Here you will find detailed instructions on selecting the right connection settings, exporting data, and ensuring your connection is working correctly. By following the steps outlined in this guide, you can avoid any potential issues and ensure a seamless integration between Rydoo and Exact Online. Whether you're a beginner or an experienced user, this guide contains all the information you need to get started.
Setting up the connection
To access the Integrations page, go to Admin under ACCOUNT SETTINGS, then select Integrations.
From there, choose 'Exact' and click on the blue 'Connect' button.
To proceed, select your country and then click Next. After that, fill in your login details and click Next again.
Choose your settings
Select the branch of Rydoo (your company/branch) that you would like to connect with Exact Online.
In Rydoo, you can create different corporate entities in your account by creating "Branches". These are entities with different VAT numbers and, therefore, have independent accounting reports. This means that, for the purposes of Rydoo, they operate independently.
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.
Two different ways to establish a connection:
- Back to the overview: This allows you to link branches to different Exact accounts.
- 'Add new setting’: this allows you to link the different branches to the same Exact account.
To maintain a clear overview of the connections made, you can edit the name from "default setting" to the branch name by clicking on the edit button.
Check this box if you would like your projects to be imported into Rydoo so you can assign expenses to them. Note that the Project module will need to be enabled in Exact Online (see section "What we import/export").
Choose the company from Exact that you would like us to connect with.
Select the journal where you want to export your expenses. Tip: Create a separate logbook in Exact Online, such as 'Expenses Rydoo', to maintain a clear overview of all your receipts.
Click "Save and Synchronize" to ensure that your settings are ready for use.
If the synchronization between both accounts was successful, the following message will appear:
If the synchronization between both accounts was unsuccessful, the following message will appear:
For more information about the export settings, please refer to the section titled "How Expenses are Exported Towards Exact."
What we import / export
G/L Accounts
The chart of accounts will be automatically imported and can be found under the 'categories' section in Rydoo.
In Rydoo:
Please keep in mind that if you prefer not to use all categories, it's better to disable them instead of deleting them. If you delete them, they will reappear when you synchronize.
In Exact Online: Master data > Overview | G/L Accounts
IMPORTANT: The Exact account should have the ” Profit & Loss” type to be imported to Rydoo.
VAT Rates
We import all tax rates that you have set up in Exact Online for transactions with the types 'Both' and/or 'Purchase'.
It is possible to use 'cost centers' and 'cost units' as well. Cost centers: To set up your cost centers, please follow the steps below:
- Under Integrations / Export select the following option:
- Make sure the group code in Rydoo is equal to the cost center code in Exact Online. Cost centers are automatically linked to a user's group.
In Rydoo - USER MANAGEMENT > Groups: Group IDExact Online: Masterdata / Overview : Cost Centers / Maintenance: Cost Center
Cost units: To establish your cost units, please follow the steps below:
- Create a custom field in Rydoo and name it 'cost unit' or 'kostendragers' (for our Dutch users) with predefined values.
In Rydoo: FIELDS / Custom Fields
- Make sure the cost unit code within Exact Online is equal to the custom field code within Rydoo. When creating an expense, you will be able to select the cost unit you would like to have the expense linked to.
Exact Online : Masterdata / Overview : Cost units / Maintenance: Cost unit
How Expenses are Exported Towards Exact Online
Reimbursable expenses can be exported in the following 2 ways:
1. Create an expense line with the name of the Rydoo user as a supplier. We have an additional feature which allows you to bundle reimbursable expenses per user. If this option is selected, we bundle all these expenses and place them under the employee as a supplier.
User in Rydoo: Admin > Users
Expenses exported: Status Reported
The Export will be available under Export tab.
In Exact Online: Exporting Expenses with the name of a Rydoo user as a supplier & bundled expenses per user not enabled
Exporting Expenses with the name of a Rydoo user as a supplier & bundled expenses per user enabled
2. Create an expense with the merchant of the receipt as a supplier.
Company expenses: To manage company expenses effectively, it is important to add a company card in Rydoo. This can be done by going to Admin > USER MANAGEMENT > Payment Method. Once added, these payment methods can be linked to a specific bank account or supplier in Exact online.
In Exact Online:
This functionality links all non-reimbursable expenses to a specific supplier, such as Mastercard/Visa or User X. This allows for easy reconciliation of expenses.