Exact Globe+

 

Purchase to Pay Integration (Exact Proquro) in Exact Lightweight Integration Server (ELIS)

Introduction

With Exact Purchase to Pay, you can gain control over all the expenses of your organisation. You can control expenses with a proactive approval process and gain better insight into costs through a link between your Exact Globe+ companies and Exact Purchase to Pay.

This solution ensures that newly created and changed data is synchronised between the Exact Globe+ companies and Exact Purchase to Pay.

Explanation

This document covers the following topics:

• Conditions
• Installing the Exact Purchase to Pay Integration solution
• Configuring Exact Purchase to Pay Integration
• Defining/checking settings
• Migrating Exact Globe+ master data to Exact Purchase to Pay
• Which information is synchronised?
• Synchronising non-final invoices

Conditions

To use this solution, you must meet the following criteria: 

• Exact Lightweight Integration Server (ELIS) is installed. For more information, see How-to: Installing Exact Lightweight Integration Server (ELIS).
• The Exact Globe+ products and clients are installed. For more information, see How-to: Setting up client endpoints for Exact Lightweight Integration Server (ELIS).
• You have a valid Exact Purchase to Pay account.
• You have a valid Exact Globe+ license.
• The Exact Purchase to Pay API user has access to the API user rights. You can define this at Administration > Reference tables > Users and groups > Users > API user > General tab > API user (only has access via the API).
• The default currency of the Exact Globe+ company is EUR.
• If the supplier is linked to multiple companies, the supplier code and name have to be unique in all Exact Globe+ companies.
• Exact Purchase to Pay Integration is supported in combination with Exact Integrator for ELIS from product update 421SP7 onwards. The combination with CMDM for ELIS is not supported.
• Exact Purchase to Pay is only available for the Dutch and Belgium legislations.
• For Exact Globe+ companies that are still using BBAN bank accounts, you need to change these accounts to IBAN bank accounts with the BBAN to IBAN tool.

Installing and configuring the Exact Purchase to Pay Integration solution

Once the Exact Globe+ product and client have been defined in ELIS, you need to install the solution. A solution ensures that data can be synchronised between the clients.

To install the Exact Purchase to Pay Integration solution in ELIS, do the following:

1. Open the ELIS management console.
2. Connect to the server.
3. In the ELIS management console, click Console and select Check for updates from the drop-down menu. The overview of all available solutions will be displayed under the Check for updates section.
4. Select Exact Purchase to Pay Integration.
   
5. On the right side, the available versions of Exact Purchase to Pay Integration are displayed.
6. Click Install in the Action column of the version you want to install. The Supported product(s) column displays to which products the version applies. For example, when you use product update 418 of Exact Globe+, select the corresponding version, and then click Install. In the left panel, the Exact Purchase to Pay product is displayed.
   
   

Configuring Exact Purchase to Pay Integration

1. To configure Exact Purchase to Pay Integration, click Exact Purchase to Pay in the Products section in the left panel.
2. On the right side of the screen, click Add. The Add new client screen is displayed.
   
3. Define the following:
• Name - Enter a name for the Exact Purchase to Pay client.
• Base Address - Enter the URL of the Exact Purchase to Pay environment.
• User name - Enter the user name of the Exact Purchase to Pay environment.
• Password - Enter the password of the Exact Purchase to Pay environment.
• API key - Enter the API key of the Exact Purchase to Pay environment.
4. Click Connect and then Save.
5. In the Solutions section of the left panel, click Exact Purchase to Pay Integration.
6. Click Add on the right side of the screen.
7. Select the clients you want to use for this solution. Select Exact Purchase to Pay and one or more clients for the Exact Globe+ companies. Only one configuration can be created for each Exact Purchase to Pay client. If additional Globe clients have to be added, the configuration must be deleted and created again.
   
8. Click Next. Enter a name and description for the solution.
   
   Define the following fields for the synchronisation scheme:
• Schedule: repeat task every - Select how often you want to execute the synchronisation.
• Time - If Once a day is selected at Schedule: repeat task every, you can select the time at which you want the synchronisation to take place. For the other options this field is not applicable
  This scheme is used for synchronising the data between Exact Purchase to Pay and the Exact Globe+ companies.

