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

Posts Tagged ‘accountancy’

Innovation Update for Accountancy

Written by Pieter Hamans on . Posted in Exact Online


The solution teams at Exact Cloud Solutions never stop working on new innovations for Exact Online. Why not take a look at some of the projects they are working on right now? Most are expected to be released over the coming months. This blog highlights the innovations for the Accountancy solutions.

Access rights for accountants in client administrations

Written by Robert Huberts on . Posted in Exact Online

Last Sunday we made a new Exact Online release available. This release contains a lot of new functionality – have a look at the announcement for some highlights. For accountants we introduced the Scanning service and some new overviews that I already blogged on in an earlier post. In this blog I want to explain an important change we implemented in the new release involving the collaboration connection between accountant and client.

The collaboration between accountants and clients is one of the cornerstones of Exact Online. Corporations that have their own Exact Online subscription can collaborate with their accountant by connecting to them within Exact Online. This will allow the accountant to have access to the client administrations to view and check the transactions. It also allows the accountant to perform certain tasks in the administrations, like creating and sending the VAT declaration.

Looking at the way the collaboration  between client and accountant is established and the feedback we received from accountants, it was clear that some changes had to be made to this functionality. The goals of these changes are to put the responsibility to perform certain tasks with the right users and to give the accountant more control over the process.

When a client defined the cooperation in the “Link to my accountant wizard” he used to get the page where he had to select one or more employees of the accountant that would get access to the administrations. Only the client could grant access to accountant users – the accountant always had to ask the client. This is not very efficient as there is little chance that the client actually knows the accountant employees and who should get access. Besides this, it is the accountant who in the end determines who should get access to a certain client administration. Depending on the agreement with the client it could be a financial or payroll administrator or a partner that needs access.

To make assigning users to administrations easier for both the client and the accountant we removed the step in the “Link to my accountant” wizard where accountant users are granted access to administrations. All accountant users with the ‘maintain rights’ role are now given access to the administrations by default. These users are always informed of the new administration access by a request in their workflow. They can then further assign other users access rights to the client administrations. Because workflow requests are created, the user that establishes the accountant link should have the rights to create workflow requests.

We also introduced the option for the accountant to indicate a user as account manager for the client. The client will be able to see who is their account manager in the accountant cockpit.

Although we mentioned it in the release notes, it is not yet possible to validate a client before activating the collaboration. We are putting the finishing touches to this functionality and plan to make this available later this week. When it becomes available I will also write a post to explain the new functionality.

If you have any questions or remarks let us know in the comments or send me an e-mail (robert.huberts@exact.com)

Top image credit: buddawiggi

Payroll Service Providers: Hurry up!

Written by John Dijns on . Posted in Exact Online

In a previous blog I discussed how the world of Payroll Service providers is changing – more work for less pay and the value-added process shifting from administration to advice. At Exact Online Payroll we’re responding to this, creating features that improve efficiency and effectiveness for payroll administrators – mainly in relation to the primary payroll process. I’d like to share some of these new developments with you below.

Startup by importing a payroll tax declaration
Setting up a new administration in EOL Payroll by importing an old payroll tax declaration from a previous payroll application will allow you to make a flying start. All employees are already created and entered into service. Only information not included in the declaration has to be entered manually – like the salary and job description. We’ll soon release a mass update feature allowing you to enter these things in one, avoiding having to edit every employee manually. Most Collective Labor Agreements (CLA and NL: Cao) are supported in EOL Payroll so selecting the right one will get you going really quickly.

Let your customer enter variable mutations
Clients of payroll professionals will usually send their variable mutations via fax, paper or Excel, often using a matrix like structure with the people in service that period versus variables like overtime, declarations or vacation days.
In EOL Payroll you can define this matrix, deciding which components are shown and naming them in a way the client understands. The client can then logon and enter his variables mutations in a matrix that’s always up to date. This eliminates the payroll administration having to import these mutations or, even worse, enter them manually.

Entry variable mutations (Click for enlargement)

Check and send the right reports to the client
Clients operate across various branches with specific CLA’s and many different calculations. Part of the payroll process is checking the calculation and, if approved by the payroll administrator, sending the required reports to the client.
EOL Payroll supports this by allowing you to define what reports and overviews you would like to check or send to a specific client. This allows you to have a compact list of to-be-checked overviews and reports that you would like (have) to check before giving a run your stamp of approval. Once it is approved the defined reports are automatically generated, linked to a single document in the digital archive and optionally sent to the client by e-mail. This could even include the payment file that the client can import into his bank application to pay his employees. After the check, a single click then wraps up the payroll process.

Check cockpit (Click for enlargement)

E-mail the employees
Digital payslips are becoming more and more commonplace – a good thing as they are both environmentally friendly and much cheaper (no paper, printing, handling or sending costs).
Exact believes in digital payslips and supports them in EOL Payroll.
Payslips to employees can be automatically sent after finalizing a period or started as a separate step. Per client you can choose to send the payslips to the employee’s private or work e-mail account or send all payslips together to the employer in pdf. Payslips mailed to employees that have left service or don’t have a mail account can be directed to a specific ‘on error’ mail account or to the employer. The process is made simple, with any deviations handled by the employer (who obviously knows his employees best) rather than the payroll service provider.

