Welcome to the Exact Product Blog

On this blog we will cover stories from all around the Exact ecosystem.

Posts Tagged ‘Exact Online’

Tie in with supply chain partners. Use Extra Fields for Items!

Written by Jaap Jan de Lange on . Posted in Exact Online

In daily business a variety of scenarios can require specific additional information of products or services. This can relate to sector, a business process or information requested by customers or suppliers. This information is to be communicated via sales- and purchase related documents, used in eCommerce via web shops and marketplaces or included in digital transactions.

Examples are: Risk codes for Chemicals, Size and Color optionally combined with a Parent- or Variant item for Apparel, Volume for Shipping purposes, a Retail price for compliance in your retail channel, Material type for Jewelry or Construction materials, Temperature for Food products, etc..

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Drive your sales: Start acting as a Drop Ship Supplier!

Written by Jaap Jan de Lange on . Posted in Exact Online

What about selling products without the hassle of an upfront investment? Sounds very interesting and it for sure is! More and more Wholesale Distributors offer the service of shipping products directly to customers of their customers. This saves their customers money and risk of investing in products while enriching their product portfolio. Also with a growing online sales via webshops and B2B commerce portals, businesses can create a more seamless ty-in with supply chain partners for offering and processing orders. For the Wholesalers it drives the number of channels that their products are offered by and can be an alternative for offering products in (a costly) consignment.

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Improved tracking & tracing for Serial numbers

Written by Jaap Jan de Lange on . Posted in Exact Online

Serial numbers are used to identify a unique product. It is used for equipment, electrical components and consumer goods, from a forklift-truck, laptops, smartphones to e.g. bicycles and for various reasons. A serial number can determine the origin of the product, can be used to check the (service) history of a product and whether or not a warranty is applicable.

Exact Online introduces the Accountancy Center

Written by Arjen Nijdam on . Posted in Exact Online

Exact Online introduces the Accountancy Center; a market place where the entrepreneurs can search and select an accountant.

In this product blog I explain how the Accountancy Center has been set up and how an accountant can set up and maintain his profile.

How does it work?

A great advantage of working in the cloud is the collaboration between accountant and his clients. But how to find the right accountant? The Accountancy Center will help you. Via this innovation it is now possible to search a suitable accountant via our website, Exact Online Starter, Exact Online Accounting and our Industry Solutions.

Easy, isn’t it? You are able to search an accountant nearby of based on their expertise.

After selecting the accountant, he will receive a request to link your company via it’s workflow. In the meantime the accountant will contact you to discuss how to collaborate. Will your accountant be in charge of the whole accounting, tax declaration. Or you might want to do it yourself? Within Exact Online you can collaborate with your accountant as you want it.

After accepting the request to collaborate you and your accountant will be linked and you can proceed the collaboration within Exact Online.

How to create a profile?

As an accountant it is very easy to set up and maintain your profile. Go to ‘Exact Online’ of your Exact Online Accountancy subscription. Click next on the tab ‘Accountancy Center’.

Via the Accountancy Center you are able to set up your profile and classifications. After saving the profile, it will be presented straight away in the Accountancy Center.

Do you have more subsidiairies? No worries. You can decide to set up one profile with multiple locations. As well you can upload multiple profiles.

Availability

The Accountancy Center is already live in the Netherlands. In Q1 2014 the Accountancy Center will also be available in Belgium, UK and Germany.

Screenshot Accountancy Ceter

New cockpits and My cockpit with to do list

Written by Lucie van Velze on . Posted in Exact Online

Exact online now offers a selection of advanced cockpits. Next to the improved Financial cockpit, cockpits for Customers, Sales, Purchase, Time & Billing and Payroll are now also available. The one’s you’ll be able to access will depend on the license you have. The help files for each cockpit can give you detailed information on the summaries displayed within them – simply click on ‘?’ in the top right corner of the screen.

A cockpit will give you insight and direction into your day to day work and your most important processes. What needs to be done, what is there to check, what’s happening in your business processes, key financial information and historical overviews.

The new styled cockpits were introduced in the blog New year! A nice moment to give our cockpits a new facelift! by Ilja Udo.

Also available and maybe of great help to you is the ‘My cockpit’ screen. This offers the possibility to create a cockpit according to your own wishes, showing information about the businesses processes most relevant to you.  All webparts available in the defined cockpits can be inserted here and positioned as you see fit.

Try it out and see what advantages it can offer you. And keep in mind that the ‘My cockpit’ has a standard layout that can always be set back using the ‘Default’ button.

How do I customize the My cockpit?

At the right top of the screen click on the ‘customize’ hyperlink.

Webparts can be selected in the webpart catalog. You can open the catalog by clicking the + in the zone you want to add the webpart to. You can change a webpart’s position using drag and drop.

One of the improved webparts is the ‘To Do’. In defined cockpits this To Do webpart shows a shortlist of to-do’s and alerts for specific area of the business. For example, the Financial cockpit shows only financial to-do’s.  In the ‘My cockpit’ this webpart can be customized to show an optimal list for all the areas of the business most relevant to you!

How do I customize the To Do webpart?

If this webpart is not visible in your cockpit you can add it using the Default button to retrieve the updated template, or select it in the webpart catalog.

Go to the ‘To Do’ webpart and in the right top corner click on the edit hyperlink.

Properties will be displayed. Changing these properties changes the list that will be visible to you. If you go to the property ‘Group’, multiple checkboxes are displayed. Mark all the areas of the business that are relevant for you and save the webpart.