Next, select the Activate now check box to activate the solution, and click Save. A message will be displayed requesting confirmation on saving and activating the configuration. Click Yes to continue. For more information about activating and deactivating solutions, see How-to: Activating and deactivating solutions for Exact Lightweight Integration Server (ELIS) and How-to: Setting up client endpoints for Exact Lightweight Integration Server (ELIS). 

Defining/checking settings

API user

The API user of Exact Purchase to Pay needs access to the API user right. This should be set at the API user (only has access via the API) field under the General tab at Administration > Reference tables > User and Groups > Users > Users.

Company data settings

Before synchronising any information, set up the Exact Globe+ company in Exact Purchase to Pay.

You can do this via Administration > Reference tables > Organisation > Companies.

Supplier settings

Enable the setting Different suppliers by company?

You can enable this via Administration > System settings > System settings > System parameters > Section Other > Different suppliers by company? 

Invoice settings

You must activate the invoice process for the API user.

You can activate this using the setting from Administration > Reference tables > Users and groups > Users > API user > Authorizations tab > Invoicing tab.

You must enable the Access to this module setting and select the companies.

General ledger account

Based on the setting EXACTGLOBE_ADMINS_SAME_COSTTYPES, the general ledger account number or the company number and the record ID are used for creating a general ledger account in Exact Purchase to Pay.

This can be defined at Administration > System settings > System settings > System features.

If you select “False” at Value, the company number and the record ID of Exact Globe+ are used to create a general ledger account in Exact Purchase to Pay.

If you select “True” at Value, the general ledger account number of Exact Globe+ is used to create a general ledger account in Exact Purchase to Pay.

Address types

The following address types must be available:

• VIS: Visiting address
• DEL: Delivery address
• POS: Correspondence address
• INV: Invoice address

You can create these at Administration > Module settings > Administration > Address types.

Supplier data

To make sure a supplier can be synchronised from Exact Purchase to Pay to Exact Globe+, you must define the following information for the supplier:

• General tab
• Identification number (the number that is used as the supplier number in Exact Globe+)
• Name
• Management tab
• Click the button Companylinks to link the supplier.
• Addresses tab
• Four address types with the identification numbers VIS, DEL, POS, and INV must be available.
• The address type must match the selected ID of the address:
• DEL: Delivery address
• VIS: Visiting address
• INV: Invoice address
• POS: Correspondence address
• Street
• Zip code
• Town
• Contacts tab
• Identification number (this must be the same as the supplier ID and is an indication that it is the main contact)
• Salutation (Mister or Miss. N/A is not synchronised)
• First name
• Surname
• Function

You can maintain the supplier data at Administration > Reference tables > Organisation > Suppliers.

Migrating Exact Globe+ master data to Exact Purchase to Pay

By installing the Exact Purchase to Pay Integration solution, new and modified information is synchronised. To synchronise existing data, you can use the synchronisation option in the general settings of the Exact Globe+ company.

In the Exact Purchase to Pay section of the general settings, you can define which master data to synchronise. Make your selection using the filter. Click the  icon to start the synchronisation.

Using an SQL statement, you can select which master data to synchronise from the table and column. This can be up to a maximum of 255 characters.

Example: Only general ledger accounts with the numbers “0001” and “0005” have to be synchronised: grtbk.reknr in ('0001', '0005')

After defining the filter, you must click Save to enable the  icon.

If you do not define filter criteria, the master data is synchronised based on the default criteria. For more information, see Which information is synchronised?

Note: The filter is not available for Supplier. By default, inactive suppliers and suppliers that are linked to employees are not synchronised.

Click the  icon to start the synchronisation. If you close the settings during the synchronisation, the synchronisation will stop. The synchronisation won't resume when you open the settings again, so you'll have to restart the synchronisation by clicking  again. The  icon is disabled during the synchronisation. Once the synchronisation is done, the icon will be enabled again.

 

Which information is synchronised?

By default, the following information is synchronised. In the general settings of Exact Globe+, you have the option to define a filter to determine which information to synchronise.

