Introduction
The Clock to Exact Online Netherlands interface transfers accounting information from Clock to Exact Online. It reduces manual work by exporting revenue, payments, advance payments, invoices, corrections, and voids.
The export runs automatically at the configured time. It processes the next unexported accounting date through yesterday. If an error occurs, the export stops on that date so the issue can be corrected before processing continues.
Choose the accounting model
The interface supports two accounting models. Confirm the correct model with the property's accountant before the first export.
| Accounting event | Consumed Accounting Flow (Accrual) | Closed Accounting Flow (Cash) |
|---|---|---|
| Revenue and VAT | Recorded daily when services are consumed | Recorded when the folio is closed |
| Invoices | Only qualifying unpaid folios are transferred to Accounts Receivable | Every closed folio is transferred as a customer sales entry |
| Advance payments | Recorded when received and cleared as the related services are consumed | Recorded when received and matched when the invoice is issued |
| Accounts receivable | Only qualifying closed unpaid folios become AR documents | Every closed folio is exported as a customer Sales Entry |
| Payment matching | Not used | Deposit or Guest Ledger balances are matched against accounts receivable |
Important: Do not change the accounting model after synchronization has started. Doing so may cause the same activity to be recognized under two different accounting processes.
What is exported
Revenue and invoices
Revenue is grouped by accounting date, currency, revenue account, and VAT treatment.
- In the Consumed Accounting Flow (Accrual), revenue and VAT are exported daily and balanced against the Guest Ledger.
- In the Closed Accounting Flow (Cash), a customer sales entry is created when the folio closes. Payments already received are then matched against the invoice.
Corrections and voids are exported only when the original document was previously exported. This prevents a reversal from being created without its original transaction.
Payments
Payments are grouped by date, currency, payment method, and payment account. Cash and bank payments are transferred to their corresponding Exact journals. Other payments use the configured Payment Journal.
In the Closed Accounting Flow (Cash), payments received before the folio closes are treated as advance payments. Payments received on or after closure are posted against the Guest Ledger and matched to the customer invoice.
- Payment type transfer is excluded because it represents an internal movement between folios.
- Payment account 9999 is reserved for special Accounts Receivable processing and is not exported as a normal payment.
Customers
The interface first tries to find the existing customer in Exact Online. If no suitable customer exists(looked up by e-mail for the guests and VAT for companies), it creates one. Guests without a name are created as Anonymous guest. Invalid or incomplete country information is left blank.
How to configure the interface
1. Prepare Exact Online
Ask the property's accountant to prepare and confirm:
- The journals for revenue, payments, cash, bank, and Accounts Receivable
- The Guest Ledger and Deposit Ledger accounts
- The revenue and payment accounts used by Clock
- The VAT codes used by the property. Only Exact VAT codes with Type=Including should be used.
The Exact Online user authorizing the connection must be allowed to create accounting entries and customer accounts in the selected administration.
2. Connect Clock to Exact Online
- Open AppConnector in Clock PMS+.
- Add Exact Online NL Export.
- Open Settings and select Authorise.
- Sign in to Exact Online Netherlands and approve access.
- Confirm that Clock shows the connection as authorised.
3. Enter the export settings
| Setting | Purpose |
|---|---|
| Accounting model | Select Consumed Accounting Flow (Accrual) or Closed Accounting Flow (Cash) as agreed with the accountant |
| Start date | First accounting date to export |
| Export hour | Time at which the daily export starts |
| Guest Ledger account | Clearing account for guest balances |
| Deposit Ledger account | Account for advance payments |
| Revenue Journal | Journal for daily revenue and deposit entries |
| Payment Journal | Journal for payments that are not cash or bank entries |
| Accounts Receivable Journal | Sales journal for customer invoices and AR documents |
| Notification email | Address that receives failure notifications |
Start date: After the first successful export, the interface continues from the last completed date. Changing the Start date does not move this checkpoint backward.
4. Configure account and VAT mappings
Each Clock revenue and payment account must correspond to an account in Exact Online.
Revenue account codes
Each revenue-producing charge must provide an account code in its Clock charge custom fields. The code must match an Exact Online G/L-account code.
- Go to Settings -> All Settings -> Charge Custom Fields.
- Check whether a field named gl_codes exists.
- If it does not exist, create it with Name: gl_codes and Type: string.
- Go to Settings -> All Settings -> Charge Templates.
- Edit each charge template and enter its account in the GL codes field.
Note: Configure gl_codes before posting charges. Existing charges can be updated through the Charge Custom Field Check Report.
Payment account codes
- Go to Settings -> All Settings -> General Ledger Accounts.
- Review the existing payment rules and create the required mappings.
- Set each mapping to the corresponding Exact G/L-account code.
Add a VAT mapping for every VAT percentage used by the property. A specific Clock tax code can be included when it has accounting meaning. If it does not, leave the tax code blank and the mapping will apply to that VAT percentage generally.
Important: Exact account numbers, journal codes, and VAT codes differ between administrations. Always use the values supplied by the property's accountant.
Check the first export
- Use a recent Start date for the initial test.
- Confirm in Export Logs that the run completed.
- Check the relevant revenue, payment, cash, bank, and Accounts Receivable journals in Exact Online.
- Compare the totals and currencies with the Clock accounting reports for the same date.
Every run is recorded in Export Logs. Successful runs do not generate email. If a run fails, the configured notification address receives the error and the export resumes from the failed date after the problem is corrected.
Possible duplicate warning: If an error says that a transaction may already have been posted, do not retry it manually. Check Exact Online and contact Clock support first.
Reauthorizing the connection
Use Disconnect and then Authorise again when the Exact Online user changes, access is revoked, or the application's permissions are updated. The accounting settings in Clock are preserved.