Vantagepoint - Exact Online
The Vantagepoint - Exact Online productized integration connects the two systems so project accounting is managed in Vantagepoint and the bookkeeping/accounting functionality is managed in Exact Online. This productized integration is accessible through the Unionpoint Portal.
Productized Integration Overview
Deltek Vantagepoint is a single cloud-based or on-premises solution that puts projects and people at the center of your business so that you can improve productivity, efficiency, and profitability. Exact Online is a third-party application that helps you manage accounting, CRM, and other specific solutions for your industry.
The Vantagepoint - Exact Online productized integration delivers all features of a complete professional services automation (PSA) solution without disrupting your current accounting processes.
This productized integration supports the Vantagepoint Front Office package (PSA, CRM Plus, Time & Expense, and Resource Planning modules) and Exact Online (Accounting module).
Deltek recommends that you implement best practices for deploying productized integrations. For information, see the section for Productized Integration Deployment of Best Practices in Using the Unionpoint Portal.
Considerations and Limitations
When using the Vantagepoint - Exact Online productized integration, take note of the following considerations and limitations:
- The productized integration setup requires the support of Deltek or approved Deltek partner consulting services.
- Currency Rates using XE.com is required.
- In the Unionpoint Portal, on the Connections tab, while setting up a connection between Exact Online and Vantagepoint, there is a setting for language in the Culture field. In the Vantagepoint Login Screen, make sure to select the same language in the Language field when you log in. You can also check the other language settings in . Otherwise, "Text not translated" displays for tax code and account code names when the integration is in place.
- Even though there is a two-way integration, it is recommended that the creation and modification of client and vendor records be done in Vantagepoint.
- Firm Address API does not allow edits, so you need to make the change in Vantagepoint.
- It is recommended that the autonumbering feature for Firm be set up and that a new Firm record be created in Vantagepoint.
Note: Exact Online firms use the same supplier/customer/both type as Vantagepoint.
- If a new Firm is added to Vantagepoint and the Available to: Accounting Users option is selected, the Firm will be created as a Contact record in Exact Online.
- If the record was already created as a Contact record in Exact Online, deselecting the Available to: Accounting Users option will disable the sync.
- If a Firm is set in Vantagepoint from Inactive to Active, nothing will happen in Exact Online. You will need to go into Exact Online to update.
- Primary address maps to Exact Online’s Visit address.
- Billing address maps to Exact Online’s Invoice address.
- Payment address maps to Exact Online’s Postal address.
- Accounting address maps to Exact Online’s Delivery address.
- Vantagepoint and Exact Online should be set to use the same number of characters for ClientID (Vantagepoint) and Account Number (Exact Online). Otherwise, if the Account Number exceeds the maximum number of characters configured in Vantagepoint, it can result to an incomplete value for ClientID when syncing to Vantagepoint. While the productized integration does not use the ClientID to link customers, the mismatch can still be confusing. The maximum length supported by Vantagepoint is 20 characters.
- When an account is created in Exact Online, the Chart of Account record will be created in Vantagepoint.
- Exact Online allows decimal places.
- It is recommended to complete the cleanup of Chart of Accounts in Vantagepoint prior to the initialization of the productized integration.
- Exact Online has a requirement that taxes are displayed on the same line as the taxed amount. During the initial sync, the tax codes will be pulled from Exact Online and created in Vantagepoint.
Important: You will need to complete the setup in Vantagepoint.
- Combined taxes are supported, but not compound taxes.
- Interactive Billing Tax Code overrides are not recommended with the productized integration. Using a Tax Code as an override on a line item that has the same Output definition as the Tax Code(s) defined in the Billing Terms (such as both Tax Codes with Output setup for Expense Billing), will cause an incorrect calculation of the tax and invoice amount on the invoice that is sync with Exact Online. Instead, it is recommended that customers uses the WBS levels of the project and Taxes by Phase/Task setup in Billing Terms to separate and define different Tax Codes as needed for line items.