Cost centres and cost units 

Exact Globe+ (System > Finance > Cost centres / units > Cost centres)	Exact Purchase to Pay (Administration > Reference tables > Financial > Cost centres)
Combination of Exact Globe+              Company ID and Cost centre ID	Identification number
Description	Group Name
N/A	Description Note that this will also be the same as the Description field in Exact Globe+.
Cost centre	Cost Centre Name (for financial group)
Active	Active
Description in different languages	Translate button

For cost units, the following Exact Purchase to Pay fields are synchronised with their corresponding Exact Globe+ fields:

Exact Globe+ (System > Finance > Cost centres / units > Cost units)	Exact Purchase to Pay (Administration > Reference tables > Financial > Cost units)
Combination of Exact Globe+              Company ID and Cost unit ID	Identification number
Code	Number
Description	Description
Description in different languages	Translate button

Note:

• There is no immediate change to the Cost centre/unit in Exact Purchase to Pay if the Cost centre/unit in Exact Globe+ is recoded. The change will be reflected only after the edit of the Cost centre/unit.
• After synchronisation, the respective company in Exact Globe+ will automatically be linked to the relevant Cost centre. Subsequent deletion of a company in Exact Globe+ will change the Active field of the related Cost centre to “No”.

 

G/L accounts

Exact Globe+ (Finance > General Ledger > Chart of G/L’s)	Exact Purchase to Pay (Administration > Reference tables > Financial > Cost types)
Combination of Exact Globe+              Company ID and G/L account ID	Identification number
G/L Number	Number
Description	Description
Description in different languages	Translate button
Blocked for manual entry	Status

Note:

• Subsequent deletion of G/Ls in Exact Globe+ will change the Active field of the related Cost type to “No”.

 

Projects

Exact Globe+ (Projects > Projects > Maintain projects)	Exact Purchase to Pay (Administration > Reference tables > Financial > Projects)
Combination of Exact Globe+          Company ID and Project ID	Identification number
Project	Number
Description	Description
Status	Active Note that Active and Proposed values for Status will be synchronised as Active while Blocked and Completed values will be synchronised as Inactive.

Note:

• There is no immediate change for the Project in Exact Purchase to Pay if the Project in Exact Globe+ is recoded. The change will be reflected only after the next edit of the Project.
• Subsequent deletion of a project in Exact Globe+ will change the Active field of the related Project to “No”.
• Only projects with a future end date will be synchronised. 

 

VAT codes

Exact Globe+ (System > General > Countries > Tax Codes)	Exact Purchase to Pay (Administration > Reference tables > General > VAT percentages)
VAT code	Identification Number – Combination of Exact Globe+ Company ID and VAT code
Description	Description
Percentage	Percentage
Description in different languages	Translate button

Note:

• There is no immediate change for the VAT in Exact Purchase to Pay if the VAT in Exact Globe+ is recoded. The change will be reflected only after the next edit of the VAT code.
• Synchronisation will not happen if the VAT type in Exact Globe+ is “Including”.
• Subsequent deletion of a VAT code in Exact Globe+ will cause the Active check box of the related VAT percentages to be deselected.

Payment conditions

We’ve already introduced the synchronisation of payment conditions from Exact Globe+ to Exact Purchase to Pay. With this, the following Exact Purchase to Pay fields are synchronised with their corresponding Exact Globe+ fields:

Exact Globe+ (System > General > Countries > Payment conditions)	Exact Purchase to Pay (Administration > Module settings > Contracts > Terms > Terms of payment)
Payment condition	Identification number
Description	Description
Number of days: Discount 1	Number of days
Description in different languages	Translate button

Note:

• There is no immediate change for the payment condition in Exact Purchase to Pay if the payment condition in Exact Globe+ is recoded. The change will be reflected only after the next edit of the payment condition.
• There is no change for the payment condition in Exact Purchase to Pay if the payment condition in Exact Globe+ is deleted.

