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

Posts Tagged ‘Purchase’


Enriched REST API endpoint to better process project-related purchase invoices

Written by Remco Kroes on . Posted in Exact Online

Developers of third-party purchase invoice handling apps help their customers to scan and digitally process supplier invoices. Recently a new endpoint was created to facilitate these apps to directly create purchase invoices in Exact Online.

What’s new?
We further enriched this new REST API endpoint for purchase invoice lines – enabling users of these third-party apps to match a purchase invoice line to the relevant project and budgeted expense in Exact for Project Management. If applicable, they can also specify whether this invoice line needs to be re-billed automatically to your customer.


Reduce the risk of incorrect receipts from your suppliers by improved purchase order communication

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

In order to receive the right products on time and at the right price it is essential that communication with your suppliers about purchase orders is clear and complete. Any delay or mistake by miscommunication will directly affect your own business as you will most likely not meet your own customers’ expectations.

PowerPivot dashboards in Controlled Release

Written by Michiel Dorjee on . Posted in Exact Globe

In a world where entrepreneurs, managers and other stakeholders (both users and non-users of Exact) want to have a choice in how, when and where they want to have information about their business, Exact offers a new possibility to have insight in how to keep track of day-to-day-business-progress via PowerPivot.

We have chosen PowerPivot, an add-on for Microsoft Excel from version (Office) 2010, to use the reports in an environment that is familiar. The PowerPivot add-on is a free download from Microsoft and allows users to work with extremely large data sets.  PowerPivot is not available as a free add-on for MS Excel 2013. In that version it is only available in the licence Office Professional Plus.

In the last period we have created views on important tables in Exact Globe Next. Based on these views, we have built a Manufacturing, Purchase, Revenue and Stock report. The next good thing is that we offer these reports for free!

Two examples:

rapport_1         rapport_2

In the latest commercial release 406, the administrator has to execute a SQL script on the Globe database and change the data source of the PowerPivot sheet to connect to the Exact Globe Next database. As of product update 407, which is expected by the end of this year, the views will be automatically executed when the product update is installed.

At the moment we are looking for customers who want to work with these reports. We provide the reports through a Controlled Release program. If you are interested, please contact Justus van Hoegee (via justus.van.hoegee@exact.com) or me via phone (+31) 15 711 50 00 or via a reply on this blog.

Don’t spend any more time on manual invoice entry.

Written by Philippe Robert on . Posted in Exact Online

Exact Online can now offer you a real gain in productivity in keeping your accounting up to date. To give you an alternative to entering your invoices manually, one of the main projects for the new release of Exact Online (available from April 2011) was the integration of a scanning solution. This was already mentioned in a previous post last year: What a wonderful world…

The wonderful world is no longer a dream, the scanning functionality now very real within Exact Online. If you still receive ‘paper’ invoices from your suppliers – either in hard copy or as PDF, you can upload them to our scanning service directly within the product. The day after, you will get the electronic invoice in your mailbox. And with just 2 clicks, the invoices will be entered and archived in your accounting record.

Over the last 2 months, we have started offering this service in controlled release with a few customers and accountant’s offices. In that period more than 9.000 invoices have been converted from a PDF or TIFF to an electronic invoice by our scanning service!

Can the scanning service convert only purchase invoices to an electronic form?

Not at all! We are now also testing the conversion of bank statements that you have on paper or as PDF into an MT940 file that you can import into the bank module. This is an extra service complementary to the automatic bank links that already exist with some banks (ABN-AMRO, Bizner and Rabobank) and the manual import of bank files that you have exported from your online banking.

If you are interested in using this extra service, don’t hesitate to contact our sales department for Exact Online.
Imagine the gain in productivity – the time that you can win with this service. Time that you can then invest in concentrating on your real activities.

New incoterms January 1, 2011

Written by Richard Smits on . Posted in Exact Globe

Incoterms or International Commercial terms are a series of international sales terms widely used in international commercial transactions. These are accepted by governments, legal authorities and practitioners worldwide for the interpretation of most commonly used terms in international trade.

As of January 1, 2011 the eighth edition, Incoterms 2010, have effect. The changes therein affect all of the five terms previously listed in section D, which are now obsoleted and replaced with these three: DAT (Delivered at Terminal), DAP (Delivered at Place), and DDP (Delivered Duty Paid). The new terms apply to all modes of transport.

Within Exact Globe, users can create, delete, activate and maintain incoterms themselves. The incoterms can be linked to the suppliers to be used for defaulting. Next to this you will be able to select the incoterms during entry of the purchase order or the Return to Vendor (RTV) order. Of course the incoterm can be used throughout the complete process after entry, like printing on purchase layout, displaying at the purchase history overview and during XML import/export.


Better manage project-related purchases

Written by Remco Kroes on . Posted in Exact Online

Avoid overspending on project-related purchases
Exact Online for Project Management helps you to budget project-related purchases – from raising project-related purchase orders with your suppliers, tracking receipts, to recording and matching of supplier invoices with outstanding purchase orders. To better facilitate project control we made it possible to monitor the progress of purchase orders and purchase invoices in the Work Breakdown Structure (WBS*) overview (see image below). Helping you to better gain visibility in planned purchases and supplier invoices to be received.

