This article will cover the steps you need to take to integrate Scoro with Exact Online and configure the connection properly. If you want to learn more about how data is mapped and moves between the two systems, check out the article on how the sync works.
Before connecting Exact Online with Scoro, keep in mind that:
- The user who sets up the integration needs to have sufficient rights and access to the company profile on the Exact Online side in order to configure the connection properly.
- You can connect only one Scoro entity with one company in Exact Online and vice versa. If you try to connect multiple Scoro entities with the same company in Exact Online, only the last entity will remain connected; other entities will be disconnected.
Step 1: Match the units
To ensure the integration will run successfully once it's up, you first need to ensure that the units between Scoro and Exact Online match. In order to send data over to Exact, you need to ensure that the unit code values in Exact Online match with unit names in Scoro.
If these do not match, we recommend updating all the unit names in Scoro so that these would match with respective code names in Exact Online. You should also add all units that are not yet in Scoro into Scoro.
Unit code field in Exact Online:
Unit name field in Scoro:
Step 2: Connect with Exact Online
Once you've ensured the units match the two systems, connect Scoro with Exact Online.
- Navigate to the Exact Online integration page under Settings > Site settings > Integrations > Exact Online.
- From the dropdown list, choose the country where your Exact Online site is located, then click Connect to Exact Online.
- If you’re not already signed into Exact Online in your browser, you will be redirected to the sign-in page. You also need to give Scoro consent to use the data.
- Once you’re signed in, you will be redirected back to Scoro to finalize the setup. If you have several company accounts in Exact Online, you also need to select which company you want to connect from Exact Online to finish connecting.
After connecting, Scoro will automatically fetch the following key data from Exact Online in the background for the integration to work:
- Tax rates
- Finance accounts
- Journals
- Product groups
Scoro will also automatically enable the following mandatory settings if these are not enabled already:
- Use line based tax rates
- Use finance accounts
- Product groups
- Product code
Step 3: Customize sync settings
Once Exact Online is connected, decide which data you want to sync. Below, you can find a more detailed overview of how each of these items moves between the two systems.
- Data synced – choose which items you want to sync
- Direction – shows the predetermined sync direction for each item item. This is predefined and cannot be changed.
- Start date – choose the day from which onwards the items will be synced.
You can also customize the following sync settings:
-
Synchronization – choose whether you want Scoro to sync data automatically or you want to have manual control over the sync.
- Automatic – sync will start after 5-10 minutes. All updated items will get synced automatically every time.
-
Manual – data is not sent over automatically. Full manual sync can be initiated from the Synchronize now button that will appear in the top right corner after you’ve saved your settings. This will sync all unsent items together.
Alternatively, you can send items over one by one using the quick actions button in the sales or purchase document view.
- Quick-add buttons can be used by – only these users can see the Exact Online quick actions button in Scoro for items that can be synced. The quick actions button allows users to send or fetch data from Exact Online, see error logs, and navigate to Exact Online directly from Scoro.
- Send error notifications to – all the errors that will occur during data transfer are sent to this email. You see a list of all unresolved errors under the Logs tab. Check the common errors article for a detailed overview of various errors.
- Default contact status – choose what status will be assigned to contacts upon syncing if they are not marked as supplier or client in Scoro. If a contact is marked either as a supplier or client in Scoro, it will be synced to Exact Online as a supplier or client, respectively.
Data transfer rules
Data transfer rules for main data:
| Item | Toggle ON | Toggle OFF | Matching with Exact Online | Start date | Additional comments |
|
Products and services |
All the items added to Scoro or updated in Scoro will be sent to Exact Online with the next automatic sync or full manual sync. You can learn more about different sync types from here. |
Only the items used on the bills and invoices that are synced to Exact Online via the quick actions buttons will be sent over. |
Tries to find a match by Item code, which is unique in Exact Online. |
Will transfer all the updates made after the Start date. |
|
|
Contacts |
All the items added to Scoro or updated in Scoro will be sent to Exact Online with the next automatic sync or full manual sync. |
Only the items used on the bills and invoices that are synced to Exact Online via the quick actions buttons will be sent over. |
Tries to find a match by Account name. It is not unique in Exact Online, but Exact Online warns you when you try to add multiple accounts with the same name. |
Will transfer all the updates made after the Start date. |
|
|
Invoices |
All the items added to Scoro will be sent to Exact Online with the next automatic sync or full manual sync. Important! Items are sent over automatically only once. Any modifications you make after the initial sync will have to be sent over manually with the quick actions button. |
Items can still be sent over to Exact Online manually via the quick-action buttons. |
Tries to find a match by Invoice number, which is unique in Exact. |
Will transfer all the updates for invoices with a Date of issue after the Start date. |
|
|
Bills |
All the items added to Scoro will be sent to Exact Online with the next automatic sync or full manual sync. Important! Items are sent over automatically only once. Any modifications you make after the initial sync will have to be sent over manually with the quick actions button. |
Items can still be sent over to Exact Online manually via the quick-action buttons. Important! After the initial sync, only updates made in the bill header will be synced. Changes made to line items will not be sent over again. You can read more about how bills are synced from here. |
Every bill will be added as new. It’s not possible to match it with existing bills because the bill reference number is not unique in Exact Online. |
Will transfer all the updates for bills with a Date of issue after the Start date. |
Exact Online won’t allow to update bill lines after the initial sync. If you make changes to bill lines after it’s already sent over, there are two options: 1. Update both bills manually in Scoro and Exact Online |
|
Receipts |
All payments are fetched automatically from Exact Online. Invoices/bills are marked as fully paid in Scoro when they are marked as fully paid in Exact Online. |
Payments can be fetched from Exact Online via the quick actions buttons. |
Will transfer all the updates made after the Start date. |
Partial payments are not supported. Document is marked as paid only once it’s marked as fully received in Exact Online. |
Data transfer rules for background data:
| Background data | What is synced | Matching with Scoro | Additional comments |
|
Tax rates |
All tax rates are brought over to Scoro, except for the ones that are: - blocked - included - inactive |
Tax rates are not matched with existing Scoro entries. The already existing entries in Scoro are made inactive, and new data is fetched from Exact Online and updated based on that until the integration is active. |
Will be updated with each automatic or full manual sync. You can learn more about different sync types from here. |
|
Finance accounts |
All finance accounts are brought over to Scoro, except for the ones that are: - inactive |
Finance accounts are not matched with existing Scoro entries. The already existing entries in Scoro are made inactive, and new data is fetched from Exact Online and updated based on that until the integration is active. |
Will be updated with each automatic or full manual sync. |
|
Journals |
All journals are brought over to Scoro except for the ones that are: - inactive |
Finance accounts are not matched with existing Scoro entries. The already existing entries in Scoro are made inactive, and new data is fetched from Exact Online and updated based on that until the integration is active. |
Will be updated with each automatic or full manual sync. |
|
Product groups |
All product groups are brought over to Scoro except for the ones that are: - blocked |
Product groups are matched with existing product groups in Scoro by name. Important! Keep in mind that product groups are shared between the accounts. You can read more about product groups here. |
Will be updated with each automatic or full manual sync. |