Clock to Exact Online Belgium accounting export

Introduction

The Clock to Exact Online Belgium interface automatically transfers daily accounting data from Clock to an Exact Online Belgium. It exports revenue, payments, deposits, and eligible accounts-receivable documents, reducing the need to create daily accounting entries manually.

The interface connects through OAuth. An Exact Online password is never stored in Clock. The connection must be authorized by an Exact Online user who has access to the required administration, journals, and accounting functions.

How the interface works

The export runs automatically once per day at the configured export hour. It starts with the next unsynchronized date and processes dates in chronological order through yesterday. The current day is not exported because transactions may still change during the day.

For each date, the interface collects and groups:

• Revenue from Clock
• Payments from Clock
• Deposit changes from the Clock trial balance
• Closed unpaid folios, corrections, and voids that qualify for accounts-receivable recognition

The interface resolves the configured G/L accounts and VAT codes against Exact Online and creates the appropriate entries. 

Revenue

• Revenue is grouped by date, revenue group, currency, VAT percentage, Clock tax code, and G/L account.
• The Exact G/L account is taken from the Clock revenue mapping (`gl_codes`). The grouped revenue is posted to Exact Online as a general journal entry in the configured Revenue Journal, balanced against the configured Guest Ledger G/L Account.
• Clock tax-rounding differences are not posted as separate lines. They are added to the largest matching revenue account for the same date, currency, VAT percentage, and tax code.
• When the optional Internal Transfer Clearing G/L Account is configured, transferred restaurant/POS charges use this account instead of their normal revenue account.

Payments

Payments are grouped by currency, Clock G/L code, payment type, and payment subtype. The Clock G/L code must match an Exact Online G/L-account code or ID.

Payment lines are balanced against the configured Guest Ledger G/L Account.

Deposits

The interface reads the daily deposit change for each currency from the Clock folio ledger. The chnage is posted as a general journal entry between the configured Deposit Ledger G/L Account and Guest Ledger G/L Account.

Accounts receivable

The interface recognizes eligible closed unpaid folios and payments assigned to Clock G/L code 9999. It also processes qualifying corrections and reversals of previously exported voided folios. These documents are created in Exact Online through Sales Entries, using the configured Accounts Receivable Journal code.

For a guest folio, the interface first looks for an Exact account with the same email address and then for an account whose code equals the Clock guest profile ID. 

For a company folio, it first matches the VAT number and then the Clock company profile ID. If no matching account exists, a customer account is created in Exact Online.

Accounts-receivable lines use the configured Guest Ledger G/L Account and Exact VAT code 0.

Duplicate protection and recovery

Every export entry receives a unique synchronization marker. Entries completed by an earlier execution are skipped, preventing duplicate postings during a normal retry.

Status notifications and export logs

When a notification email is configured, the interface sends a completion or failure report. The report identifies the processed dates and the number of revenue, payment, deposit, and AR entries. The Export Logs tab is still under development and will provides execution requests, responses, statuses, and timestamps.

How to configure the interface

Step 1: Prepare Exact Online

Before connecting, confirm that the following exist in the target Exact Online administration:

• General journals selected by the accountant for revenue/deposits and ordinary payments
• The sales journal that will be used for accounts receivable
• Guest Ledger and Deposit Ledger G/L accounts
• Revenue and payment G/L accounts corresponding to the codes configured in Clock
• VAT codes corresponding to every VAT percentage and Clock tax-code combination used by the

    property

• Cash and bank journals linked to any payment G/L accounts

  The Exact user who authorizes the connection must have access to the target administration and

  permission to view G/L accounts and journals, create accounting entries, create cash/bank entries,

  and view or create customer accounts.

Step 2: Add and authorize the integration in Clock

1. In Clock PMS, open AppConnector and add Exact Online BE Export.
2. Open the integration's Settings tab.
3. Select Authorise. Allow browser pop-ups if requested.
4. Sign in to the Belgian Exact Online environment.
5. Select or confirm the required Exact administration and approve access.
6. Wait for the authorization window to confirm success and close automatically.
7. Confirm that Clock displays Connection status: authorised.

Clock exchanges the one-time Exact authorization code for access and refresh tokens. The tokens are stored in the server-side integration configuration and refreshed automatically when required.

Step 3: Enter the export settings

When all settings are complete, select the round Save button in the upper-right corner. Wait for the success confirmation before leaving the page.

Step 4: Configure VAT Mapping

Add one VAT Mapping row for every VAT percentage and Clock tax-code combination used by the property:

1. Select Add VAT.
2. Enter the Clock VAT percentage in VAT %, without the percent sign.
3. Enter the Clock Tax code. Leave it blank only when Clock does not use one.
4. Enter the corresponding Exact VAT code.
5. Repeat these steps for every combination used by the property.

Step 5: Verify the first export

1. Use a recent Start date for the initial test.
2. Wait for the email to confirm that the execution completed.
3. Check General journal in Exact for revenue, ordinary payments, and deposits.
4. Check the corresponding cash and bank journals when those payment types are used.
5. Check the configured AR journal for eligible unpaid folios.
6. Compare the totals and currencies with the Clock accounting reports for the same date.

If an earlier date must be exported after a checkpoint has already been created, contact Clock support. Changing Start date alone does not reset the checkpoint.

Account configuration in Clock

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.

1. Go to Settings -> All Settings -> Charge Custom Fields.
2. Check whether a field named gl_codes exists.
3. If it does not exist, create it with Name: gl_codes and Type: string.
4. Go to Settings -> All Settings -> Charge Templates.
5. Edit each charge template and enter its account in the GL codes field.

Payment account codes

1. Go to Settings -> All Settings -> General Ledger Accounts.
2. Review the existing payment rules and create the required mappings.
3. Set each mapping to the corresponding Exact G/L-account code.
4. Place more specific payment type and subtype rules before general rules.

Disconnecting or reauthorizing

Use Disconnect when the Exact user changes, authorization is revoked, or the Exact application scopes are updated. Disconnecting removes the stored Exact OAuth tokens and marks the connection as unauthorized. The settings displayed in Clock are preserved.

Select Authorise again to create a new Exact connection, then confirm and save the settings.

Troubleshooting

• The connection is not authorised

Select Authorise, allow the pop-up window, and complete the Exact consent flow. If application scopes were changed, disconnect and authorize the connection again.

• A G/L account or VAT mapping cannot be found

Confirm that the Clock account code exists in Exact Online and that VAT Mapping contains the exact VAT percentage and Clock tax-code combination from the failed date.

• A cash or bank journal cannot be found

Confirm that the Exact G/L account has type 10 for Cash or type 12 for Bank and that an Exact journal is linked to the same G/L account.

• The export stops on one date

Correct the reported mapping, permission, or Exact validation error and run the interface again. It will resume from the failed date. If the error indicates that an entry may already have been posted, contact Clock support before retrying.

• The notification email did not arrive

Check the configured notification email and its spam or junk folder. Then review the Export Logs tab for the execution result.