Content
General Information
This section introduces you to the accounts that can be set up in Moss for pre-accounting of transactions, invoices and reimbursements
We introduce you to
Chart of Accounts from ExactOnline
Supplier Accounts (Contacts) from ExactOnline
VAT codes from ExactOnline
Cost Centers (Tracking Account 1 in ExactOnline)
Cost Carriers (Tracking Account 2 in ExactOnline)
Learning Objectives
After the course you will be able to:
Understand the function of each account type in Moss and the Sync with ExactOnline
Know how to Sync accounts with ExactOnline
Know how to add and maintain the accounts with the Sync function
Chart of Accounts
General Information
The Chart of Accounts will be synced with all booking accounts from ExactOnline when the API is connected
Accounts cannot be created manually in Moss
New accounts have to be created in ExactOnline and will be updated in Moss when the data is synced
Benefits
Automation: Use booking accounts to prepare posting records and automate pre-accounting with Moss
Efficiency: Accounts set up in ExactOnline sync with Moss. Accounts have to be set up only once
Features
Sync: Chart of Accounts is synced with ExactOnline. Accounts only have to be set up in ExactOnline and can then be synced with Moss
How-to: Extract Chart of Accounts from ExactOnline
Click on “Accounting” on the left side menu
Click on “Chart of Accounts” to open the chart of accounts list
In order to sync booking accounts from ExactOnline, click “Sync now”.
How-to: Change/Edit Account Status and Category
Click on “Accounting” on the left side menu
Click on “Chart of Accounts" to open the chart of accounts list
In order to set an account active or inactive click three dots in the right of each account.
Click “Status” and choose the status as required. Inactive accounts cannot be selected for pre-accounting of transactions and invoices.
In order to edit the top level category of an account, click the account. This will open a side panel for account settings.
Here you can select the top level category for the account. Please mind that account number and name cannot be edited since this information is synced from Exact.
Click “Save Account” to save the category setting.
Select all or a set of accounts with the check-boxes on the left.
In order to bulk edit accounts, click “Edit” on the right of the bar on the bottom.
You can bulk edit the account status to “Active” or “Inactive”. Inactive accounts cannot be selected again for invoices and transactions.
Hover over “Category” and then choose the required top level category to bulk edit it for all selected accounts.
Supplier Accounts
General Information
Supplier Accounts are used to assign specific suppliers to spend items. They enable advanced reportings on spend and are part of the double-entry accounting.
In ExactOnline supplier accounts are managed as “Contacts”.
Invoices: Suppliers can be assigned to invoices and then be cleared in ExactOnline with payment bookings after the export
Bank details: Bank details in supplier accounts enable users to pay invoices and reimbursements with SEPA files downloaded from Moss.
Accounting automation: Accounting settings in supplier accounts enable accounting automation for recurring expenses for invoices
Transactions: If supplier accounting is enabled, supplier accounts can also be assigned to card transactions. The field is mandatory in that case. Supplier accounts are automatically cleared with every transaction export to ExactOnline since Moss also exports the payment record for each transaction. But supplier accounting enables advanced reporting for finance managers
Note: New suppliers cannot be created in ExactOnline. ExactOnline automatically creates a supplier once a bill is booked on one. This can happen manually in ExactOnline or through an export from Moss. In that case, suppliers would have to be created in Moss first, used for an invoice or transaction and exported to ExactOnline. The supplier will then be added to the list in ExactOnline
Benefits
Automation: pre-accounting by assigning accounting attributes such as Chart of Accounts or VAT rates to specific supplier accounts for invoices
Complete Overview: Allows exports of complete posting records to accounting software
On platform payment: Enables users to pay invoices or reimburse employees directly from the Moss platform (using a SEPA file to initiate payments from their online banking)
Advanced Settings: Supplier Accounting for card transactions allows more advanced reportings than single supplier accounts normally used for credit card spend
Features
Sync Suppliers from ExactOnline: The API to Moss enables users to sync all existing supplier accounts in ExactOnline with Moss. They can then be selected for transactions and invoices
Accounting: Supplier accounts are required for double-entry accounting and allow more advanced reportings on company expenses
Reporting: Supplier details can be harvest and used by accountants to identify certain suppliers, thus performing advanced reportings
How-to: Sync Supplier Accounts from ExactOnline
How-to: Sync Supplier Accounts from ExactOnline
Click on “Suppliers” to open the supplier account list in Moss.
In order to sync supplier accounts (contacts) from ExactOnline, click “Sync now”
How-to: Create new Supplier Accounts in Moss
Click on “Invoices” in the main menu on the left. (You can also create new Supplier Accounts under the section “Reimburse”).
