With the Exact Online integration, you link your Artwin Live account to your Exact Online administration. Artwin Live transfers invoices and debtors to Exact Online, attaches the original invoice PDF to the booking, and can process paid invoices again in Artwin Live.
You can find the connection via Account settings > Integrations and AI > Exact Online. Only the account owner who is logged in can connect, reconnect, or disconnect the link.
What is synchronized?
During synchronization, debtor and invoice data are sent to Exact Online. This includes customer data, invoice lines, amounts, VAT, the set journal and ledger codes, and the payment status. Artwin Live also reads the data needed for the connection, such as administrations, debtors, general ledger accounts, VAT codes, payment terms, journals, and payment statuses.
An Artwin Live invoice is created as a sales booking in Exact Online. Artwin Live sends the invoice number, subject, invoice date, due date, currency, and individual invoice lines. Lines with an amount of zero are not transferred. After synchronization, Artwin Live attempts to attach the invoice PDF as a document to the Exact booking.
Connecting Exact Online
You need an active Exact Online account and access to the administration you want to synchronize with. Click on Connect Exact and complete the authorization in Exact Online. After connecting, you will see the linked Exact account, the chosen Administration, and Last synchronized.
Click on Refresh connection to check the connection and retrieve the data of the linked administration again. With Reconnect Exact, you reauthorize the connection. When the status shows Reconnect needed, reconnecting is required before you can continue synchronizing. Choose Disconnect if you want to stop the connection for this account.
Synchronizing invoices
An invoice is automatically sent to Exact Online when you send it from Artwin Live, as long as the connection is active and the invoice has not been synchronized before. You can also open an invoice and choose Synchronize with Exact in the actions.
For an already synchronized invoice, this action checks if the corresponding booking still exists and whether the invoice PDF has been added. If only the PDF is missing, Artwin Live attempts to link it nonetheless. If the booking no longer exists in Exact Online, Artwin Live will create it again during the next synchronization.
On the invoice, you will see under Exact Online whether the invoice has been synchronized. If synchronization fails, the error message will be displayed there. Check the debtor, invoice lines, and settings before synchronizing again.
General settings
- Sales journal code: the code of the Exact Online sales journal in which Artwin Live books the invoices.
- Payment condition code: the payment condition that Exact Online applies to the transferred sales booking.
- Register payment on invoice: creates a payment line in Artwin Live as soon as Exact Online indicates that the linked invoice has been paid in full. If you disable this, payment statuses will not be processed on the Artwin invoice.
- Send payment confirmation: sends the set payment confirmation from Artwin Live after the payment has been registered on the invoice. This option is only available when Register payment on invoice is enabled.
- Revenue distribution: used for invoice lines linked to a booking, July for deferred revenue in Exact Online. Lines without a linked booking do not receive a period for revenue distribution.
General ledger accounts and VAT codes
Under General ledger accounts, you fill in the Exact general ledger codes used for the transferred invoice lines. General is the default account. With Advanced, you can use a different general ledger account for each type of invoice line.
- Total fee, Artist fee, Commission, Additional costs, and Production fee can be assigned separately.
- Buma, CLC-Vecta, and Deposit can be assigned separately when these line types appear on your invoices.
- If Advanced is disabled, then Artwin Live uses the general ledger account at General for all invoice lines.
Under VAT, you fill in the Exact VAT codes for High, Low, 0%, EU, and International. Artwin Live selects the corresponding code based on the VAT percentage, the debtor's country, and the existing VAT number. Check that these codes match your Exact Online administration.
How payments are processed
Artwin Live periodically checks the payment status of synchronized, outstanding invoices in Exact Online. You can also do this directly yourself: open the synchronized invoice and choose Synchronize Exact payment status.
When Exact Online indicates that an invoice has been paid in full and Register payment on invoice is enabled, Artwin Live creates a payment for the outstanding amount on the Artwin invoice. In doing so, Artwin Live uses the last payment date from Exact Online. The invoice status is then updated according to the amount paid.
A partially paid status is not transferred as a separate partial payment. The payment confirmation is only sent when that setting is enabled and a payment has been registered on the Artwin invoice.
Good to know
The connection transfers Artwin invoices to Exact Online and retrieves the payment status of those linked invoices. Changes you make directly in Exact Online to the invoice lines are not automatically written back to Artwin Live.