Step 1:

1. Navigate to the 'Admin' section in your navigation bar.
2. Select Integrations and choose 'Exact Online'.
3. Click on the blue 'Connect' button
4. Select the country
   • It is important to select the correct country where you set up your exact (BE, NL, etc..)
5. Click 'Next' to complete the integration process.

NOTE: When connecting for the first time, you will be asked to log in to your Exact Online account. Enter your Exact Online login information and then click on 'Allow access' to proceed.

Step 2:

• Select the branch from Rydoo (your company) you'd like to link with Exact Online.

Step 3:

1. Select your preferred export settings
2. Click the 'Save' button.
3. Lastly, click on the 'Synchronise' button.

NOTE: Refer to the "How Expenses are Exported Towards Exact Online" section to determine which export settings to choose.

IMPORTANT:

• Please select the right 'Branch' you'd like to connect to your 'Companies' in Exact Online.
  
• After you successfully connect, the G/L Accounts, Tax Rates, and Suppliers will be automatically imported into our system. The list of available 'Journals' will be displayed on the set-up of the integration configuration. If you have enabled the integration settings for 'Projects', it will also be imported as Rydoo Projects.

Unsuccessful Sync

If the synchronisation between both accounts was unsuccessful, you will see the following:

In this case, if you have selected the 'I like to use my groups as costcenters in Exact Online' option, ensure you have also created them in Exact Online. If not, the synchronisation will fail.

In Rydoo, you can create various corporate entities within your account by setting up 'Branches'. These branches are separate entities with their VAT numbers and, as a result, you can produce independent accounting reports. This allows them to operate independently within the context of Rydoo.

It's also possible to connect with your accounting partner on a branch level, enabling you to export to different Exact accounts or to the same account.

1. Single Exact Online accounts:
   
   To link different branches to the same Exact Online account, use the 'Add new setting' option.
   
   
   
   Tips: To maintain a clear understanding of the connections, you can rename the 'default setting' to 'Branch Name' by clicking on the 'edit name' button.
   
   
2. Multiple Exact Online accounts:
   
   

   Use the 'Back to the overview' button; it will enable you to link branches to a different Exact Online account.

   
   Note: It's important to click on 'Back to the Overview' when connecting to another Exact Online account to prevent the cross-syncing of categories, taxes, and the custom field for 'tracking categories'.
     

We only import categories of the section type 'Profit & Loss'

• Exact Online Chart of Accounts

To access it, click on the company name in the left corner in Exact Online, locate:

      > 'Manage current company' tab

         > 'Masterdata' section

            > 'Financial' section

              > G/L Accounts

• Rydoo Categories

The chart of accounts is automatically imported and will be visible under the 'Categories' section in Rydoo.

• Managing categories in your account

Rather than deleting categories that you do not wish to use, it is recommended to disable them. If you delete a category, it may reappear when you synchronize 

If multiple categories need to be deactivated, you can use the 'Import to deactivate categories'

Journals, or books of original entry, systematically record all accounting transactions before entering the general ledger. They organise information chronologically and by transaction type, such as receipts or disbursements. For more details, please visit the Exact Online guide.

• Exact Online Journals

To access it, click on the company name in the left corner in Exact Online, locate:

      > 'Manage current company' tab

         > 'Masterdata' section

            > 'Journals' section

• Rydoo Integration Overview

The journals are automatically visible under the 'Journal' section in Rydoo Integration set up at the 'Export' definitions.

The Rydoo expenses will be later imported to the selected journal

1. To make the project visible in ExactOnline, the 'Projects' checkbox must be activated in the integration settings form.
   
2. Only projects imported from Exact Online can be displayed in the expense report.

Note: If an expense with a project created directly in Rydoo is exported, the sync will fail because the project does not belong to the accounting software.

Rydoo offers you the flexibility to choose between adding a personal or a company card as your preferred payment method. Adding your preferred payment method is easy and can be done in just a few simple steps.

• Exact Online Suppliers

To create Supplier bank accounts in Exact Online, simply access:

 > 'Accounts'

   > 'Suppliers'

Note: the supplier may be linked to a VAT code. If an expense without tax is exported to Exact using a payment method associated with such a supplier, the VAT code will automatically be applied to the expense.

• Rydoo Bank Accounts

Here's how to import into Rydoo:

Step 1:

1. Access your 'Admin' section in Rydoo
2. Select your 'Payment method' tab
3. 'Add a new payment method'

Step 2:

Fill in all the fields in the Payment Method information.

For reimbursable payment method. It isn't required to link each payment method you add to a bank account that has been imported from Exact Online. 