- Lookup table will be used to map tax codes between Exact Online and Vantagepoint
- Exact Online uses a Tax Code.
- The productized integration will create a unique code as the Tax Code in Vantagepoint.
- The name of the Tax Code in Exact Online will be used as the description of the Tax Code in Vantagepoint.
- Deleting a tax code in either system will need to be manually updated in the other system.
- The productized integration does not support the syncing banks between Vantagepoint and Exact Online. Creation of Bank(s) need to be manually created in Vantagepoint.
- Bank codes/accounts are required in Vantagepoint to create Cash Receipts and AP/EM Payments.
- Bank names must match in both systems
- A lookup table will be used to support processing transactions
- When an employee record is created in Vantagepoint with the “Available to” checkbox “Accounting Users” is checked, the Employee is created as a Contact in Exact Online.
- The employee record is added to a lookup table in Unionpoint. This will support the Expense report process and payments.
- If the record was already created as a Contact record in Exact Online, deselecting the Available to: Accounting Users option will disable the sync.
- Vantagepoint AP invoices are called purchase invoices in Exact Online. When an AP Invoice is created and posted in Vantagepoint, the purchase invoice is created in Exact Online.
- Voucher numbers need to be configured in Vantagepoint (in ). The integration is sending the Voucher number as reference to Exact Online, and the voucher number is a required data point for the integration to work, so it needs to be turned on and made mandatory in Vantagepoint.
- Deleting an AP Invoice needs to be manually done in both Vantagepoint and Exact Online.
- AP voucher address will default to the Exact Online supplier postal address, even if a different one is selected when creating the AP Voucher in Vantagepoint. The postal address for a supplier in Exact Online is mapped to the payment address on a firm in Vantagepoint.
- When an AP or EM payment is made in Exact Online, the payment is created and posted in Vantagepoint.
- Only the Accounting module of Exact Online is supported, which does not include Employee records.
- When deleting an AP or EM payment in Vantagepoint, it has to be manually deleted in Exact Online.
- Do not override the payment currency. This will create a mismatch with the bank currency. For example, if an AP voucher entered in Vantagepoint in GBP, thus entered in Exact Online in GBP and then paid in EUR, the payment will go across based on the bank EUR and a mismatch occurs.
- AP and EM Credits / Reversal requires a manual process and is not supported by the productized integration.
- An employee expense report in Vantagepoint will be created as a purchase invoice in Exact Online that's tied to a contact (supplier) record in Exact Online. The process is similar to AP Invoices.
-
- Only the Accounting module of Exact Online is supported, which does not include Employee records.
- If an employee expense report is deleted in Vantagepoint, the corresponding bill must be deleted manually in Exact.
- The amount sent to Exact Online is in the payment currency.
- An invoice is created in Vantagepoint either in Interactive Billing or Transaction Center. After accepting and posting the invoice in Vantagepoint, the invoice is created in Exact Online.
- Invoice Line Data created in Exact Online is grouped by Item Code and Tax Code
- item Code = Invoice Section
- For tax code mapping, see the Tax Codes section in Configuration (of Unionpoint Portal).
- Invoice Line Data created in Exact Online is grouped by Item Code and Tax Code
- If the database is multicurrency, the billing currency code and amount is sent to Exact Online.
- Invoices that are unposted in Vantagepoint will need to be manually deleted from Exact Online.
- Negative invoices will not be sent to Exact Online and the user will get an error email stating that there is an error processing the invoice batch.
- The link to the Exact Online Customer for the invoice should be based on the Billing Client assigned to the project, not the Primary Client.
- For Billing Groups, if not consolidated, each project will be sent to Exact Online. If consolidated, the main project for the group will be sent to Exact Online.
- In Exact Online, Credit Memos are called Credit Notes. You can submit a Credit Memo for Invoices in Vantagepoint that have been posted and not paid. After creating and posting the credit memo, a credit note is created in Exact Online.
- To reverse or credit invoices that have been posted, see Invoices via Interactive Billing.
