1. Setting up Exact Globe
To optimally book your Moss spend in Exact Globe you will need to create a Moss Supplier and a Moss Purchase Journal.
Moss Default Supplier: used to book all Moss transactions.
Moss Purchase Journal: used to keep record of your Moss transactions. For convenience, you might also decide to reuse your existing purchase journal.
1.1 Creating the Moss Default Supplier:
1. Go to the Financieel using the top navigation bar. Then, in the 'Crediteuren' section, click 'Onderhouden':
2. Once in Crediteuren, click 'Nieuw':
3. Name the new supplier > Go to 'Financieel' > Crediteuren rekening > Link to Creditors account > Bewaren:
1.2 Creating the Moss Purchase journal
1. To create a new purchase journal, go to the 'Systeem' using the top navigation bar and open 'Dagboeken':
2. Once in Dagboeken, click 'Nieuw' > fill 'Dagboeknummer' and 'Omschrijving' and Select Dagboektype = 'Inkoop'. Then, in the Rekeningnummer field, select your creditors account (normally 1600) and click 'Bewaren':
2. Setting up Moss
2.1 Download your accounting attributes from Exact Globe
2.1.1 Suppliers
Go to the Financieel using the top navigation bar
Then, in the 'Crediteuren' sectio and click Adressenlijst'
Click 'Start' (bottom right corner of the screen) and then 'Exporteren'
Define Format = Excel Workbook and Bestemming = Diskettebestand
Click 'OK' and save the file.
2.1.2 Chart of Accounts
Go to 'Grootboekrekoverzicht' and click 'Start'
Define Format = Excel Workbook and Bestemming = Diskettebestand
Click 'OK' and save the file.
2.1.3 Cost Center
Hover over 'Kostenplatsen / draegers' and open 'Kostenplaats'
Click 'Afdrukken' and then click 'Exporteren'
Define Format = Excel Workbook and Bestemming = Diskettebestand
Click 'OK' and save the file.
2.1.4 Cost Carriers
Hover over 'Kostenplatsen / draegers' and open 'Kostendrager'
Afdrukken > Exporteren
Format = Excel Workbook
Bestemming = Diskettebestand
Click OK and save the file.
2.1.5 VAT rates
Make sure to be in the Systeem tab (top of the view)
Belastingcodes > Verslag > Exporteren
Format = Excel Workbook
Bestemming = Diskettebestand
Click OK and save file
2.2 Format files
Once you have downloaded all the necessary files from Exact Globe, you will need to format them as shown below, paying special attention to column names and order and save the files in CSV format to make sure they can be imported into Moss. Please note that only the fields marked in bold are mandatory.
2.2.1 Chart of Accounts
2.2.2 Suppliers
2.2.3 Cost Center
2.2.3 Cost Carriers
2.3 Import accounting attributes into Moss
Once we have formatted the files and saved them in CSV format, we are ready to import them into Moss.
1. To do so, open Moss > go to "Settings" > Accounting > click the green "Connect to Accounting System" button > Select Other Accounting System and click "Continue".
2. Then, enter the code of the Moss supplier account that you created earlier in steps 1.1 of the set-up flow and click 'Go to Chart of Accounts':
3. Once in Chart of Accounts, click 'Add/Import Accounts' > Upload CSV and click 'Import':
4. Repeat the very same operation for Suppliers, Cost Centers and Cost Carriers. Unfortunately, VAT Rates can only be created manually. To do so, go to VAT Rates, click 'Add VAT Rate', enter name, rate and code and finally click 'Add VAT Rate'. Repeat this process for every VAT rate you wish to have in Moss.
3. Create export format in Moss
Your Moss transactions can be exported to Exact Globe by means of CSV files. For ease of use, we have created a predefined export format that you can easily add to your Moss account.
What is an export format? An export format allows us to structure and format the data stored in Moss to meet the requirements of the accounting system, in this case Exact Globe, going from column order, to column and decimal separators, amounts formats, etc.
3.1 Purchase format
To create a new export format in Moss, you will need to go to 'Accounting' > 'Export Formats' and click 'Create export format', which will open the Format Preferences. Once you have named the export format, open the Base template drop-down, select Exact Globe CSV - Purchase and click Continue:
When landing in the Columns page, you will see that the mapping is already predefined. This mapping is intended to meet the requirements of Exact Globe, as a result, no adjustments are required except for one small change: you will need to set the right journal code in the dagbknr line using the code of the purchase journal that you created in step 1.2 of the set-up process:
Once that is done, scroll all the way down and save your format.
4. Exporting your transactions
Once you have created the required export format, you are almost ready to start exporting your transactions.
4.1 Preparing transactions
You will find all unexported transactions under 'Cards' > 'Export' > 'Unexported'. Here, you can make sure to assign all relevant accounting attributes to your transactions.
To more easily identify what information is needed for each transaction, you can filter on receipts missing, expense accounts missing, among others.
When your transactions contain all of the necessary information (Invoice Number, Category and VAT rate), you can mark them as ready to be exported by clicking "Move to export queue". This action will move your transactions to the "Export Queue" tab. From here on, only users with admin or an accountant permissions will be able to modify the transactions.
4.2 Downloading your transactions
1. To export your transactions to Exact Globe, you will have to go to "Export" > "Card transactions".
2. Select the transactions you want to select and click on "Export items"
3. Then, select your Exact Globe export format in the File 'Format' drop-down > enter the right accounting period > make sure to mark transactions as exported and finally click 'Download'.
5. Importing your transactions to Exact Globe
Once you have your transaction file, open Exact Globe > go to the XML using the top navigation bar > select 'Financiele Boekingen':
Then, upload your CSV file and click 'Klaar' on the right bottom corner of the window to start importing your file.
⚠️Note1: Unfortunately the date format required by Exact Globe (ddmmyyyy) is not yet supported by Moss (coming soon). As a result, you will need to open the file and manually remove the space between dd mm yyyy.
⚠️Note2: Unfortunately the CSV import of Exact Globe only allows numerical Invoice Numbers. As a result, you will need to make sure that the faktuurnr column (column L) doesn’t contain any alphabetical characters. This adjustment can either be done in the file or in Moss.