For non-reimbursable payment methods. It's important to choose the appropriate payment method type field. This will enable you to select the proper bank account imported from Exact Online. It is required to link each payment method you add to a bank account that has been imported from Exact Online. 

1. Payment Method Type: 'Credit Card' or 'American Express'
   It depends on your card provider.
2. Name: 'Company card'
   We recommend a name that it's clear for the user that is a company card payment method.
3. Card Ownership: 'Company'
4. Bank Account (optional): even though it says 'optional', this field becomes required for successfully syncing expenses to Exact Online. Please link it to a bank account that has been imported from Exact Online.
5. Click 'Save'
   

We automatically import all the tax rates set up in Exact Online.

 

• Exact Online Tax Rates

To add any additional tax rate in Exact Online, access 'Master data' > 'Overview | VAT codes'

Note: We only import the VAT Codes with the following

Type:
- Including
- NO VAT
- VAT 0%

Transaction Type:
- Both
- Purchase

• Rydoo VAT Rates

Here's how to disable a tax rate in Rydoo:

1. Navigate to your 'Admin' section
2. Select your 'Tax rates' tab
3. Select the tax rate you wish to disable
4. Toggle the switch to the left to disable the tax
5. At the end of the page, click on 'Save'

All expenses will be displayed in Exact Online under the 'Supplier' name (User name).

At your Rydoo's Exact Online integration setup page, select the following definitions:

1. Export personal reimbursable expenses of your users as: An expense with the merchant of the receipt as a supplier

• Reimbursable Expenses

All expenses will be displayed in Exact Online under the 'Supplier' name (User name).

IMPORTANT:

• Please ensure that the user has an Exact Online Account. If not, the export will fail. 
• The expense claim option must be enabled in Exact Online.
• It's required to have all 'Permissions' enabled in Exact Online. Please access 'Settings' > 'User'
• Non-Reimbursable Expenses

How to find expense claims in Exact Online:

- "Business" tab → Expense claims

How to add the user to the account:

Company name → Settings → Users → Invite a user.

 - Pay attention that all permissions should also be added to this user

Please ensure to link the payment method you created in Exact Online to Rydoo. Refer to the "What we import from Exact Online: Bank Accounts" section to determine how to create a payment method.

• Overview:

In Exact Online: Exporting Expenses with the name of a Rydoo user as a supplier & bundled expenses per user are not enabled

In Exact Online: Exporting Expenses with the name of a Rydoo user as a supplier & bundled expenses per user enabled

This option exports reimbursable expenses as invoices with the employee’s name as the supplier.
If the Bundle reimbursable expenses per user checkbox is selected, all reimbursable expenses for a user are combined into one invoice.

In Rydoo:

Go to "Admin" → "Integrations" → Exact Online settings.

Select “Export as an invoice with the name of a Rydoo user as supplier.”

The checkbox “Bundle expenses per user” becomes available.

In Exact Online:

• If Bundle expenses per user is unchecked, each expense is exported as a separate entry under the Rydoo user’s name (reimbursable) or under the merchant/supplier (non-reimbursable).
  
  
• If Bundle expenses per user is checked, all reimbursable expenses for the same user are grouped into a single expense report (invoice). Non-reimbursable expenses remain exported separately as usual.
  The total amount of reimbursable expenses is summed in the grouped invoice.
  

NOTE:

1. Non-reimbursable expenses always appear with the merchant name, regardless of the supplier export setting.


2. When exporting multiple users’ reimbursable expenses, each user will have their own grouped export in Exact Online.

After setting up the import of the information from Exact Online, Rydoo Users will submit the expenses through your account workflow.

• Step 1: Prepare Your Accounts

1. Ensure Accounts are Set Up: Before exporting expenses, make sure that your Exact Online account and Rydoo account are properly set up.
2. Check Integration: Verify that the integration between Rydoo and Exact Online is active and configured correctly.

• Step 2: Review Expenses in Rydoo

1. Log in to Rydoo: Access your Rydoo account using your credentials.
2. Navigate to Expenses: with the 'Finance Role', go to the 'Expenses' section to review the expenses you wish to export.
3. Verify Details: Ensure all expense details, such as amount, date, category, and payee, are accurate and complete.
4. The status of the expense should precede 'reported'
   • 'Completed' → if the approval module is disabled
   • 'Approved' → if only the approval module is enabled
   • 'Controlled' → if approval and controller modules are both enabled in an inappropriate status are just skipped from export without causing any errors (if they were exports with valid expenses)

• Step 3: Initiate Export from Rydoo

1. Export to Exact Online: Click on the 'Sync to Exact Online' button as the destination.
2. Select Expenses: Configure the export settings, such as the date range and if needed, the specific branch you would like to sync the expenses from.
   