- When receipt of payment is processed for an invoice in Exact Online, the cash receipt will be created and posted in Vantagepoint as follows:
- If a payment is deleted in Exact Online, then the Cash Receipt file will need to be manually unposted and the file deleted in Vantagepoint.
- For multicurrency environments, the cash receipt payment is recorded in Vantagepoint using the billing currency of the invoice.
- Cash receipt information is pulled from Exact Online every five minutes.
- When a journal entry is posted in Vantagepoint, a journal entry will be created in Exact Online. This is to support journal entries and those created by revenue generation (no tax codes involved) and unit transactions (no tax codes involved).
- Manual journal entries that require tax codes need to be entered directly into your GL system (Exact Online).
- The management of daily exchange rates in Vantagepoint is not supported by the productized integration.
- XE.com subscription is required.
- Multicurrency is supported for transactional purposes such as:
- Transactions sent from Vantagepoint to Exact Online including Client/Sales Invoices (Billing Currency), AP Vouchers (Payment Currency), Expense Reports (Payment Currency), Journal Entries (Transaction Currency).
- Transactions sent from Exact Online to Vantagepoint are AP, EX Payment, or Cash Receipt sent from Exact Online to Vantagepoint based on the bank code currency.
- Since Exact Online is the GL system of record, Gains/Losses calculations should be done in Exact Online.
- When enabling or disabling the Use Files to Group Transactions option, posted Vantagepoint transaction with pending payments or receipts will lose its connection and won’t sync back to Vantagepoint.
- Partial Expense Report payments will not sync back to Vantagepoint. Once the expense is fully paid, the Expense Report status will be updated.
- It is recommended that all address changes be made directly in Vantagepoint, since edits to include tax number in Exact Online will not sync back to Vantagepoint.
- Exact Online Accounts (Supplier and Customer) synced to Vantagepoint have their Ready for Processing fields set to N. Thus, it is recommended that Firms—both client and vendor—be created and set up in Vantagepoint.
Configuration
When parameters are entered and the integration is initiated, all the configuration required in Vantagepoint and Exact Online, such as enabling variables, are done through the Unionpoint Portal.
Properties
This productized integration does not require defining additional integration properties.
Connection to Exact Online
To connect to Exact Online, via its connector, a new connection requires the following parameters:
|
Parameter |
Description |
|---|---|
|
Tenant Name |
Name of tenant to connect to. Note: This field is case sensitive.
|
Connection to Vantagepoint
To connect to Vantagepoint, via its connector, a new connection requires the following parameters.
|
Parameter |
Description |
|---|---|
|
Vantagepoint domain and path |
The complete domain name and path to your Vantagepoint instance.
Example: |
|
Consumer Key |
The ID of the client. |
|
Secret |
The secret key of the client. This allows the connector to authenticate through a single API key or secret. |
|
Redirect URL |
The redirect URL to be copied into Vantagepoint (under ) for your integration instance. |
|
Database |
The database of the client. |
|
Culture |
Language of the Vantagepoint database.
Example: Note: Make sure to connect Unionpoint using the same Culture that your users are logging in as. If you sync with different languages, users will see "Text Not Transalated" for much of the synchronized data.
|
Data Mapping
For seamless integration between applications, you need to map data appropriately. This section provides data mapping information about the integration from Vantagepoint to Exact Online and back.