Payslip e-mail (Click for enlargement)

Up to the fifth gear
While all of the aforementioned features apply to specific employers, a payroll service provider must also support multiple employers at the same time. In order to take things up a notch EOL payroll has introduced the Payroll Process Overview.
In the overview you can apply all the features mentioned above for multiple periods and multiple employers at once. Finalizing payroll runs, sending period documents, payslips and payroll tax declarations can all be done from the one place. Furthermore, you can monitor the status of the agreed timing for all actions and tax declarations. If further investigate is required you can easily drill down into the selected process step for the specific administration. To customize the view you can label each administration with a self-defined category or a user responsible for a specific client. More info in the Payroll Process Overview can be found here.

Payroll Process Overview (Click for enlargement)

To wrap up we can say that with EOL Payroll the Payroll Service Provider is ready for the heightened demand of the Payroll service market. We can also give you our promise that we will continue to innovate to match the needs of even your most demanding clients.
If you wish to discuss the payroll service market or any aspect of this blog don’t hesitate to send me a mail!

John Dijns
Product Line Manager Payroll

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.


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 functionality in the accountancy solution

Written by Robert Huberts on . Posted in Exact Online

The last couple of years has seen the accountancy market in the Netherlands changing, accountants facing new changes and challenges. New government regulations, clients more critical of service pricing and wanting more insight into what their accountant actually – in other words, they want ‘more value’. As such, there’s an ongoing discussion among a group of accountants on how their business should change to make it more transparent and provide the extra value their clients are looking for (see TUACC, in Dutch).

Collaboration between accountants and clients is one of the foundations of Exact Online. The accountancy solution already contains a lot of functionality that helps the accountant work together with clients. However, to help accountants realise their goals, we need to provide even more tools to increase efficiency and add value. During discussions and workshops with accountants we have identified several areas where we can help even more. Having already released a new version of Exact Online with new options to promote further collaboration, further functionality to help accountants check the financial status of clients is also on the way…

Activating functionality in clients administrations

You work with a client in Exact Online, having access to their administrations. They have assets but do not want to do all the registration work, asking you to do it for them. With the new Accountancy version you can now activate the assets functionality in the client’s administration, allowing you to do the asset registration and processing. The functionality is only visible to you. The only thing the client will notice are the financial results.

Administration types in adminstration card

You can activate payroll, budgeting and banking functionality in the same way. This functionality is currently available for accountants with the Exact Online Accountancy Advanced solution.

Archive administrations

Sometimes a client’s administration activities are stopped, but for legal reasons they still need to have access to the financial data. In November we will release the option to archive your administrations. This means that you cannot enter or change any of the data in the administration, but can still view it. Archived administrations are not free – when you archive an administration an archive administration will be added to your license in place of the previous fee due.

Scanning service

It is very common for clients to collect all their purchase invoices, receipts and other documents, put them in a shoe box and deliver it to the accountant. The accountant than has to make sure it is entered manually in the financial system so it can be processed. This involves a lot of work and is not very efficient. Fortunately technology has advanced in such a way that there is a better way to handle the documents. With the Scanning service in Exact Online it is no longer necessary to manually enter purchase invoices from the documents. The client can scan his invoices and upload them in Exact Online. The scans are sent to the scan service where the invoices are transformed to entry proposals. The only thing you have to do is check the proposal and press the button to create the entry. Even better, this functionality is also integrated in the Exact Online iPhone and Android apps! Simply take a picture of the invoice or receipt and upload it to Exact Online using the app (for more information or to download the app see the Apple app store or the Andriod market).

The scanning service is currently in controlled release, but we expect it to become generally available in the coming months. Feel free to join the controlled release program if you want to know more right now.

Administration overviews

Over the last couple of weeks the development team created three new overviews that will help you decide which of your clients needs attention based on their financial results. These overviews will become available in November.

The first overview will show all the clients and administrations you have access to in Exact Online with some key financial figures for a period (revenue, margin, DSO, etc). The overview also shows the difference between the reported period and the previous period. Administrations will be marked if there are big differences between the compared periods, so that you can quickly see which clients need your attention.

Administration financial overview

With the second overview you can easily compare the period results on general ledger account level for an administration with the results of another period. You have great flexibility which periods you want to compare, for example the overview has standard options to compare the period results with the same periods in the previous year or with the previous periods. This allows you to look for differences between comparable periods.

Compare financial periods

You see that revenue has dropped 30% compared to last period? It could be that the client has forgotten to book some invoices, or maybe sales were really down. In any case it is worth a call to your client.

The last overview shows in which journals general ledger accounts have been entered. This will allow you to easily spot entry mistakes that need to be corrected. For example when a bank account entered in a general journal is not something that you would expect to see.

General ledger entries per journal

I hope that with this functionality we will help you work more closely and more efficiently with your clients. But our work does not stop here, we have more plans and ideas that we will realize in future releases. We will keep you informed on these developments, so keep an eye out for more posts on this blog. If you have ideas for functionality in Exact Online that would further help you in your work let us know in the comments or send me an email (robert.huberts@exact.com).

Top image credit:  www.SeniorLiving.org