            

To see which expense will get exported first, click on the 'date' column in your expense overview:

• Step 4: Confirm and Export

1. Start Export: Click 'Sync' to begin the process. Rydoo will process the expenses and send them to Exact Online.

• Step 5: Verify Export in Exact Online

1. Log in to Exact Online: Access your Exact Online account.
   Navigate to the 'Outstanding items' section to find the newly imported expenses.
2. Check Expense Details: Verify that all expenses have been imported correctly with the appropriate details such as amount, date, category, and comment.

Cost Centres & Cost Units (Optional)

The Cost centre is the Exact Online field, and we can add this value to the expense report. The Rydoo group’s id can be added to the cost centre, but the “I like to use my groups as costcenters in Exact Online” checkbox should be checked at the integration setting form.

• Cost centres:
  
  In Rydoo: go to Integrations → Export, enable cost centre option.
  Ensure the group code in Rydoo equals the cost centre code in Exact Online.
  
  Rydoo side: 'User Management' → 'Groups' → 'Group ID'.
  
  
  Exact side: 'Masterdata' → 'Cost Centers' → 'Maintenance' → 'Cost Center'
  
  
  
• Cost units:
  
  In Rydoo: create a custom field (e.g., named “cost unit” or “kostendragers” for Dutch) with predefined values.
  
  Rydoo side: 'Fields' → 'Custom Fields'.
  Ensure the cost unit code in Exact Online equals the custom field code in Rydoo.
  
  
  Exact side: 'Masterdata' → 'Cost Units' → 'Maintenance' → 'Cost Unit'
  
  When creating an expense in Rydoo, you will then have the option to select the cost unit to which the expense is linked.
  

Summary of Export Behaviour

Exact Online Connection failed

• Step 1
  • Check if anything has come across your Exact Online account despite the error message.
  • How to solve it
    • If expenses were sent to Exact Online despite the error, it is strongly advised to delete those transactions in your accounting software before trying to export again. If not, duplicate entries will be exported.
• Step 2
  • Check if the connection between both platforms is still active.
    • Go to the 'Integrations' tab and click on the synchronisation tab.
      • If the synchronisation between both accounts is successful, the following will appear:
        
      • If the synchronisation between both accounts is unsuccessful, the following will appear:
        
  • How to solve it
    • It is required to fully disconnect and reconnect.
      • Go to the 'Integrations' tab and click on the arrow next to the 'Synchronise' button.
      • Click on the option 'Disconnect':
        

IMPORTANT: If there are multiple Branches with different Exact Online accounts. It's required to click on 'Back to the Overview' after the branch is disconnected.

Exact Online Type of Chart Account Imported

If any categories were not imported, kindly verify the Account type in Exact Online.

The Exact account should have the "Profit & Loss” type to be imported to Rydoo.

Exact Online Specific Export

Only expenses from the branches specified in the integration settings can be exported. This ensures that financial data remains organised and aligned with the designated branches, preventing any unintended transactions from being included. By focusing on the specified branches, the export ensures that only the necessary expenses are transferred. This targeted approach enhances the integrity of the data being exported.

Exact Online Bank Account Management in Rydoo

Expenses should be paid using the payment method linked to the Exact Online bank account. If an expense is not linked to the appropriate payment method, the export will fail. This ensures that all transactions are accurately matched with their corresponding bank accounts in Exact Online, making sure your financial records are consistent and accurate. Proper linkage prevents discrepancies and ensures a smooth export process, enabling reliable financial reporting and management.

• How to solve it:

1. Go to the 'Admin' section in Rydoo
2. Access the tab 'Payment methods'
3. Click on the relevant user and link the payment method with a Exact Online bank account.

Inactive Categories in Rydoo

There are two possible cases with the import of categories as inactive in Rydoo

1. Categories became inactive after the sync
   a. The categories became inactive if the branch was connected to another Exact Online organisation.
     → While trying to connect multiple Exact Online accounts in Rydoo, it's possible that the link happened with an incorrect Exact Online entity.
   b. Integration connection is no longer valid.
   
   How to fix it:
   - It's required to reconnect the company and select the correct organisation. After the sync, the categories should be manually activated
   Note: to validate that categories remain active, perform the sync one more time.
   
   
2. Categories became inactive and remained deactivated after syncing
   This usually occurs when the categories with the same 'Name' and 'ID' are already added to the account, therefore the import fails as each category needs to be unique. 
   