Employees: Vantagepoint to Exact Online - Vendors
The following table shows the sources of employee data from Vantagepoint to Exact Online:
|
Vantagepoint |
Exact Online |
|---|---|
|
Title Name |
Contact Name |
|
Employee code/Id |
Contact Number |
|
First Name |
First Name |
|
Last Name |
Last Name |
|
Employee Code/ID |
Account Number |
|
Email Address |
Email Address |
|
Address 1 |
Visit Address line 1 |
|
Address 2 |
Visit Address line 2 |
|
Address 3 |
Visit Address line 3 |
|
City |
Visit City |
|
State |
Visit Region |
|
Zip |
Visit Post Code |
|
Country |
Visit Country |
|
Work Phone |
Phone |
|
Mobile Phone |
Mobile Phone Number |
|
Status |
Contact Status |
Firms: Vantagepoint to Exact Online
The following table shows the sources of client data from Vantagepoint to Exact Online:
|
Vantagepoint |
Exact Online |
|---|---|
|
Name |
Name |
|
Client Code or Vendor Code |
Search Code - up to 18 characters |
|
Status |
Customer, Prospect or Suspect |
|
Primary email |
Email Address |
|
Work Phone |
Default Phone number |
Firms: Exact Online to Vantagepoint
The following table shows the sources of client data from Exact Online to Vantagepoint:
|
Vantagepoint |
Exact Online |
|---|---|
|
Name |
Name |
|
Is Client |
is sales |
|
Client Code |
Code |
|
Is Vendor |
Is supplier |
|
Vendor Code |
Code |
|
Status |
(defaults to Active) |
|
Organization |
(defaults to first Org) |
|
Client Type |
(defaults to Blank) |
|
Vendor Type |
(defaults to Blank) |
|
Prior Work |
(defaults to False) |
|
Recommended |
(defaults to False) |
|
Is competitor |
(defaults to False) |
|
Sort Name |
Contact Name |
|
Available for CRM |
(defaults to No) |
|
Available to accounting users |
(defaults to Yes) |
|
Ready for processing |
(defaults to No) |
|
Ready for processing for company |
(defaults to No) |
Firms: Vantagepoint to Exact Online - Address
The following table shows the sources of client data from Exact Online to Vantagepoint:
|
Vantagepoint |
Exact Online |
|---|---|
|
Is primary address |
Yes (map to Visit) |
|
Is payment Address |
Yes (map to Postal) |
|
Is billing address |
Yes (map to Invoice) |
|
Is Accounting |
Yes (map to Delivery) |
|
Address 1 |
Address line 1 |
|
Address 2 |
Address line 2 |
|
Address 3 |
Address line 3 |
|
City |
City |
|
State |
Region |
|
Zip |
Postal Code |
|
Country |
Country |
|
Phone |
Phone number |
|
Email Address |
Email Address |
Chart of Accounts
The following table shows the chart of accounts:
|
Vantagepoint |
Exact Online |
|---|---|
|
Number |
Code |
|
Account Name |
Description |
|
Status |
(defaults to A) |
|
Name |
Name |
|
Type |
From Mapping table (debit / credit) |
|
Cash Balance Account |
(defaults to blank) |
|
Detail |
(defaults to 1) |
|
Unrealized loss account |
(defaults to blank) |
|
Unrealized gain Account |
(defaults to blank) |
|
Cash Basis Revaluation |
(defaults to blank) |
Currencies
The following table shows the sources of currency data from Vantagepoint to Exact Online:
|
Vantagepoint |
Exact Online |
|---|---|
|
Code |
Code |
|
Description |
Description |
AP Voucher: Vantagepoint AP Voucher to Exact Online Bill
The following table shows the sources of AP voucher data from Vantagepoint AP to Exact Online Bill:
|
Vantagepoint |
Exact Online |
|---|---|
|
Vendor Name |
Supplier Name |
|
Voucher number |
Reference |
|
Invoice Date |
Date |
|
Currency Code |
Currency Code |
|
(Defaults to Authorised) |
Status |
|
End Date |
Due Date (uses mapping value from Unionpoint) |
|
(Uses Exclusive if tax code is present no Tax if not) |
Line Amount Type |
AP Voucher: Vantagepoint AP Voucher to Exact Online Bill Line Items