Click on the desired invoice and a menu on the right side will open up.
Scroll down to “Accounting Attributes” and click in the box right next to “Supplier”.
Click on “Add Supplier” to fill in the Supplier Name manually. Type in the Supplier Name (not number) in both fields “Supplier Name” and “Supplier Account”. Fill in all further desired information such as IBAN or BIC.
After all information is filled in, click the button “Add/ Import Supplier”. Now the new Supplier is registered and ready for the Export to ExactOnline.
How-to: Assign Accounting Attributes to Supplier Accounts
In the feature overview click on the “Invoices” tab. Under the “Needs review” section of invoices, select the invoice you want to edit.
In the invoice details menu click on the Supplier tab and select “Default attributes”. Under the Accounting menu in “Edit Supplier” set/edit the default accounting attributes. Click on the “Save Supplier” button to save the changes.
How-to: “Link to Employee” Function in People & Teams
Click on the “People & Teams” tab in the feature overview. Make sure you have selected the “People” tab at the top.
Click on the specific user and select in the user details menu the “Link to supplier” button.
Now you can assign a specific supplier to the user.
VAT Rates
General Information
The VAT Rates are required for the booking of company expenses and track the VAT paid for company purchases. VAT rates depend on the product or service purchased. In case of purchases abroad, reverse charge might apply.
Note: Only Expense VAT rates are relevant on the Moss platform. Income VAT rates are not relevant for spend and cannot be exported from Moss although they are displayed on the list. Please make sure to only select relevant rates for pre-accounting.
Benefits
Automation: The pre-accounting process improved through assigning default VAT rates to suppliers
Sync with ExactOnline: All VAT rates are synced from ExactOnline via API. No need to manually add or edit them in Moss
Features
Sync with ExactOnline
All VAT rates available in Moss
Can be assigned to transactions and invoices
How-to: Sync VAT Rates from ExactOnline
Click on “Accounting” on the left side menu.
Click on “VAT Rates” to open VAT Rates list in Moss.
In order to sync VAT rates from ExactOnline, click “Sync now”.
Cost Centers
General Information
The Cost Center contains the expenses of the company that don't generate profit but are needed to support the operations that do add to the cost of doing business.
Note: Cost Centers in Moss map to Tracking Category 1 in ExactOnline will then be added to the list in ExactOnline
Benefits
Segmentation: Expense segmentation into cost centers allows for greater control and analysis of total costs.
Control: Feature of assigning specifically teams to cost centers allows greater control and segmentation for accountants
Cost Centers assigned to Teams: Moss mirrors the standard use case of cost centers by allowing admins to link teams to cost centers
Features
Link Cost Centers to teams
Cost centers can also be linked to single employees or projects (but only link to teams is covered by Moss features)
Note: The Cost Centers categories are not obligatory for accounting, however larger organizations use it for advanced analytics of the accounting data.
How-to: Sync Cost Centers from ExactOnline with Moss
How-to: Sync Cost Centers from ExactOnline with Moss
Click on “Cost Centers” to open Cost Centers list in Moss
In order to sync Cost Centers from ExactOnline, click “Sync now”.
How-to: Assign Cost Center to Team
Click on the “People & Teams” tab in the left menu section. The window should illustrate “People”. Click on the “Teams” tab in the top menu tab. This will navigate the user to the Teams window.
Click on the “Create Team” button
Enter all of the Team details in the right menu section. It will also allow the user to assign a Cost Center to the newly created Team.
Click on the button “Create Team” to create the Team with the newly assigned Cost Center to save the settings.
Cost Carriers
General Information
The Cost Carrier are used to categorize company expenses in detail in order to better analyze expenses by advanced reporting.
The most common use case for cost carriers are project related expenses to track project costs. But they can be used for any other purpose.
Note: Cost Centers in Moss map to Tracking Category 2 in ExactOnline.
Benefits
Segmentation: Expense segmentation into cost carriers allows for greater control and analysis of total costs. Especially for cost tracking of projects.
Reaction time: The improved structural representation of expenses allows accountants to react faster if the budget of an specific project is exceeded
Features
Structure: Cost Carriers are usually used to assign expenses to projects - allowing a clear categorization of company expenses
Assign:
Assign specific Cost Carriers to transaction and invoices
Set Cost Carriers to default, so all future invoices with the specific supplier will have a default Cost Carrier
Note: Cost Carriers categories are not obligatory for accounting, however larger organizations use them for advanced analytics of the accounting data.
How-to: Sync Cost Carriers from ExactOnline
Click on “Accounting” on the left side menu.
Click on “Cost Carriers” to open Cost Carriers list in Moss
In order to sync Cost Carriers from ExactOnline, click “Sync now”.