1. Creating an App Connector in AFAS
To connect AFAS Profit to Moss, you will first of all need to create an App Connector that will allow us to run the flow of data between the two systems.
To create an app connector, go to 'General' (Algemeen) > 'Management' (Beheer) and click 'App Connector'. Then, click 'New' > name your app connector > select a user group that should be granted access to the connector and click 'Finish'.
⚠️Note: If you don’t see the App Connector tab, then you probably don’t have the necessary permissions to create it. In that case, we suggest asking a colleague with higher permissions to create the App Connector on your behalf.
Then, we are ready to configure your app connector. First of all, in the General tab, disable the 'Blocked' setting to make the app connector reachable by Moss.
1.1 GetConnectors
Then, go to 'GetConnectors' > click ‘New’ and make sure to enable 14 GetConnectors listed and shown in the screenshot below by selecting them in the table. These GetConnectors will allow Moss to import the necessary accounting data from AFAS.
Profit_Accounts
Profit_Creditor
Profit_VAT_code
Profit_Journals
Profit_Allocation_Assigments
Profit_Projects
DDI_Profit_Kosten
DDI_Profit_Administraties
Profit_Transactions_Allocated
DDI_Profit_Kostenplaatsen
DDI_Profit_Kostendragers
DDI_Profit_Dimensies
DDI_Profit_Dimensies_2
DDI_Profit_Dimensies_3
1.2 UpdateConnectors
Once the GetConnectors are set, move to the UpdateConnectors tab > click 'New' and enable the Dossier and Financiëlle mutatie connectors, which will allow Moss to export financial entries and their corresponding attachments.
Please make sure “KnPurchaseRelationOrg” line is here.
In the "Dossier" item please uncheck "Only existing combination allowed":
"Dossier" item will look like this then:
Moss exports everything with Feature value 127. This allows you to create Moss specific workflows in AFAS.
To check, if this feature value exists in your AFAS setup, you can read this article to learn more.
1.3 User token
Finally, move to the User tokens tab > Click 'New' > select the user to be associated with the authentication token > provide a description of the token and click 'Next'. This will generate a new authentication token, a sort of key that will be used by Moss to authenticate the calls made to AFAS.
Note: For maintenance reasons, we recommend creating an AFAS user that is not associated to a specific employee for the purpose of running the connection, for example: connections@companyname.com.
Copy the whole token and save it somewhere safe, for example, in your password manager. Saving this token is a must, as it will be required later in the process. Click 'Finish' and then click 'Ok' to save your App Connector.
2. Accounting set up in AFAS
Before connecting your Moss to your AFAS administration, you will need to create four different resources in AFAS that will be used to correctly book the spend processed in Moss:
Purchase Journal: Used to record all purchases made with your Moss cards.
Bank Journal: Used to record all transactions, from top-ups, to payments and refunds.
Moss Balance Account: Ledger used to keep track of your Moss balance.
Moss Default Supplier: Used whenever the actual supplier doesn't exist in AFAS.
In addition, you should make sure to have a Cash in Transit Account, which will be used to book your Moss deposits.
2.1 Purchase journal
To create a new purchase journal, under Ledger, go to 'Journal' and click 'New'.
Then, define a journal code > name the journal > select journal type = Purchase > click 'Next' and finally click 'Finish.'
2.2 Moss Balance account and Bank journal
Before creating a new bank journal, we will need to create a Moss Balance account. To do so, under ledger, go to 'Ledger Account' and click 'New'.
Then, define an account number > name the ledger account > set account type = Assets > click 'Next' and finally click 'Finish'.
Once we have created the Moss Balance account, we are ready to create the Moss bank journal. Just like with the purchase journal that we created earlier, go to 'Journal' and click 'New'. Then, define a journal code > name the journal > select journal type = Financial and set Moss Balance as the journal's contra account. Click 'Next' and then click 'Finish' to save the new journal.
2.3 Moss Default Supplier
To create a new supplier, under Creditor, go to 'Creditor' and click 'New'.
Then, make sure to select 'Organization' as creditor type and move to the next page. Set a creditor name, define a search name and click on the three dots next to the address field to set the supplier address. Enter the address details as shown in the screenshot below and click 'OK' to save them.
Then, proceed all the way to the Bank account page. Uncheck the IBAN checkbox and click 'Next' until the end of the creditor creation flow to save the new supplier.
3. Connecting Moss to AFAS
After having completed the accounting set-up in AFAS, we are ready to connect Moss to your AFAS administration: Login into Moss > go to Accounting > click 'Connect to Accounting System' > select AFAS and click 'Continue'.
Then enter your AFAS Entity ID and Authentication token that you generated while creating the App Connector and click 'Connect to AFAS'.
⚠️Note:
If you don't know your you AFAS Entity ID, login to https://www.afasonline.nl and it will appear in the very middle of the top bar.
4. Accounting set up in Moss
Once connected, you will be redirected to the AFAS set-up flow. First of all, make sure to be connected to the right entity. If not, use the connected entity drop-down to select the administration you wish to connect to.
After having defined the correct AFAS administration, click' Sync now' to start importing all your accounting attributes from AFAS: journals, general ledgers, suppliers, VAT rates, available allocations (cost centers and cost carriers). This process can take up to a couple of minutes.
Once the sync is complete, we are ready to configure the connection by entering the values of the accounting attributes (Balance Account, Default Moss Supplier, Cash in Transit, Bank journal and Purchase journal) created in the 2nd step of the set-up process ( 2. Accounting set up in AFAS).
To complete the set-up process, use the left panel to navigate through the different accounting resources and make sure that they have been imported correctly.
When setting up allocations (Cost Centers and Cost Carriers) please consider this is a 2 step process, previously when you clicked "Sync now" you received a list of available allocations, and now you may choose which allocation will be used as a cost center and which as a Cost Carrier:
And after this please navigate to Cost Centers and Cost Carriers tabs and click "Sync now" on each tab to get actual allocation values:
