Exact Online integration

With the Exact Online integration, OWNER automatically sends your sales invoices and relations to your Exact administration, and the payment status automatically comes back to OWNER. In this article, you'll read how to set up the integration and how to work with it day to day, and you'll find answers to the questions we get most often.

What does the integration do?

Section	Direction	How often
Sales invoices	OWNER → Exact	Every 15 minutes (automatically) or when you submit them
Relations (debtors)	OWNER → Exact	With the first sales invoice, then daily at 12:00 UTC
Payment status	Exact → OWNER	Every 15 minutes
Units and projects (as cost center or cost unit)	OWNER → Exact	When changes are made in OWNER
Payment method (direct debit or transfer)	OWNER → Exact	Along with the sales invoice

You can also activate deferred revenue per administration; invoice lines are then automatically posted to deferred revenue where needed. The direct debit itself is handled from Exact. You can link multiple administrations to different owners in your OWNER environment, each with its own settings.

Before you start

• A permanent Exact user. The integration is tied to the Exact user you log in with. Choose an account that won't be deleted or blocked any time soon, preferably an administrator account.
• Access to all administrations you want to link.
• Be logged out of Exact in your browser, or work in a private window. Otherwise, Exact automatically uses the account you're already logged in with.
• General ledger accounts and VAT codes are already set up in Exact. You decide which account belongs to which sales item, on your own or together with your accountant.

How to set up the integration

Step 1 – Install Exact Online in OWNER

1. Go to Settings and, in the environment settings, open Connected apps.
2. In the marketplace, choose Exact Online and click Install.
3. Choose your version of Exact Online: the Netherlands, Belgium, Germany or England.
4. Log in to Exact with the permanent user from Before you start.

Step 2 – Link owners to administrations

1. Assign each owner in OWNER to the right administration in Exact.
2. Multiple owners? Click Connect administration at the top, next to the Exact logo, to link an extra administration.

Step 3 – Choose your settings per administration

At the top left, next to the Exact logo, you see which administration you're working in. Open Settings at the top.

General tab

Setting	What it does
Owner	The owner you're setting up now.
Administration	The Exact administration this owner is linked to.
Sales journal	The sales journal in which the sales invoices are posted. Tip: create a separate sales journal for OWNER in Exact.
Book invoices automatically	On: all sales invoices for this owner are sent to Exact automatically. Off: you choose which sales invoices to submit.
Deferred revenue	Passes on the period of the invoice lines for deferred revenue. Turn this option on in Exact too.
Cost Centers	Links a cost center (project or unit) to the invoice lines.
Cost Units	Links a cost unit (project or unit) to the invoice lines.

Other tabs

Tab	What you link here
Debtors	Debtors in OWNER to existing debtors in Exact. OWNER automatically creates unlinked debtors with the first sales invoice.
Ledger Accounts	Sales items in OWNER to general ledger accounts in Exact. Required for every sales item you use in this administration.
Vat Codes	VAT codes in OWNER to VAT codes in Exact, both debit (positive lines) and credit (negative lines). In Belgium, these are often separate codes.
Payment Conditions	Payment terms in OWNER to those in Exact. The due date is always passed on correctly; linking ensures consistency.
Cost Centers / Cost Units	Appear when you turn them on under General. Link existing cost centers and cost units to prevent duplicates from being created in Exact.

Done? Then the integration works right away.

Working with the integration day to day

In the integration, you'll find Invoices at the top. There you work with two overviews:

• Unsynced – sales invoices that haven't been sent to Exact yet. Select them and click the Play icon to submit them manually.
• Failed – sales invoices that got stuck because of an error message. Check here regularly. You'll find the solution for each error message under Error messages and solutions.

Note: if you turn on Book invoices automatically later, all sales invoices still under Unsynced are also sent to Exact immediately.

Frequently asked questions

Connecting and logging in

Which user do I log in to Exact with?

With a user who won't be deleted or blocked any time soon, because the integration is tied to that user. Preferably use a permanent administrator account. If your accountant or bookkeeper has their own Exact login details, they can set up the integration. Otherwise, you log in yourself and then assign the right administration.