Company data

Exact Globe+ (System > General > Settings > Company data settings)	Exact Purchase to Pay (Administration > Reference tables > Organisation > Organisations)
	General tab
Company	Identification number
Company name	Name
VAT number	VAT number
Chamber of Commerce number	Chamber of commerce number
Account number bank	Default bank account Note that this field will be empty if you don’t define the Account number bank field in Exact Globe+. In addition, if the Account number bank field is empty, the related cash instrument in Exact Globe+ will be synchronised over if you’ve created the cash instrument in the IBAN format or you’ve defined the IBAN field for the cash instrument.
Telephone number	Phone number
Fax number	Fax number
	Addresses tab
Address line 1	Reference Street / PO Box
Postcode	Zip code
City	Town
County / Province	Region / State
Country code	Country

 

Exact Globe+ (System > General > Settings > Company data settings)	Exact Purchase to Pay (Administration > Reference tables > Organisation > Companies)
	General tab
Company	Identification number
Company name	Name
Account number bank	Default bank account Note that this field will be empty if you don’t define the Account number bank field in Exact Globe+. In addition, if the Account number bank field is empty, all cash instruments in Exact Globe+ will be synchronised over if you’ve created the cash instruments in the IBAN format or if you’ve defined the IBAN field for the cash instruments.

 

Exact Globe+ (Cashflow > Cash instruments > Maintain)	Exact Purchase to Pay (Administration > Reference tables > Organisation > Organisations) and (Administration > Reference tables > Organisation > Companies)
Basics tab	Bank Accounts tab
Bank / Type	Bank Name
Settings tab	Bank Accounts tab
BIC code	Bank Swift Address
IBAN	Account number

 

Exchange rates

Exact Globe+ (System >General > Countries > Exchange rates)	Exact Purchase to Pay (Administration > Reference tables > General > Currencies)
Currency	Identification number Currency Code
Description	Description
Exchange rate	Rate vs. Euro

Note that you can only synchronise an exchange rate to Exact Purchase to Pay if it is created using today’s date or the nearest date. The exchange rate with a future date is not synchronised over.

Furthermore, synchronisation to Exact Purchase to Pay will happen only if the base currency of Exact Globe+ is EUR.

 

Supplier data

Suppliers with the inactive status in Exact Globe+ aren't exchanged to Exact Purchase to Pay. Suppliers with a different status in Exact Globe+ are treated as active in Exact Purchase to Pay.

The synchronisation of suppliers between Exact Globe+ and Exact Purchase to Pay (both directions) is introduced. Synchronisation happens when:

• creating a supplier, whereby the synchronisation is from Exact Purchase to Pay to Exact Globe+, and
• updating an existing supplier, whereby the synchronisation is from both directions.

With this, the following Exact Globe+ and Exact Purchase to Pay fields are synchronised (note that, for synchronisation to succeed, you must fill up the mandatory fields when creating a new supplier):

Exact Globe+ (Finance > Accounts payable > Maintain)	Exact Purchase to Pay (Administration > Reference tables > Organisation > Suppliers)	Mandatory for synchronisation success
Basics tab	General tab
Name	Name	Yes
Status	Active
Creditor (or Code)	Identification Number	Yes
Website	Website (incl. http://)
DUNS number	DUNS Number
Phone	Phone number
Fax	Fax number
E-mail	Email address
Notes	Remarks
Financial tab	General tab
Currency	Default currency
Chamber of Commerce number	Chamber of commerce number
VAT number	VAT Number
Financial tab	Management tab
Payment condition	Terms of payment
N/A	Companylinks button	Yes
Financial tab	Invoicing tab
Bank account	Default bank account Note that even if you don’t define this, you can still add the bank account. However, this will not be synchronised with Exact Globe+.
Financial tab – Bank account field	Invoicing tab – Bank accounts section
N/A	Identification Number Note that it is currently not advisable to create multiple bank account numbers using the same identification number as this will cause data inconsistencies when synchronising with Exact Globe+.
Type	Bank’s Country Note that currently, the supported countries are Austria, Belgium, Czech, France, Germany, Hungary, Italy, Luxembourg, Netherlands, and Spain only. A blank field will be synchronised as “IBA” to Exact Globe+. However, if the bank account already exists in Exact Globe+, the existing value will be retained.
Bank name	Bank Name
IBAN	Account number
SWIFT address	Bank Swift address
Basics tab	Addresses tab – Addresses section
N/A	Identification Number Note that for synchronisation to succeed, this field must be either: DEL (for Delivery address), VIS (for Visiting address), INV (for Invoice address), or POS (for Correspondence address). It is currently not advisable to create multiple addresses using the same identification number as this will cause data inconsistencies when synchronising with Exact Globe+.	Yes
Address types	Type of address	Yes
Address 1	Street/PO Box	Yes
Postal code	Zip code	Yes
City	Town	Yes
Country	Country	Yes
Contacts tab	Contacts tab
N/A	Identification Number Note that this number must be the same as the number at Identification Number in the General tab.
Title	Mister/Miss Note that after synchronisation, the value “NA” will become “Mr” in Exact Globe+.
First name	First name
Middle name	Middle initials
Last name	Surname
Contact name	N/A – Combination of First name, Middle initials, and Surname fields.
Job description	Function
Phone	Phone number
Fax	Fax number
Mobile	Mobile number
E-mail	Email address