Following this the To Do webpart will display the relevant to do’s and alerts that you have chosen to be informed about!

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Find the right product in your Item catalog by scanning it’s Barcode in Exact Online for ANDROID!

Written by Jaap Jan de Lange on . Posted in Exact Online

As a Wholesale Distributor, knowing your products, prices and availability is key to make a sale. Having a catalog at hand offering this information in real time is a necessity no sales rep can do without these days. But what happens when the assortment is large or items are very much alike? You do not want to struggle finding products or make mistakes as your prospected customer expects a direct answer.

After a first introduction on the iPhone a few months ago, scanning a product barcode to find the right item in the item catalog of Exact Online is now also available for ANDROID users. 

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Sales Forecast as estimated demand for Material Planning

Written by Jaap Jan de Lange on . Posted in Exact Online

 

Reduce inventory levels! Make smarter purchase decisions and optimize your working capital. As mentioned in a previous blog, we have developed a solution for planning required products and components while taking into account demand over time.  This will become available in Exact Online Wholesale Distribution Premium. Exact Online Wholesale Distribution Advanced customers that are interested in this functionality can participate in a controlled release.

Creating invoices for subscriptions

Written by Robert Huberts on . Posted in Exact Online

In a recent post Emiel Romein explained the process of creating invoices for subscriptions, see Turning subscriptions into money. In this post I am going to explain the process of creating the invoices in more detail and give you some tips that may help you in using the functions more efficiently.

As Emiel already showed you, the process of invoicing subscriptions only contains a couple of steps. You create some subscriptions and then go to the Generate invoices function in the subscriptions menu. In this screen you will see a list of subscriptions that can be invoiced. Select the subscriptions you want to invoice and press the Generate button. The generated invoices are now available for final printing and processing.

The subscriptions you see in the Generate invoices screen are filtered based on the values in the filter section in the top of the screen. There are several filters available, but two of them are important for showing the subscriptions that need to be invoiced.

The Invoiced up to and including field in the subscription holds the date up to which the subscription is invoiced. So the corresponding filter in the screen controls which subscriptions are shown in the screen based on the date they need to be invoiced again. The second important filter is the Not yet invoiced filter, checking this filter will result in showing all invoices that have never been invoiced (and therefore have an empty Invoiced up to and including date in the subscription).

Some tips to make working with the Generate invoices function easier

  • The invoice date in the screen is default set to the current date, however it can be changed if you want to. Keep in mind though that this date is only for planning the invoices, the actual invoice date is determined at the moment the invoices are printed.
  • You can enter a general description for the invoices, but it is not mandatory. If you do not enter a description, the description from the subscription is copied to the invoice.
  • The administration settings (subscription page) has a useful setting that will allow you to automatically add a number of days to the Invoiced up to and including date filter. So if you want to see all the subscriptions that need to be invoiced in the next 5 days, enter 5 in the setting.

  • Different subscriptions for the same customer that are processed at the same time will be grouped together in one invoice. If the customer wants to have separate invoices you can disable the grouping in the customer’s account card.
  • After you generated the invoices there is a confirmation message in the top of your screen. This message also contains a link to the Print invoices function, so you can go to printing the invoices in one click.

The invoice is not correct, can I still change it?

It can happen that you have generated invoices for a number of subscriptions, but when you check the invoices before printing you notice one or more are not correct. Maybe the customer has more subscriptions that need to be invoiced or something in the subscription is not correct. At this point you can still correct this by deleting the invoice. This will cause the Invoiced up to and until date in the original subscription to be reset to the value prior to generating the invoice. So you can make adjustments to the subscription and generate the invoice again.

If you already printed the invoice and you or the customer notices it is incorrect, you can only correct the invoice by creating a credit note. This credit note will be linked to the subscription. If you need to create a new invoice you will have to do that by manually entering it in the invoice solution, it cannot be generated from the subscription solution.

When do you send the invoice?

In the last months I have had meetings with a number of customers that use the subscription solution in Exact Online. One of the things I noticed is that quite a number of customers sent the invoices in advance of the subscription period. Although it is not something you can indicate in the subscription itself you can manage this when generating the invoices. You need to change the Start or Invoiced up to and until date filters to look further in the future.

I hope the above information will make using Exact Online a little easier for you. As always let me know if you have questions or remarks by leaving a comment.

New setup for the help startpage

Written by Edgar Wieringa on . Posted in Exact Online

For our Dutch Exact Online customers we have just adjusted the layout of the ‘Help startpage’. With the one aim to make the page better usable by offering you less options in a more clear way. Attention grabber is hopefully a big search field where you can type the keywords for the matter you need help with.

There was one change we got upfront some feedback on; the search field doesn’t come with a ‘Go’ or ‘Search’ button. Just an enter after your keywords will do. Although we got this feedback during our internal reviews we feel confident about the clarity of the search box itself. We think the appropriate action to fire the search (hitting the enter key on your keyboard) is obvious and so we could even make the page more clean. What could you do more than hitting enter on your keyboard after you put in your query?

The new help start page offers you:

  • the mentioned search box
  • a list of at the moment frequently asked questions
  • a quick link to the guidance we offer for different processes
  • options to contact us for a question, by phone an to chat instantly
  • a way to retrieve your earlier communication with Exact

We certainly hope you find now easier what you are looking for, when you miss something just let us know via a reply to this post.