Exact integration

Cardboard offers an integration to Exact so that the payments and receipts can be pushed from Cardboard to Exact with one click. This document explains how to set this up and configure the accounting part of Cardboard.

Enabling the Exact integration

In Cardboard go to Accounting > Settings > General and check that the accounting systems is set to Exact before going to Accounting > Settings > Integration. On that page there should be a button “Enable Exact add-on”. Click it to enable the add-on. The system should tell you if this will upgrade your Cardboard subscription.

Connecting to Exact

This step has to be done by someone with access to Exact.

After enabling the add-on in the previous step the button should now say “Connect to Exact”. Click this button and Exact should open up where you will have to log in and approve the Cardboard integration in Exact. After that is done you should have been returned back to Cardboard, and the button should now say “Exact connected”.

Configuration in Exact

Bank account / Bank journal

Exact needs to have a bank account and bank journal for each of the Cardboard accounts. Go to Financial > Banking > Bank accounts > Overview. Click New. Fill the form:

Type: Bank
Bank account number: The IBAN you use to transfer funds to Cardboard. Go to the account list and click the account you want to create in Exact and then click the top up tab. The IBAN is in the "To Cardboard" section.
Currency: Make sure this matches the currency in Cardboard

Configuring the accounting settings in Cardboard

The next step is to configure the accounting settings for both your accounts and your subscriptions.

Configuring accounts

In order to configure the accounts go to Accounting > Settings > General. There is a input field for the accounting asset account for each of the Cardboard accounts. Set the value to the GL Account number for the GL Account that is connected to the bank account in Exact.

Configuring subscriptions

In order to configure the subscriptions go to Accounting > Settings > Subscriptions. It is also possible to configure from the accounting tab on the subscription page of each subscription. The first section contains the default values. These values will be used if the same values are not set on the subscription line in the section below. On each of the subscription these values can be configured:

Supplier (required) - This is the supplier number in Exact, e.g. 1000003.
Project - This is the project number from Exact.
Department - This is the cost center number from Exact.
Expense account - The account number of the expense account, e.g. 46103.
VAT rate - The percentage of VAT applied. We will select the correct accounts for the postings based on this rate and whether reverse charge is selected.
Reverse charge - Select this if the VAT should be done as a reverse charge.

Configuring payment conditions

If you need to configure specific payment conditions for the API export from Cardboard to Exact, please contact Cardboard for assistance with the setup.

Pushing payments and receipts to Exact

To push payments and receipts go to Accounting > Export. On that page select the month you want to push. The next page will show all the payments for that month. They are listed in different sections:

Needs attention - These payments needs manual intervention before they can be pushed., e.g. uploading a missing receipt.
Ready - These can be pushed to Exact by either clicking the push button next to the header or by clicking the push icons on individual payments.
Pushed to Exact - These are the ones that already have been pushed. They can be pushed again by clicking the push icon on the payment.

The pushed payments will show up in Exact as unprocessed purchase entries and bank entries. These entries has to be processed within Exact.