   How to fix it:
   Is required to delete the existing imported Exact Online categories or categories with Rydoo Source that contain the same data as the ones from the Exact Online Chart of Accounts.
   
   

If there are expenses attached to the category it's recommended that you rename them.
After syncing, the category will appear in the list with Exact Online as the source and remain active.

Unmatched Currency between Rydoo and Exact Online

Error Message: 'The currency of this expense or your branch does not match the currency of your accounting software. Please change the currency.'

Usually, the error is caused by a missing currency in the Exact Online settings.

• How to solve it

1. Access your Exact Online Account
2. Click on the 'name of the company'
3. Go to the 'Settings' tab
4. Locate the 'Currencies' section
5. 'Add new currency' that you currently have set up for your Rydoo branch.

Exact Online Tax Rate Error

This error message indicates that the expense is linked to an incorrect and/or inactive Tax Type.

The Tax rates should be of type 'expense', we recommend deactivating the ones from different types.

1. Imported Tax Rates:
   Only expenses with tax rates that have been previously imported to Exact Online will be successfully exported.
2. Rydoo-created Tax Rates:
   Expenses with tax rates created in Rydoo will fail to export to Exact Online.
3. Custom Tax Rates:
   If an expense has a custom tax rate entered during its creation, the expense will be exported, but the tax rate will not be displayed in Exact Online.
   
   

Custom Field Limitations

A custom field will only appear in the Exact Online expense report if it exists both in Rydoo and in Exact Online (with matching codes).
If the field is created only in Rydoo, its values will not be displayed in Exact Online.

Exact Online Accounting Management

The error message indicates that the accounting period in Exact Online is closed for the expenses that were part of the export.

• How to solve it

1. Validate in Exact Online if your accounting year is still open for that date: 
   
   > Overview
       > Financial Years
          > Financial Year
             > Period
   
   
2. Please make sure that the financial date of the Journal in which you plan to allocate this expense is currently Open
   
3. After the changes have been made, please synchronise your account under the 'Integrations' tab to update the information and try to export again.
   
   
   

NOTE: Sometimes users can submit old expenses at a later date. In this case, check the oldest expense that is ready to be exported. If the date is incorrect, simply open the expense and correct it.

To find the oldest (completed, approved, or controlled) receipt in your expense overview, click on the tab 'date'.

Exact Online Categories Error Message

This error message indicates that the expense is currently linked to a category that is created in Rydoo rather than to one that has been imported from Exact Online.

• Step 1
  • Via your 'Admin' settings
  • Open the 'Categories' section
  • Check the 'source' of the category.
    
    
  • How to solve it
    • If there aren't past expenses (reported status), you can easily delete the categories with the Rydoo source.
    • To avoid deleting categories linked to historical data:
      • Edit the category
      • Write, for example, 'wrong' behind the category with source 'Rydoo'
      • Click 'Save'
        
• Step 2
  • After editing, easily relink the expense to the correct Exact Online category.
  • If no categories with source 'Exact Online' are displayed, please refer to 'What we import from Exact Online: Chart of Accounts'
  • How to solve it
    • Via the 'Expenses' tab, filter out the wrong category, it provides an overview of all the expenses linked to that category.
      
    • Open up the expense and link it to the 'correct' category
    • Click 'save' and try to export again.
      

NOTE: After the corrections have been made, it is important to deactivate the incorrect category so it can no longer be selected.

Exact Online Error Message

See the possible scenarios when this error message can be triggered:

1. The connection is no longer valid between the two platforms.
   Please refer to 'Failed Export: Step 2' to reestablish your connection.
2. Not all required fields have been filled out.

   • merchant

   • amount

   • currency

   • date
     Validate that the Rydoo expenses being exported contain data in all the fields mentioned above. In this case, please add the missing information by editing the expense before trying to sync the expenses to Exact Online again.

3. Expenses that are 'non-reimbursable' but the payment method doesn't contain the bank account.
   Please refer to the topic 'Exact Online bank account' to resolve the issue.
4. Some expenses fall outside of the accounting period in Exact Online. Please check the 'Account period closed' topic to resolve the issue.

NOTE: To check which expense is blocking the export, it is advised to export in smaller batches. It's possible to limit the number of expenses being exported by selecting the accounting end date on the export process.

Incorrect Status

The status of the expense should precede 'reported', the integration will not transfer the expenses if the status was changed to 'reported' before running the 'Data Export Process'

• • 'Completed' → if the approval module is disabled
  • 'Approved' → if only the approval module is enabled
  • 'Controlled'→ if approval and controller modules are both enabled in inappropriate status are just skipped from export without causing any errors (if they were exports with valid expenses)