The integration has stopped working. What now?

Do you suddenly see a lot of warnings on sales invoices, and nothing is arriving in Exact anymore? Then the integration has probably been disconnected, often because the integration's Exact user was deleted or changed.

1. Check under Invoices → Failed which sales invoices didn't go through.
2. Contact support; they'll reset the integration.
3. Have someone with access to all administrations set up the integration again, logged out of Exact or in a private window.
4. Check whether sales invoices are being exchanged again. Your data and settings are kept.

Do I need to reconnect after migrating to Exact Premium?

Sometimes. After the migration, check whether sales invoices are still being exchanged correctly. If not, let support know; they'll reactivate the integration.

Which other accounting packages can I connect?

Exact Online, AFAS, Twinfield, SnelStart and Multivers. See Which accounting packages can you connect to OWNER?

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Exchanging sales invoices

How long does it take for a sales invoice to appear in Exact?

If Book invoices automatically is on, sales invoices are sent to Exact every 15 minutes, at fixed times such as 10:00, 10:15, 10:30 and 10:45. If the option is off, you submit them yourself via Invoices → Unsynced and the Play icon.

A sales invoice isn't being exchanged. How do I fix that?

Do you see the message “This sales invoice could not be exchanged with the accounting package”? Open the integration, check under Invoices → Failed which error message is shown and look it up in Error messages and solutions. The most common cause is a sales item without a ledger account (see the next question). Still stuck? Send support the exact text of the error message.

Why is a sales invoice stuck because of a missing ledger account?

A sales invoice is only sent to Exact if every sales item on it is linked to a ledger account.

1. Open the integration, click Settings and go to Ledger Accounts.
2. Find the sales item without a ledger account and link the right account.
3. Submit the sales invoice again via Invoices → Failed.

Tips for creating a sales invoice:

• Always choose a real sales item, such as base rent, with a linked ledger account.
• Is it a credit, refund or down payment? Put that in the title or subject, not in the sales item.
• Manual sales invoice for a rent discount? Choose Rent as the sales item.

A sales invoice fails because of deferred revenue. What do I do?

You see, for example: ‘Uitgestelde omzet kan niet geboekt worden. Er zijn geen financiële perioden gevonden voor de volgende datums: 01-01-1970’ (Deferred revenue cannot be posted. No financial periods were found for the following dates: 01-01-1970). This means the deferred revenue settings in Exact aren't correct, or the period date table is missing.

1. Temporarily turn off Deferred revenue in the integration.
2. Submit the failed sales invoice again.
3. Turn Deferred revenue back on.

The sales invoice is now in Exact without deferred revenue; process that manually if needed.

Can I create a sales invoice with an invoice date in the past?

No. This is deliberately not supported, because the financial period in your accounting package may already be closed.

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Ledger accounts and VAT codes

Where do I link VAT codes and where do I link ledger accounts?

On two separate tabs: ledger accounts under Ledger Accounts, VAT codes under VAT Codes. In the VAT codes, you also distinguish between 0% VAT and no VAT (not on the VAT return). If this is set up correctly, your accountant doesn't have to correct anything afterward.

My ledger account isn't in the dropdown list.

1. Wait a moment: OWNER retrieves all accounts from Exact, which can take a while.
2. Click a different line and open the dropdown list again.
3. Is the account still missing? Create it in Exact, log in to the integration again and have the accounts retrieved again. This rarely takes longer than 15 minutes.

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Relations and debtors

How often are relations updated in Exact?

Once a day, at 12:00 UTC (14:00 Dutch summer time, 13:00 winter time). The update goes from OWNER to Exact, so always change the name, email address and phone number in OWNER.

Why isn't a tenant listed as a debtor in Exact yet?

A tenant is only created as a debtor with their first sales invoice. You don't need to do anything for this. If creating the debtor fails, check the error message under Invoices → Failed.

A debtor is duplicated or blocked in Exact.

If the same debtor appears twice, the linked version may be blocked and the exchange fails.