The following table shows the sources of AP voucher data from Vantagepoint AP Voucher to Exact Online Bill Line Items:
|
Vantagepoint |
Exact Online |
|---|---|
|
(Defaults to 1) |
Quantity |
|
Net Amount |
Line Amount |
|
Account |
Account code |
|
Tax Code |
Tax rate name |
|
Total Tax |
tax Amount |
Expenses: Vantagepoint to Exact Online
The following table shows the sources of expense data from Vantagepoint to Exact Online:
|
Vantagepoint |
Exact Online |
|---|---|
|
Employee Name |
Contact Name |
|
Report name + Refno |
Reference |
|
Report date |
Date |
|
Payment Currency Code |
Currency Code |
|
(Defaults to Authorised) |
Status |
|
End Date |
Due Date (uses mapping value from Unionpoint) |
|
(Uses Exclusive if tax code is present no Tax if not) |
Line Amount Type |
Expenses: Vantagepoint to Exact Online Line Items
The following table shows the sources of expense data from Vantagepoint to Exact Online Line Items:
|
Vantagepoint |
Exact Online |
|---|---|
|
(Defaults to 1) |
Quantity |
|
Net Amount |
Line Amount |
|
Account |
Account code |
|
Tax Code |
Tax rate name |
|
Total Tax |
tax Amount |
Sales Invoices: Vantagepoint to Exact Online
The following table shows the sources of sales invoice data from Vantagepoint to Exact Online:
|
Vantagepoint |
Exact Online |
|---|---|
|
Description |
Reference |
|
Billing Client Name |
Invoice to |
|
Primary Billing Client Name |
Ordered by |
|
Inv details/invoice |
Invoice number |
|
Transaction date |
Date |
|
Due Date |
Due Date (uses mapping value from Unionpoint) |
|
Currency Code |
Currency Code |
|
(defaults to authorised) |
Status |
|
(defaults to tax exclusive) |
Amounts are |
Sales Invoices: Vantagepoint to Exact Online Line Items
The following table shows the sources of sales invoice data from Vantagepoint to Exact Online Line Items:
|
Vantagepoint |
Exact Online |
|---|---|
|
WBS1 + WBS2 + WBS3 |
Description (if the WBS level is present) |
|
Invoice section |
Item Name |
|
(defaults to 1) |
Quantity |
|
Amount |
Unit Price |
|
Amount |
Line Amount |
|
Account |
Account Code |
|
Tax code |
Tax type Name (from tax formula) |
|
Amount*effective rate |
Tax amount |
Credit Note: Vantagepoint to Exact Online
The following table shows the sources of credit note data from Vantagepoint to Exact Online:
|
Vantagepoint |
Exact Online |
|---|---|
|
Credit Memo ref no |
Credit note number |
|
Billing Client Name |
Invoice to |
|
Primary Billing Client Name |
Ordered by |
|
Description |
Reference text |
|
Transaction date |
Date |
|
Currency Code |
Currency Code |
|
(defaults to authorised) |
Status |
|
(defaults to tax exclusive) |
Amounts are |
Credit Note: Vantagepoint to Exact Online Line Items
The following table shows the sources of credit note data from Vantagepoint to Exact Online Line Items:
|
Vantagepoint |
Exact Online |
|---|---|
|
Description |
Description |
|
Invoice section |
Item Name |
|
(defaults to 1) |
Quantity |
|
Amount |
Unit Price (changes negative invoices to positive amounts) |
|
Amount |
Line Amount (changes negative invoices to positive amounts) |
|
Account |
Account Code |
|
Tax code |
Tax type Name (from tax formulas) |
|
Amount*effective rate |
Tax amount (formula) |
Journal: Vantagepoint to Exact Online
The following table shows the sources of journal data from Vantagepoint to Exact Online:
|
Vantagepoint |
Exact Online |
|---|---|
|
Description |
Narration |
|
(defaults to POSTED) |
Status |
|
transaction date Date |
Date |
|
(defaults to tax inclusive) |
Line Amount tax type |
Journal: Vantagepoint to Exact Online Line Items
The following table shows the sources of journal data from Vantagepoint to Exact Online Line Items:
