Online.
If you want to send multiple orders at the same time, tick multiple orders in order management and select the option "Exact accounting" under "Select group actions". You send all orders that you have selected to your accounts in Exact Online.
In the master data of your administration, ensure that the financial year to which the journal entries relate is opened. You do this in Exact Online via the menu "General > Administration equipment > Master data > Financial > Period-date table". More information about the period-date table of Exact Online can be found here.
Make sure the following setting is adjusted within Exact;
Then click on the administration name in the upper left of the administration name and then the tab financial. On the right side the payment condition setting (sale) is still empty, a 1 must be linked here.
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