1. Merge the duplicate debtors in Exact.
2. In the integration, under Debtors, link the debtor with the correct number again.
3. Submit the sales invoice again.

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Payments

How does a payment from Exact come back to OWNER?

In Exact, match the payment to the sales invoice. Within 15 minutes, the integration picks this up and OWNER marks the sales invoice as paid (for a full payment). Only payments matched to the sales invoice in Exact come back.

Why is a paid sales invoice showing as overdue again?

With a connected Exact, the payment status in Exact is leading. If you only mark a sales invoice as paid in OWNER while it's still set to “paid: no” in Exact, the integration sets it back to overdue and the tenant may get a reminder.

• Always mark settled sales invoices as paid in Exact; OWNER picks this up automatically.
• Want to be sure no reminders are sent from OWNER? See How do I turn automatic reminders on or off for a tenant or sales invoice? If you also send reminders from Exact, check those settings too.

Why aren't payments automatically reconciled in Exact?

For each sales invoice, OWNER fills in the Your ref. field (Uw ref in Dutch Exact); Exact should match incoming payments on it. The entry number in Exact is something else – you see the OWNER invoice number in the Reference number field, which you can turn on in Exact. The reconciliation itself happens in Exact; if it doesn't work, ask Exact support why.

Can I record a partial payment or a payment outside Exact?

You don't record partial payments manually in OWNER; they come in via the integration. Was a sales invoice paid outside OWNER and outside Exact? Open the sales invoice and choose Actions → Change status → Change payment status → Paid outside OWNER. See also How do I manually mark a sales invoice as paid?

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Error messages and solutions

You'll find the error message in the integration under Invoices → Failed. Fix the cause and then submit the sales invoice again.

Error message	Cause and solution
Kon geen Exact Online klant aanmaken: ‘Ongeldig: E-mail[]’ [500] (Could not create Exact Online customer: invalid email)	The debtor's email address isn't correct. Correct it in OWNER.
Kon geen Exact Online klant aanmaken: ‘Ongeldig btw-nummer’ (Could not create Exact Online customer: invalid VAT number)	The relation's VAT number is incorrect or in the wrong format. Correct it in OWNER.
Couldn’t call GET ‘https://start.exactonline.nl/api/v1/...’: ‘Forbidden’ [403]	OWNER doesn't have sufficient permissions in Exact. Give the integration's Exact user the right permissions.
Wijziging rechten waardoor het niet meer mogelijk is om verkoopfacturen aan te maken (Permissions changed, so sales invoices can no longer be created)	The permissions in Exact have changed. Restore the Exact user's permissions.
Onbekend: Boekjaar (Periode - datumtabel) (Unknown: financial year (period date table))	The period settings in Exact aren't correct, or the integration needs to be authorized again.
Ongeldig: Dagboek (type) (Invalid: journal (type))	No sales journal has been selected. Select the right Sales journal under Settings → General.
Kon geen Exact Online transactie aanmaken voor verkoopfactuur: ‘Periode is afgesloten’ (Could not create Exact Online transaction for sales invoice: period is closed)	The posting period is closed or doesn't exist. Open the period in Exact or choose a posting date in an open period.
500 error: Ongeldige referentie: Betalingsconditie (Invalid reference: payment condition)	Not all payment conditions have been linked, or the sales invoice is set to automatic direct debit while the direct debit condition in Exact doesn't have the code ‘IN’. Link the conditions under Payment Conditions.
500 error: Ongeldige referentie: Kostendrager / kostenplaats (Invalid reference: cost unit / cost center)	The linked cost unit or cost center no longer exists in Exact. Link it again or leave the field empty; OWNER will then create it again. Also check that cost center/cost unit isn't set to “No” on the general ledger account of the sales item.
Uitgestelde omzet kan niet geboekt worden… 01-01-1970 (Deferred revenue cannot be posted… 01-01-1970)	See A sales invoice fails because of deferred revenue.

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Still need help?

Contact support:

• Chat: via the help center (chat button in the bottom right)
• Email: support@owner.app
• Call or WhatsApp: +31 591 799 602