This is the second article in our Exact Online Guide, which explains how to successfully connect Moss and Exact Online.
Before you start connecting Moss and Exact Online, please ensure that you meet all the requirements and have the necessary data ready—these topics are covered in the first article in the Exact Online Guide.
General information
Connecting your Moss account to Exact Online will allow you to automatically import your GL accounts, Suppliers, VAT rates and Cost centers; and easily export your card transactions from Moss to Exact Online in just a couple of clicks. This article explains how you set this connection up.
To connect Moss with Exact Online, you need a Moss user account with either the Accountant role (internal or external) or the Administrator role.
Connect Moss with Exact Online
1. Open Moss and navigate to “Settings” > “Accounting”
2. Click “Setup Accounting”
3. You’ll be asked whether you’re responsible for accounting and have access to all necessary bookkeeping functions in your company.
If you do, please proceed with the setup. If not, please assign this task to the appropriate person and invite them to Moss if they haven’t joined yet.
4. Select Exact Online as your accounting software from the list and press “Continue”
5. Select your country (the country your Exact Account is registered in) and check all boxes to make sure all settings in Exact Online are complete for the integration.
Then click on “Connect to Exact Online”
6. You will be redirected to Exact, where you have to log in to your account and accept the terms and conditions.
7. Once you have successfully logged in and accepted the terms & conditions, you will be automatically redirected to Moss again.
8. If you manage multiple Exact Online administrations, you need to select the administration that you want to connect with Moss.
Then click on “Sync and continue”.
9. Now you need to configure your Moss balance movements.
Select the bank journal and the top-up supplier account that you have previously configured. If you didn’t create them yet, you can find the instructions to do so in this article (bank journal, top-up supplier).
You can learn more about the balance movements in this article.
Once you are done click on “Continue”
10. Now you need to set up your supplier settings.
Add the “Purchase Journal” and the “Default supplier account” that you have previously created. If you didn’t create them yet, you can find the instructions to do so in this article (purchase journal, default supplier account).
Enable Supplier accounting for card transactions if you want to post transactions against the respective merchant’s suppliers. You can toggle the option off if you want to post all card transactions against one single Moss Default Supplier.
11. Disable the “VAT registered” option if your administration is not VAT registered.
12. In the next step you see an overview of your Exact setup.
Additionally, you can configure on this screen:
All these settings can also be configured at a later stage.
If you want to post FX and payment fees charged by Moss on a separate GL account (bank charges), you can specify that account here. If you leave this account blank, Moss would include the fees in the conversion of the purchase and bank entries we create for the transaction
If you specify an FX and payment fee account, you also need to select a Moss Default Supplier. This supplier will be used to post FX fee expenses against.
You can configure if Moss passes the default text into the description field which contains additional information on the transaction or select posting note field only into the description field
You can either enable or disable the functionality to create and maintain suppliers directly from Moss and sync them into Exact Online instantly
If you want to replace the Moss top-up supplier by a proper “in-transit” GL code (see booking logic)
If you want to import and use payment terms from Exact online and link those to suppliers.
Then continue with the setup.
13. In the next step you can see the imported chart of accounts from Exact Online
You can mark accounts inactive if you don’t need them in Moss context by selecting the accounts, click “Edit” > “Status” and select “Inactive”. You can always get back to these settings and re-activate accounts.
Moss does not import the complete chart of accounts. We filter for GL codes that are relevant in the Moss context as we only post purchases into Exact. Moss imports all “Balance” accounts and all “Profit & Loss” accounts of type Debit. Moss does NOT import “Profit & Loss" accounts of type Credit as these are not relevant for expense context usually - if you are missing GL accounts after sync, please check the account types in Exact.
Then continue with the setup.
14. The next screen shows the imported supplier accounts. Moss imports all suppliers from Exact Online.
You can mark suppliers inactive if you don’t need them for Moss.
If you are missing a supplier account, please check if the “Supplier” checkbox is checked in Exact Online.
Moss synchronises these supplier fields in both directions:
Supplier Name
Supplier Number
VAT ID
Payment term
Currency
IBAN
BIC
Address (country, street, post code, city)
15. In the next step you find the imported VAT codes from Exact.
You can mark VAT codes inactive if you don’t need them in Moss (to code purchases against them).
16. In this step we import Cost Centres from Exact Online.
You can mark those inactive which you don’t need in Moss
17. In the last step you see the imported list of Cost Units from Exact Online.
You can mark them inactive if you don’t need them in Moss.
18. Project codes can be imported optionally.
Please read our FAQ article on Project dimension for Exact for more context. At this point you need to complete the setup.
19. You are now successfully connected to Exact Online.
All these settings can be adjusted again under “Settings” > “Accounting”.
The setup is now complete.
Your bookings will now be exported directly from Moss to Exact Online together with the document images including the audit log protocol.
You have now successfully connected the tools.
In the next article you will learn how to export your data into from Moss into Exact Online.