This is the first article in a guide that will walk you through the process of connecting Moss and Exact Online. If you follow this guide step by step, you will have successfully connected Moss and Exact Online by the end.
Moss connects to Exact Online via API.
The following markets are currently supported:
The Netherlands
Germany
Belgium
Not supported:
UK located Exact Online accounts
Purpose of this article:
This article guides you through the steps you need to take before connecting Moss and Exact Online. To connect Moss to Exact Online, you need to configure Exact Online, create Moss purchase and bank journals, a dummy supplier account for transactions and one for top-up payments and give the right user the necessary permissions. This ensures that the data flow works from day one, without queries or manual corrections.
Checklist (before you connect)
You need Exact Online user with sufficient permissions for the Moss scope
Create a Purchase Journal for Moss transactions, invoices & reimbursements (e.g., MOSS_PURCHASE)
Create a Bank Journal for Moss payments (e.g., MOSS_BANK)
Create a "Default supplier" (“Dummy supplier”) for Moss transactions without a specific vendor (e.g., MOSS DEFAULT SUPPLIER)
Create a “Top-up supplier” for wallet funding / bank transfers (acts like an in-transit counterpart; see booking logic)
Allow accounting period selection from Moss to post transactions into a different accounting period
Required permissions for an Exact Online user
Exact Online permissions are role-based and labels may vary by locale (NL/DE/BE). Use the table below for an overview of the required user permissions for the Moss <> Exact Online integration. The user with these permissions must establish / authorise the connection from Moss
Exact Online permissions
Exact Online permissions
You can use the screenshots or table below to learn which permissions are needed.
"Accounts" & "Bank" permissions
Area | Permissions (label may vary) |
Accounts |
|
Bank |
|
"Financial entries" permissions
Area | Permission (label may vary) |
Financial entries |
|
"Master data" permissions
Area | Permission (label may vary) |
Master data |
|
Moss Purchase Journal
We recommend creating a Purchase journal exclusively for Moss exports. You can use one of your existing purchase journals instead, but then Moss imports might get mixed up with other purchasing workflows in Exact Online.
All transactions (Credit Card Payments, AP Invoices, Employee Reimbursements) will get posted to the “Moss Purchase Journal” in Exact Online, that you created exclusively for Moss.
Create a Moss Purchase Journal
Create a Moss Purchase Journal
To create a Purchase journal, open “Master data” > “Journals” and click on "New" > "Purchase"
Enter a new Journal Code and a journal description, such as “Moss Purchase Journal”. Make sure the journal is not blocked and in case you record multi currency invoices in Moss, select the “Variable: Currency” checkbox.
Moss Bank Journal
All Moss payments (credit card payments, wallet payments for invoices and reimbursements) get created as bank journal entries in Exact Online to be reconciled with the respective purchase journal entry of the expense.
In order to reconcile your Moss balance, you need to create a dedicated Moss bank account with a linked bank journal.
Create a Moss Bank Journal
Create a Moss Bank Journal
To Create a new bank journal open “Master data” > “Bank Accounts” and press “New”
Enter a fictional “Bank account number” such as “1234” and ignore the Exact warning on the account validation.
Enter a meaningful name, such as “Moss Balance Account”. Exact automatically assigns a bank journal to the account.
Create a Moss Default Supplier (Exact Online)
All Moss Credit Card Transactions can be posted against a single “Default Supplier” in Exact Online. Alternatively, you can post transactions against the respective supplier accounts of the merchants you pay or apply a hybrid approach where only larger transactions are posted against specific suppliers while smaller expenses get posted against the single credit card supplier
This account is also used to post Moss currency conversion fees or bank transaction fees if you pay invoices and reimbursements from your Moss Wallet.
How to create a new supplier (Exact Online)
How to create a new supplier (Exact Online)
Open “Master data” > “Suppliers” and click “New”
Choose “Manually”
Call it “Moss Default Supplier” and leave the other “Information” blank, then navigate to the section “General”
In the section "General", make sure that the “Supplier” checkbox is checked for your account. Moss imports only suppliers marked as “Supplier” from Exact Online.
Then save the new supplier
Create a Moss Top-Up Supplier (Exact Online)
The Moss Top-up Supplier Account is a technical clearing account in Exact Online used to temporarily hold incoming repayments or top-ups from your external bank before they're credited to your Moss Balance
How to create a top-up supplier
Please follow the same steps as you did for the default supplier (instructions above). The only difference is that you should call it something along the lines of "Moss Top-Up Supplier" this time.
Accounting period selection
If you want to post transactions into a different accounting period in Exact Online (for example because the transaction period has been closed already), this must be enabled in the Exact Online settings.
Allow Accounting Period Selection From Moss
Allow Accounting Period Selection From Moss
To allow it click on “Company Name” > “Settings”
Open “Dates” and under “Period-date check” select either “Optional” or “No”. Exact would otherwise ignore posting periods sent by Moss.
You have finished the preparations.
You are now ready to start connection Moss and Exact Online.