Send invoices to your accounting package

Introduction

RentVisie can pass every finished invoice straight on to your bookkeeping, so nobody has to type it in a second time. The accounting package it connects to is Exact Online, the Dutch bookkeeping program many rental companies already use. It is the only accounting package the app connects to. Once the connection is set up, each invoice you finalise, each payment you record and each new customer are sent to Exact. The app keeps a log of anything Exact did not accept.

You work with it in three places. The Financials screen shows an Unsynced invoices banner with a To invoices button. The invoice list, headed Invoice, has a Sync button and a hidden Sync ID column. The screen headed Exact dashboard has a row of tabs, and its Logs tab lists every send that went wrong.

You come here when:

• Your bookkeeper says an invoice from last week is not in Exact.
• The daily overview shows the Exact errors banner and you want to clear it.
• The Unsynced invoices banner on Financials is showing a number and you want it back to zero.
• You entered an old invoice into Exact by hand, and the app keeps counting it as unsent.
• You are just checking, at the end of the month, that everything reached the books.

Terms used on these screens. The screens use these words:

Every way an invoice reaches Exact

Use this page for invoices and for the Exact log. For a payment that did not arrive in Exact, use the payment page linked in the table.

How to use

Configuration

The connection is set up once per branch, usually together with RentVisie support and your bookkeeper, because you need details from Exact's own website.

Open the connection list. From the main menu open Settings, click the Integrations tile, and click Setup on the Exact row. The screen headed Exact Connections lists one row per branch. It has columns BranchName, is active and Division id, a Dashboard button, and a pencil icon and a bin icon at the end of the row. The bin icon deletes the connection.

Create or repair the connection. Click New Exact O auth connections, or the pencil icon on an existing row. The screen headed Exact integration walks you through five numbered steps:

1. Pick the Branch. At the step headed 1 Generate redirect url, click Click here to generate the redirect url. The Redirect url box fills in. If no branch is picked, the app says "Please populate the branch".
2. Register the app in Exact's developer portal using that address. Copy what Exact gives you into Client id, Client secret and Webhook secret.
3. Click Click here to initiate the integration. Exact's login page opens. Log in and allow access. You come back to this screen, and Access token and Refresh token are now filled in.
4. Type your administration number from Exact into Division id.
5. Set the optional switches in the table below. Set is active to Yes, then press Save.

Nothing is sent to Exact until is active is Yes, and it starts as No. This switch is the real on/off switch for the connection. The Exact switch on the Integrations screen is only for record-keeping; the screen says so itself. That switch does control whether the Unsynced invoices banner is shown. See Integration switches.

Skim the table once; you will come back to single rows when they come up. The switches on the Exact integration screen are:

Map your books. Back on Exact Connections, click Dashboard on the branch's row. On the Exact dashboard, press Sync on the General ledgers, Cost centers and Cost units tabs, so the app knows your Exact accounts. Then open the Key mapping tab and work through its five buttons:

Last, open the RentVisie Items tab and press Populate. You get one row for each kind of charge: vehicle classes, insurance, mileage packages, extras, fuel, fines and discounts. A red cell in Synced or Grootboek means that kind of charge has no Exact item or ledger yet. Click the row's button to open Exact RV Item, then set Exact item and Exact general ledger.

Customers. Every customer must be known in Exact before their invoice can go in. When Exact already holds your customers, the Customers tab offers Link all customers to match them up and Import all customers to copy them in. After that, customers you create or change in RentVisie are sent to Exact when you save them.

Before you start: everything on this page needs the company-administrator role. That covers the Financials menu, the invoice list, the Sync and Mark as synced buttons and every Exact screen. Other staff see the Exact errors banner on their daily overview, but its button does not open for them. Ask your company administrator.

Using the accounting sync

From the main menu open Financials. If the Unsynced invoices banner shows There are unsynced invoices: followed by a number, click To invoices. Otherwise click the Invoices tile. Both open the invoice list.

1. Show the Sync ID column. Open the grid's column-visibility control, at the top right of the table, and switch on Sync ID. It stays on for you afterwards. A green cell means Exact has the invoice. A red, empty cell means it does not.
2. Send one invoice. Click the invoice to open it. At the top right, next to PDF, click Sync. It is shown only on a finalised invoice with an empty Sync ID. The invoice goes straight to Exact. No message appears, so reopen the invoice or check Sync ID to see whether it worked.
3. Send several. On the invoice list, tick the invoices you want and click Sync above the table. The app sends them one per second, then reloads the list. Draft invoices and invoices that were already sent are skipped without a message.
4. Mark an invoice as already sent. Use this when the invoice is already in Exact another way, for example because your bookkeeper typed it in. Open the invoice and click Mark as synced, next to Sync. Sync ID changes to Marked as synced straight away. There is no confirmation, no button to undo it, and nothing is sent to Exact.
5. Read the log. Go to Settings → Integrations → Setup on Exact, and click Dashboard on your branch. Open the Logs tab. It has two sub-tabs. Action Required lists failed sends. Queued lists sends waiting for the next half-hourly run. Each row shows Transaction type, Status, Reference (the invoice number, for invoices), Error message and Content.
6. Retry one row. Click the row. The screen headed Exact Log opens. Fix the cause first (see Q&A), then press Retry (automatic). This rebuilds the invoice from the data as it is now, and the screen closes. If it worked, the row is gone from Action Required.
7. Retry a selection. On either sub-tab, tick the rows and click Sync selection. Each one is retried in turn, about half a second apart.
8. Drop a row you have dealt with. On Exact Log, Ignore deletes the row at once, without asking. It does not send anything and does not mark the invoice as sent. Use it only after the figure is in Exact, or after Mark as synced.