Incoming Invoice Register: Improvements 247

Written by Robin den Buurman on . Posted in Exact Globe, Exact Synergy

As of product update 247 we made some changes that are specially targeted at the incoming invoice register for Exact Synergy Enterprise users. For example you can now have the project assigned in the incoming invoice register in Exact Globe which then will also be referenced in the incoming invoice request in Exact Synergy Enterprise. In order to use this feature you must make sure the project code exists in both Exact Synergy Enterprise and Exact Globe. This is handy to specify for which project the incoming purchase invoice applies. You can find the specific release note on this topic here.

Also, when you report VAT in Exact Globe for a specific period, if there are unauthorized pending invoices for that period, the request in Exact Synergy Enterprise will get an automatic remark. The remark will tell the financial controller that in case the incoming purchase invoice is rejected a credit note for that invoice should be filed in order to balance the reported VAT. More information can be found here.

Feedback from you, our customers and partners, also indicated that many incoming invoice users would like to be able to delegate their work when on vacation. This was in the past only possible for users that had the Professional role next to the Incoming Invoice Role. As of product update 247 we also made the delegation functionality available for IIR role users so no need for the Professional role anymore. Read about it here.

And last but not least, many Incoming Invoice Register role users indicated that, although they could see the account name, there wasn’t a quick way to get to the account contact information if the Incoming Invoice Register role user didn’t have any other role than the incoming invoice one, like CRM or Professional role. In order to solve this issue we made a basic account card which contains the basic contact information and the contact persons which is available to all Exact Synergy Enterprise users. This specially benefits the Incoming Invoice Register users since they now can click on the account name in the request and get contact information like phone numbers, immediately. More information on this can be found here.

As you can see, as of product update 247 we have made the life of the Incoming Invoice Register user just a little bit easier. Hope you all like it!

Exact online logistics: Yes we are live!

Written by Marco Kastrop on . Posted in Exact Online

After careful preparation we can now announce that the logistic functionality for Exact Online is commercially available. This is a solution targeting wholesalers/traders who are eager to work with an online (Saas-) solution for purchasing, stock keeping and selling at item level. No longer will you be tied to a single computer or network, but your (logistics) administration will be with you 24/7 from any place in the world.

I have been involved with the development of the functionality for logistics from the very first moment, so I hope you will understand that I consider this launch as an important milestone. Our goal has been to develop a product that of course fits into the Exact Online product, is fast and simple to use and supports the basic logistics operations. Don’t underestimate the power of this solution though.  The sales process is covered from quotation entry to sales order and from goods delivery to invoice handling. The purchase process is more or less a mirror process from the sales functionality. A clear parallel between purchase and sales is that we have recognized a planning (an order) a flow of goods (goods receipts/deliveries) and a financial flow (sales and purchase invoices). From inventory point of view we have created a clear view on the actual stock positions (with the nice benefit of using hyperlinks for every figure that is displayed) and we do provide support for making physical and/or financial stock corrections. Not bad for a start don’t you think?

Example stock position overview

Also a good thing is that we have used our expertise of previous/other product lines as well and have built a good foundation for future extension. We will work towards the next release (planned for October 2011) and have plans to extend our offering with purchasing (+ drop shipment) based on demand (sales orders), look at extension of sales pricing and of course many other new features. Be aware that many features are also build on customer feedback. This can be both small features (an extra filter or a field on the layout) and bigger features (e.g. integration with a web shop). You are more than welcome to give your response as we will continue to build new functionality in the logistic area.

Photo credits to Rototom Sunsplash

Taking control: Incoming Invoice Register

Written by Robin den Buurman on . Posted in Exact Globe, Exact Synergy

The incoming invoice register in Synergy is a success. With almost 1000 customer using this functionality today, we are proud to announce that the solution is generally available in Synergy Enterprise release 244.

The Incoming Invoice Register is Exact’s solution to efficiently and easily validate and approve incoming purchase invoices by the correct responsible person in your organization. By doing that your business avoids paying invoices it should not pay at this time or shouldn’t be paid at all thus reducing the effort it puts in money back procedures.

Vincent already explained in his post that an invoice preview will be made available in Exact Synergy Enterprise so that the scanned invoice is immediately visible next to the financial booking information. But what really is the Incoming Invoice Register solution? And how can it help you to take control over that part of the purchase process within your organization?

Still interested? show me how it works!Incoming Invoice Register

After a purchase invoice is registered in Exact Globe’s Incoming Invoice Register one or more approval requests are created for the person(s) who needs to approve the purchase invoice in Exact Synergy Enterprise. Whom the approver(s) are, is determined by register codes. It’s also possible to specify whether or not the approvers can approve simultaneously or in sequence. As soon as all approvers have approved the request the financial booking within Exact Globe is updated and ready to be paid based on payment conditions. When the purchase invoice is incorrect and one of  the approvers rejects the invoice, the financial administration is automatically notified. After correction of the financial booking or invoice, all approvers need to approve it again.

I hope this short introduction gives you more insight on Exact’s incoming invoice solution and how it can help you taking control over your expenses.

Feedback is highly appreciated. Watch online incoming invoice register demo of the add-on version here.