Connect Exact Online
Invoicing is not a core part of Picqer. We recommend having invoices for orders created directly by your webshop. Read more...
Picqer cannot create invoices itself, but you can connect to external invoicing packages. Here you can read how to connect Picqer to Exact Online.
Good to know
- The integration is intended for invoicing orders that you create directly in Picqer. For orders from your shop, we recommend connecting Exact directly to your shop. This prevents rounding differences and ensures all payment methods are booked correctly.
- Exact Online supports product codes up to 35 characters. Keep your product codes short to avoid errors.
- An Exact Online administration cannot be connected to multiple Picqer accounts.
Invoice provider and profiles
In Picqer you can connect to invoicing systems multiple times. For example, you can connect to both Moneybird and Exact, or connect two different Moneybird accounts. Each account you connect is called an invoice provider.
Per invoice provider you can have multiple profiles. Per profile you can set preferences, such as the ledger account in which revenue should be booked.
Per order and picklist you can choose which profile of which invoice provider should be used for invoicing.
Connecting Exact Online
Connect a new invoice provider. Choose Exact Online here. Give this integration a name, select Exact as the invoice provider, and click Save.
In the next step, enter the country where you use your Exact Online package. We need this to connect to the correct version of Exact. If you normally log in at start.exactonline.nl, choose the Netherlands; if you log in at start.exactonline.be, choose Belgium.
You will then be redirected to the Exact Online login screen. This screen may differ from your usual login screen. Log in with your Exact Online credentials to grant Picqer permission to make changes to your administration.
After logging in, you will be redirected back to Picqer. You will arrive at the 'Connect to your account' screen. Enter the subdomain of your Picqer account here. If you normally log in at 'https://mydemo.picqer.com', enter 'mydemo' and choose Log in.
Now add your first invoice profile by choosing Add invoice profile. Give the profile a name and choose the options based on your own preferences. Make sure to select the correct administration under Journal if there are multiple. Once you save the profile, the integration is ready to use.
What data is communicated?
Picqer tries to pass on as much available data as possible to Exact Online. Please note that Picqer does not have all the data that can be linked to a customer or product in Exact. Additional data can be added in Exact.
Customers
When you create an invoice from Picqer, Picqer checks whether this customer already exists in Exact based on the name and city of the invoice address. This prevents duplicate customers in Exact.
If the customer does not yet exist, Picqer creates a new customer with the following data:
- Name
- Contact person
- Address, Postal code, City, Country
- Language
- VAT number
- Ledger account
- Email address
Customers are not updated by Picqer after the initial synchronization. If you want to update a customer, do so in Exact and optionally in Picqer.
Products
For each product you invoice, Picqer will check whether a product already exists in Exact where the 'Code' matches the product code in Picqer. If it already exists, Picqer will use that product.
If the product does not yet exist, Picqer will create a new product in Exact with the following data:
- Product code
- Cost price
- Name
- VAT group
For each product, the price, quantity, and VAT group are filled in when creating the invoice as applicable to that specific order.
If you send invoices with a discount, Picqer creates a 'DISCOUNT' product in Exact. This product is used to list the discount on the invoice, with a negative amount equal to the discount.
Invoices
Each invoice you create is linked to the customer and products as described above. In addition, Picqer will include with the invoice:
- Reference (consisting of order number, picklist number, and order reference)
Invoices are created directly as sales invoices in Exact.