Leave Retry (manual) alone unless RentVisie support asks you to use it. It resends exactly what was sent the first time, so any correction you have made since is not included. The Submitted body box above it can be edited. Do not change it.

Key details

Sales invoice or sales entry. With SalesInvoice, Exact receives a real invoice document. If Auto process invoices is Yes, Exact finalises it straight away; otherwise it waits in Exact for your bookkeeper. With SalesEntry, the invoice goes straight into the sales journal as a booking, with no invoice document in Exact. Ask your bookkeeper which one they want before the first invoice is sent. The setting changes only invoices sent after the change. An invoice with a negative total goes in as a credit note.

Attaching the PDF. With Attach RV invoices on, each invoice PDF is uploaded to Exact as soon as the app creates it. It is then linked to the invoice when the invoice is sent. When an invoice is sent by hand before its PDF exists, it arrives without the attachment.

Two attempts, then parked. A finalised invoice waits at least five minutes before the half-hourly run picks it up. That first send counts as attempt one. If it fails, the run tries once more, at least half an hour later. After the second failure the row's Status becomes ManualActionRequired and the app stops trying. A person has to fix the cause and press Retry (automatic). Each run handles at most 50 rows per company. When Automatically retry failed syncs is No, nothing waiting on the Queued tab is ever sent by itself.

Example: invoice 24518 for €605.00 (€500.00 plus €105.00 VAT) is finalised at 10:02. The 10:30 run sends it, and it fails with Customer not linked to Exact. The next run that is a full half hour later, at 11:00 or 11:30, fails again and parks it as ManualActionRequired. You link the customer, press Retry (automatic), and the row disappears. Sync ID turns green.

What to do next: after the connection is set up, check the Unsynced invoices banner and the Logs tab once a day. Work Action Required first, because those invoices have already failed. Then check Queued for anything older than an hour.

Q&A

Why is an invoice missing from Exact, even though no error banner is showing? The Exact errors banner on the daily overview counts only rows with Status Failed. A row parked as ManualActionRequired makes that count go down, even though the problem is still there. The row is still on Action Required, and the invoice still counts in Unsynced invoices. Filter Status on that tab to find it.

How do I work out why a figure is missing in Exact? Work through these checks in order:

What does "Customer not linked to Exact" mean? The customer on the invoice is not in Exact, or the app does not know their Exact number. Open the customer. On the Other tab, Financial accounting id is empty. Open and save the customer to send them to Exact, or use Link all customers on the dashboard's Customers tab. Then press Retry (automatic).

What does "No Exact payment condition" mean? The customer's payment terms have no Exact code for this branch. The Content box reads No payment condition is mapped for this branch. Configure the Exact payment conditions mapping and retry. Fill in Update terms mapping on the Key mapping tab, then retry.

Why does every row suddenly say "Unauthorized" or similar? The connection to Exact has run out and must be authorised again. The app renews its access by itself, but it cannot do that once the stored access has expired completely. Open the connection with the pencil icon and click Click here to initiate the integration. Log in to Exact, press Save, then use Sync selection on Action Required. The link appears only when Client id, Client secret, Webhook secret and Exact api url are all filled in.

Why did Sync do nothing? It gives no message either way. Check Sync ID. If it is still empty, the reason is on the Logs tab. If there is no log row either, the connection is not active, or no journal is filled in under Update Journals mapping.

I pressed Mark as synced on the wrong invoice. How do I undo it? There is no button to undo it, and the invoice will not be sent. Contact RentVisie support to clear the Sync ID.

Can I connect a package other than Exact, such as Twinfield or Snelstart? No. Exact Online is the only accounting package the app connects to. For other packages, use CSV Export on the invoice list. See Deleting and exporting invoices.

Related pages:

• Invoice a booking and Manual invoices: how an invoice is finalised, which is when it is queued for Exact.
• Credit notes: a credit goes to Exact the same way.
• Payment problems: sending a payment to Exact again.
• Set a customer's payment and invoicing terms: the terms that the terms mapping translates.
• Check your daily overview: where the Exact errors banner sits.
• Integration switches: turning Exact on or off.