Streamtime 13.0v6 provides an integration with Exact Online, to import both sales and purchase invoices. This article will explain you everything that needs to be set before you can start. To export data to Exact Online, you will also require the matching version of the Reactor plugin.

1. Exact Online Setup in Streamtime


1. Go to Setup > System Setup > Accounts Integration and select "Exact online accounting software (current version)" from the Accounts Package Integration drop down list.

2. Fill out Exact Online Setup fields on the right hand side of the window.

Exact Online CountryCode: This code specifies what server Streamtime needs to connect to. For Belgian clients it's start.exactonline.be, for Dutch client's it's start.exactonline.nl.
So select a country code from this list or use "other..." to add your won.

Exact Online Partner Key: E.g. {11fbcd07-5c1e-46d0-b41b-34be66101201}
This key is generated by Exact Online. To create your key, log into Exact Online and go to:
Company Name > Import/Export > Registration: Application keys
Press "New" to generate a new key. You must fill in a description for this key, e.g. "Streamtime". Optionally, you can fill out a start and end date to indicate in what period this key is valid.
Next, copy and paste the entire key, including the { } brackets, in the key field in Streamtime.



Exact Online Sales / Purchase Journal Code:
The journal codes can be retrieved from
Company Name > Master Data > Financial > Journals



Exact Online Customer / Supplier GLAccount:
In Exact Online G/L (General Ledger) accounts are used to record financial transactions within your company. Every transaction that a business carries out can be recorded as a credit and a debit of the same amount. Each credit or debit entry is recorded in its own G/L account, the corresponding entries created together via a journal. Exact Online holds a specific account for clients another one for suppliers. You must retrieve these from Exact Online and insert them into Streamtime.

The list of all G/L Accounts can be find via:
Company Name > Master Data > Financial > G/L Accounts

You can filter this list first by choosing type "Accounts Receivable" to find the accounts code for "Customers" then do the same for "Accounts Payable" to find the code for "Suppliers".



Company Name > Master Data > Financial > Journals



Exact Online Division Code:
In case you have only 1 company, the default division will be selected automatically and the division code can be left blank.
In case you have set up multiple companies in Exact Online, you can specify the Division Code for your company here. The division code is not the one you see in Exact's interface, but it's the underlying one used in the database. To find the division code, you can log in to Exact. In the URL replace MenuPortal.aspx by XMLDivisions.aspx like this:
https://start.exactonline.be/docs/XMLDivisions.aspx
(note that you may need to do this in Firefox instead of Safari)

You will get a page with an XML dump:
<Administrations>
 <Administration Code="54910" HID="1" Current="True">
 <Description>Streamtime</Description>
 </Administration>
</Administrations>

The division code is the one under the tag "Code", so 54910 in the example above. The code you see in the Exact interface, is the one marked under "HID" and should NOT be used.

Exact Online User Name:
This is usually the email address that you use to log into Exact Online. Streamtime does not store your password. Each time data is pushed across, the user will be prompted for the Exact Online password.

2. Matching Currency, Tax codes, payment terms and cost matrix


When exporting data, there are certain basic parameters that will have to match between Exact Online and Streamtime. When you try to export data that contains a mismatch in these basic parameters, an error will be displayed and the export will stop.

Payment Terms:


In Streamtime, go to Setup > System Setup > Invoices. At the top right of this dialog, you will find the Default Payment Terms for Streamtime. The custom code in Streamtime must match with the payment condition codes in Exact Online.
You can find the codes under Company Name > Master Data > Accounts > Payment Conditions

Tax codes:
Also the tax codes from Streamtime must match with those from Exact Online. The tax codes in Streamtime can be found under Setup > System Setup > Currency & Tax. It's the first column - code - that must match up with the corresponding codes in Exact.


If you have been using Streamtime for a while, please take into account that changing the tax code in the setup will not change the tax codes on all purchase orders and invoices in the system. If you change the tax codes, this would only apply to new invoices.

To find the corresponding tax codes in Exact Online, please go to Company Name > Master Data > Tax > VAT codes. Typically, Streamtime uses the VAT Codes of the 'excluding' type, meaning the amounts passed on from Streamtime to Exact Online are excluding tax.

If the correct tax codes don't exist in Exact Online, the invoices will be transferred without tax. (No error message will appear)

Currency:
You must also make sure that the currency code used in Streamtime, e.g. "EUR" also matches with the currency code set for your company in Exact Online, or under currencies in Financial > Currency > Exchange Rates

Cost Matrix:
In Streamtime's cost matrix, you must make sure that every item has a correct Sales and Expense code. The Sales and Expense codes must match with the corresponding G/L Accounts code from Exact Online. Multiple cost matrix items can map to the same GL Account.
The sales code is used for booking sales invoices in Exact Online. The Expense code is used when booking purchase invoices to Exact Online.
If the code does not exist or if it does not match the correct action (sales/purchase) then Streamtime will create that account in Exact Online. However, for obvious reasons, this is not the preferred method. If the accounts code is empty, the export will fail.



3. Companies


Every sales or purchase invoice exported to Exact Online, will be linked to a company based on the Accounts number in Streamtime's Company details.


Every time you create a new company in Streamtime - be it a client, a supplier or a prospect - Streamtime will assign the next accounts number. The next accounts number is set in Streamtime's Setup > System Setup > Contacts > "Next (Custom) Accounts ID".

This number should be leading. This means that the accounts number Streamtime assignes should be the one used by Exact Online, not the other way around.

When a sales or purchase invoice is pushed across to Exact Online, Streamtime will check if the corresponding company exists in Exact. If it exists, the invoice will be attributed to that company. If the company does NOT exist, the Streamtime will automatically create the new company in Exact Online.

Once you have completed all the steps above, you are ready to export sales invoices and purchase invoices to Exact Online.

Did this answer your question?