|
Vantagepoint |
Exact Online |
|---|---|
|
Credit amount or debit |
Line Amount (checks if the value is negative or positive to decide if credit or debit) |
AP Payment: Vantagepoint to Exact Online
The following table shows the sources of AP payment data from Vantagepoint to Exact Online:
|
Vantagepoint |
Exact Online |
|---|---|
|
Period |
(defaults to current VP active period) [from period search in VP] |
|
Post Seq |
(defaults to 1) |
|
Transaction Type |
(defaults to PP) |
|
Payment Date |
Date |
|
Check Date |
Date |
|
Company Number |
(Uses VP company from the AP voucher) [from AP voucher search in VP] |
AP Payment: Vantagepoint to Exact Online APPChecks
The following table shows the sources of AP payment data from Vantagepoint to Exact Online APPChecks:
|
Vantagepoint |
Exact Online |
|---|---|
|
Period |
(defaults to current VP active period) [from period search in VP] |
|
Seq |
(defaults to 0) |
|
Vendor Number |
Vendor |
|
Voucher Number |
Voucher |
|
Invoice Number |
Invoice |
|
Invoice Date |
Invoice date |
|
Check Date |
Invoice Date |
|
Liability Code |
(defaults to AP General Liability) |
|
Project number (WBS1) |
WBS1 |
|
Phase number (WBS2) |
WBS2 |
|
Task Number (WBS3) |
WBS3 |
|
Account Code |
Account |
|
Organization |
Org |
|
Amount |
Amount |
|
Payment amount |
Amount |
|
Payment terms |
Pay terms |
|
Bank Code |
Bank Code |
|
Check Date |
Check Date |
Invoice Payment: Exact Online to Vantagepoint
The following table shows the sources of invoice payment data from Exact Online to Vantagepoint:
|
Vantagepoint |
Exact Online |
|---|---|
|
Batch |
("Exact" + Payment Id) |
|
Ref no |
Reference |
|
Description |
("Payment invoice" + Invoice number) |
|
Recurring |
(defaults to No) |
|
End Date |
Date |
|
Total |
Amount |
|
Default Bank |
Acount id |
|
Selected |
(defaults to No) |
|
Posted |
(defaults to No) |
|
Creator |
(defaults to "integration") |
|
Period |
(defaults to current VP active period) |
|
Company |
Company |
Invoice Payment: Exact Online to Vantagepoint CR Master Fields
The following table shows the sources of invoice payment data from Exact Online to Vantagepoint CR Master Fields:
|
Vantagepoint |
Exact Online |
|---|---|
|
Batch |
("Exact" + Payment Id) |
|
Ref no |
Reference |
|
Trans Date |
Date |
|
Trans Comment |
Reference |
|
Posted Defaults to No |
(defaults to No) |
|
Bank Code Acount id |
Acount id (uses a search against the bank table to find the matching bank) |
|
Seq Defaults to 1 |
(defaults to 1) |
|
Currency Code |
Currency code |
|
Currency Exchange Override Method |
(defaults to No) |
|
Currency Exchange Override Rate |
(defaults to 0) |
|
Status |
(defaults to A) |
Invoice Payment: Exact Online to Vantagepoint CR Detail
The following table shows the sources of invoice payment data from Exact Online to Vantagepoint CR Detail:
|
Vantagepoint |
Exact Online |
|---|---|
|
Batch |
("Exact" + Payment Id) |
|
Ref no |
Reference |
|
P Key |
(Unionpoint generated uuid) |
|
Description |
Invoice Number |
|
WBS 1 |
WBS1 (From previous Invoice search in VP) |
|
WBS 2 |
Wbs2 (From previous Invoice search in VP) |
|
WBS 3 |
Wbs3 (From previous Invoice search in VP) |
|
Org |
Organization number (From previous Invoice search in VP) |
|
Account |
Accts receivable (From previous Invoice search in VP) |
|
Amount |
Weighted payment [Calculated with : Outstanding_Amount - (Total_Payment_Amount * (Outstanding_Amount/Total))] |
|
Interest Defaults to No |
(defaults to No) |
|
Tax Basis Defaults to 0 |
(defaults to 0) |
|
Currency Exchange Override Rate |
(defaults to No) |
|
Invoice |
Invoice number |