Planergy enables you to integrate with Exact for easy synchronization of your financial data between the two platforms, including importing charts of accounts, setting up budgets and user spending limits, and accessing real-time accruals and spending information.
The integration allows you to import suppliers, general ledger codes, terms, taxes, cost units as cost codes, and cost centers as departments from Exact for efficient management of the procurement processes. Invoices authorized in Planergy can be exported to Exact as purchase invoices, with relevant supplier, tax, cost units, cost centers, and item details ready to be processed for payment.
The Planergy – Exact integration lets you control, track, manage, and report on spending efficiently from any device anywhere, ensuring the automation of the process and compliant purchasing.
How Data Is Mapped Between Planergy and Exact
Data mapping between Planergy and Exact is outlined in the table below.
| Planergy | Exact |
|---|---|
| GL Code | G/L Accounts |
| Suppliers | Suppliers |
| Terms | Payment Condition |
| Tax | VAT codes |
| Cost Code | Cost Units |
| Department | Cost Centre |
How to Integrate Planergy with Exact
You can integrate Exact with Planergy for efficient management of the procurement process by following the steps below.
- Enabling Exact Integration
- Connecting Exact with Planergy
- Setting Up Planergy – Exact Integration
- Importing Data from Exact
- Exporting an Invoice
Enabling Exact Integration
To enable the Exact integration in Planergy, follow the steps below.
-
- Press the Control Panel on the Home page.
The Control Panel page is displayed. - Press Integrations under Advanced Controls.
The Control Panel > Integrations page is displayed. - Press Setup in the row of Exact.
The Control Panel > Exact Settings page is displayed. 
- Press the Control Panel on the Home page.
You can now connect Exact with Planergy.
For more information, refer to Connecting Exact with Planergy.
Connecting Exact with Planergy
To connect Exact with Planergy, follow the steps below.
- Press Connect to Exact on the Control Panel > Exact Settings page.
The Exact login screen is displayed.Note
It is important to ensure you have the same company codes in Planergy and Exact to connect the two systems. - Enter your Exact username in the Username field.
- Press Next one.
The Login dialog to enter the password is displayed.
- Enter the password in the space provided.
- Press Login.
The successful Exact – Planergy connection notification is displayed.
Synchronizing Exact with Planergy
Once the connection is established, synchronize the companies in Planergy with those in Exact by following the steps below.
- Press Synchronize with Exact.
The companies synchronized with Exact are displayed.
How to Import Data from Exact
After configuring the integration and synchronizing the companies between Planergy and Exact, you can import the data from Exact to Planergy to map data, set up budgets, and control user spending limits, item cataloging, approval routing, and vendor management.
Note
- You should ensure a proper connection is established between Planergy and Exact and that the companies are synchronized in the two platforms before importing data. For more connection information, refer to How to Integrate Planergy with Exact.
- You should imperatively know how data mapping works with integration before importing data. For more information, refer to How Data is Mapped Between Planergy and Exact.
You have three options for importing data from Exact to Planergy, each of which is further detailed below.
- Import All Exact Data Manually
- Import Individual Exact Data Sets Manually
- Schedule Automated Imports of All Exact Data
Import All Exact Data Manually
To import all data, follow the steps below.
- Press the Control Panel on the Home page.
The Control Panel page is displayed. - Press Exact Settings under Advanced Controls.
The Control Panel > Exact Settings page is displayed.
- Press Import All Data on the Control Panel > Exact Settings page.
The import process is initiated. You will see a confirmation message on the screen.
- When the import process completes you will receive confirmation notifications. This includes updates on what data was imported and any relevant errors.
Note
Standard notifications will be sent to you by email but you can configure your notification settings. Read Notification Settings to learn how to change your notification settings.
If there are any errors during the import process, they can be reviewed by clicking on the To see the details of this import click here link in the email. This will open the Integration History – Details page.
Import Individual Exact Data Sets Manually
You can import and update a single data set from Exact before exporting invoices from Planergy. This option is useful when you have added a specific piece of data in Exact that you want to incorporate in Planergy quickly.
In the following illustration, we are importing Cost Codes from Exact. You can similarly download other datasets.
- Press the Control Panel on the Home page.
The Control Panel page is displayed. - Press Cost Codes under Finance Functions.
The Control Panel > Cost Codes page is displayed. - Select the associated company from the Company dropdown list.
- Press Import From Exact.
The import process is initiated. You will see a confirmation message on the screen.
Note
The Import From Exact button is visible to you only if the Exact integration is enabled in Planergy and is properly connected to Exact. - When the import process completes, you will receive a confirmation notification. This includes updates on what data was imported and any relevant errors.