 

Financial entries

Exact Globe+ (Finance > Entries > Purchase)	Exact Purchase to Pay (Invoicing > New invoice)
	Invoice tab
N/A	Administration number
Invoice header section
Jrnl	Journal
Reporting date	Report date
Date	Invoice date (f)
Entry no.	Booking item number
Creditor	Supplier external id
Your reference	Invoice number (t)
Cur.	Currency (v)
Type	Invoicetype (f)
Description	Description
PC	Payment term (i)
Conditions button
Condition	Payment term (i)
Due date	Due date
Creditor’s To Cash Instrument	Bank/Giro
Invoice line section
G/L	Cost type
Project code	Project
CCtr.	Cost Centre
Qty. (Pur. unit)	Quantity
VAT	VAT% [Code]
VAT amount	The VAT amount in the purchase invoice lines in Exact Globe+ is calculated based on the amount excluding VAT and the VAT code. When the VAT amount in the invoice lines in Exact Purchase to Pay displays a yellow exclamation mark, this means that the entered VAT amount differs from the calculated VAT amount. Click Calculate in the line to resolve this. The VAT will then be calculated the same way as it is calculated in Exact Globe+.
Description	Description
Invoice header section	Attachment tab
Attachment icon	Under the “Location of the original in the Invoice Store” section, click the Add Attachment button.

 

Financial payment data

Exact Globe+ (SQL BankTransactions table fields)	Exact Purchase to Pay (Invoicing)
	Payments tab
DueDate	Due Date
OffsetBankAccount	Acc. no. payee
AmountTC	Amount
OffsetReference	Paymentbatch / Reference
ValueDate	Processed on
ValueDate	Payment date

Currently, the unmatching of a payment for split payment with the same amount on the same date may cause data inconsistency in payment records between Exact Globe+ and Exact Purchase to Pay. It is recommended that you perform the unmatching with at least a different amount or on a different date.

 

Synchronising non-final invoices

Settings Exact Globe+

You must enable the setting Synchronize Non-Final Invoices under the Exact Purchase to Pay section in the general settings at System > General > Settings.

Non-final invoices in Exact Purchase to Pay

To create a non-final invoice with the Matching status only, the Invoice and Booking lines tabs have to be filled. You don’t have to start the process in the Approvals tab.

A non-final invoice with the status Matching blocked is the same as a non-final invoice with the Matching status whereby the period at Invoicing > Administration > Entry periods is closed. After closing the period in Exact Purchase to Pay, the non-final invoices are synchronised again to Exact Globe+ to make sure they are treated as Matching blocked.

Properties of non-final invoices

For non-final invoices with the Matching status in Exact Globe+, the following applies:

• It is not possible to edit, delete, or void the entry.
• It is not possible to process the entry.
• The entry is not displayed when authorising or processing payments.
• The entry is not displayed in the VAT invoice list, VAT overview, and VAT declaration.

For non-final invoices with the Matching blocked status (period in Exact Proquro is closed), the following applies in Exact Globe+: 

• It is not possible to edit, delete, or void the entry.
• It is possible to process the entry.
• The entry is not displayed when authorising or processing payments.
• The entry is displayed in the VAT invoice list, VAT overview, and VAT declaration.

• It is not possible to edit the entry.
• It is possible to delete or void the entry.
• It is possible to process the entry.
• The entry is displayed when authorising or processing payments.
• The entry is displayed in the VAT invoice list, VAT overview, and VAT declaration.

     

Main Category:	Attachments & notes	Document Type:	Online help main
Category:		Security  level:	All - 0
Sub category:		Document ID:	30.385.851
Assortment:	Exact Globe+	Date:	12-04-2024
Release:		Attachment:
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