Schedule Automated Imports of All Exact Data
When you regularly update Exact data and want to ensure data is regularly synced to Planergy, scheduling automated imports of all Exact Data is the best option.
To set up scheduled imports, you should contact the support team and they will help get these in place for you. Here is How to create a support ticket.
How to Export an Invoice
You can create and export an invoice to Exact once the general ledger codes, taxes, departments, charges to accounts, and suppliers are successfully imported from Exact.
You have three options for exporting data from Planergy to Exact d which are as follows:
- Exporting Individual Invoices to Exact Manually
- Exporting All Invoices with the Status ‘Authorized, Not Posted’ to Exact
- Automate Export of Authorized Invoices
Note
- An invoice cannot be exported more than once to Exact. A notification message is displayed if you attempt to export an already exported invoice.
- Exported invoices will be marked as posted and cannot be re-exported. Additionally, the date of export will be tracked.
Exporting Individual Invoices to Exact Manually
To export an invoice to Exact from Planergy, follow these simple steps.
- Navigate to Accounts Payable > Your Invoices and press Authorized.
The Authorized Invoices page is displayed. - Press anywhere in the invoice row you wish to export to Exact.
The View Invoice page is displayed. - Press Export to Exact.
The invoice will be exported and you will see a confirmation message on screen.
The invoice is exported to Exact.
Note
- You will be notified if any Supplier/General Ledger Code/Term/Tax has not been previously imported to Exact or if any other general errors are generated by Exact.
- You will be notified each time an invoice is successfully exported to Exact.
- An invoice can be successfully exported to Exact only once and if you attempt to export it again, you will receive a notification alerting you about the same.
- The exported invoice will be marked as posted and the date of export will be tracked to avoid repetition of exporting it again to Exact.
Exporting All Invoices with the Status ‘Authorized, Not Posted’ To Exact
To export invoices with the status ‘Authorized, Not Posted’ to Exact from Planergy, follow the steps below.
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- On the Accounts Payable Home page, press Reports & Searches in the left sidebar menu.
- Press Invoice Search.
The Invoice Search page is displayed. - Click Advanced Search.
The Advanced Search section is displayed. - Press Export to Exact to export data in bulk.
Note
You can use the search filters to export only specific invoices. For example, invoices for a specific company only can be filtered and exported. The export process is initiated. You will see a confirmation message on the screen.
- When the export process completes, you will receive standard notifications by email but you can configure your notification settings. This includes updates on what data was exported and any relevant errors.
For more information regarding how to change your notification settings, refer to Notification Settings.
- On the Accounts Payable Home page, press Reports & Searches in the left sidebar menu.
Automate Export of Authorized Invoices
When you want to get invoices to Exact as fast as possible while reducing manual steps, an Account Owner can set invoices to export automatically as soon as they have been authorized.
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- Press the Control Panel on the Home page.
The Control Panel page is displayed. - Press Advanced Account Settings under Advanced Controls.
The Control Panel > Advanced Account Settings page is displayed. - Scroll down the page to the Purchase Settings section.
- Enable the button Automatically Push After Invoice Authorization?
- Scroll down and press Save.
The Settings saved successfully notification is displayed.
- Press the Control Panel on the Home page.
Note
How to View Integration Import History
You can view the import history of the individual objects by pressing Integration Import History in their respective sections.
In the following example, we are showing you the integration import history of Suppliers. You can similarly view the integration import history of Taxes, General Ledgers, Departments, and Cost Codes.
- Press the Control Panel on the Home page.
The Control Panel page is displayed. - Press Suppliers under Catalogue.
The Control Panel > Suppliers page is displayed. - Click Integration Import History.
The Suppliers > Integration Import History page is displayed.
The Integration Import History page provides you with a detailed record of all the imports from Exact for the specified object.
How to Disconnect from Exact?
You can temporarily disconnect from Exact when you want to stop the integration with your Planergy account and restore the connection anytime you need to.
To disconnect from Exact, follow the steps given below.
- Navigate to Control Panel > Advanced Controls > Exact Settings.
The Exact Settings page is displayed. - Click Disconnect.
The Exact successful disconnection notification is displayed and the Connect to Exact button is visible.
How to Disable an Integration?
You can disable the Exact connection permanently by removing the existing connection. If you want to connect again, you need to go through the complete process of integration from scratch.
- Navigate to Control Panel > Advanced Controls > Integrations.
The Integrations Settings page is displayed. - Click the Disable button in the row of the Exact integration.
The integration is disabled, and the button changes to Setup.