The integration between Yokoy and Exact Online ensures that expense claims and purchase invoices from Yokoy are automatically processed as purchase transactions in Exact Online. Yokoy Card transactions are processed as journal transactions in Exact Online.

In this manual, we describe the steps to set up, activate, and modify the Yokoy - Exact Online integration.
The final chapter includes tips, FAQs, and solutions for the most common error messages.

Some benefits of the integration:

• The Databrydge platform is available online;

• Automatically exports Yokoy transactions into Exact Online;

• Synchronizes fully automatic suppliers, tags, and general ledger accounts from Exact Online into Yokoy;

• Mutations are imported daily (overnight);

• Any error messages are displayed within the integration and can optionally be sent via daily email;

• Supports multiple currencies and can also be configured based on the company’s functional currency;

Important information before setting up the integration:

• The ERP system (Exact Online) is the primary system for all data. The Databrydge integration follows Yokoy's logic to synchronize data between the different software packages.
  We will clarify this with an example: It is not possible to create suppliers or modify bank account numbers in Yokoy. Therefore, the integration will not update this information in Exact Online. Even if Yokoy detects a new bank account number on an invoice, these details must be manually updated in Exact Online.

• If a setting is manually changed in Yokoy but not updated in the Databrydge platform, the integration will overwrite the modified data with the information available in the integration.
  We will clarify this with another example: In the integration, it must be configured which cost center in Exact Online is mapped to the cost object in Yokoy. In Yokoy, the ERP code of the cost object can be manually modified. If this change is not updated in the Databrydge platform, the integration will revert the manual change to the information stored in the integration.

The manual consists of the following sections:

Under construction.

SUnder construction.

To ensure the integration can retrieve Yokoy transactions, a separate user must be created in Yokoy. This account needs to have Developer User rights.

We recommend creating a separate user in Yokoy specifically for establishing the integration with Databrydge.

• Open the relevant environment in Yokoy and navigate to the tab HR / User Management tab in the menu / Click on + Add User (located at the top right, dark blue button).

Open

• The following fields must be filled in, the remaining fields can be left blank:

  • Company: Select the main company;

  • First Name: “Databrydge”;

  • Last Name: “Connection”;

  • Email: [an unique and preferably a general organizational email address]

• Employee account (ERP): Enter a random number or text here. It is not allowed to leave this field empty.

• Line manager: Select any line manager; this field cannot be left empty.

• My approval limit: Enter an extremely high amount here (e.g., “99999999”) to ensure the integration can process the transaction without restrictions.

Open

• Click on: Active and invite.

The Databrydge account in Yokoy needs to have “Developer users” rights in Yokoy:

• Open the menu and go the tab Admin / Organization (before called “Tool Admin”) / Developer Users tab: Select the Databrydge account that was just created.

Open

• Click on: Save.

The Databrydge account in Yokoy needs to have access to various tabs in the Admin menu to import data from Exact Online into Yokoy:

• Open the tab in the menu Admin / Finance/HR roles / Click on: + Add new role;

Open

• Enter the following information:

1. Employee: Select the Databrydge account that was just created;

2. Roles: Check the checkboxes of the following roles:

   1. Human resources (HR), so the integration has the permission to retrieve users from Yokoy;

   2. Finance, so the integration has permission to adjust financial settings in Yokoy.

3. Set up: Open the drop-down menu and check the checkboxes the following options if available:

   1. Transaction settings, if the Yokoy Pay module is set up;

   2. Category setup, if the Yokoy Expense module is set up;

   3. Company cards, if the Yokoy Pay module is set up;

   4. Cost object setup;

   5. Integrations;

   6. Company settings;

   7. Tax rate setup;

   8. Suppliers, if the Yokoy Invoice module is set up;

   9. Categories (Supplier invoices), if the Yokoy Invoice module is set up;

   10. Invoice settings, if the Yokoy Invoice module is set up.

Open

• Click on: Activate

The integration user is now been fully created in Yokoy. This account can now be activated.

In the meantime, the activation email for the new account will have been sent to the provided email address.

• Open the email and click on: Activate account;

• Follow the steps in Yokoy to activate the account.

Once the account has been activated, the credentials needs to be generated. These credentials must be entered on the Databrydge platform during the integration setup.

• Open the menu and open the Admin / Developers tab.

Open

In the top of the right corner, you will find the Yokoy Organization ID. This ID must be entered during the integration set up.

• Copy the Yokoy Organization ID and save it securely;

• Click in the same screen o onn: + Generate credentials;

• Click on: Generate OAuth credentials and then click: Generate credentials.

Open

• Enter the API credentials name as: “Databrydge” and click on: Next;

Open

The next screen will display the Client ID and Client secret (together, these form the credentials for the account). They are both neededduring the integration setup.

• Copy the Client ID and save it securely;

• Copy the Client Secret and save it securely.

Open

• Check the checkbox next to "I’ve copied and saved this information somewhere safe" and click on: Close.

The integration user is now fully activated in Yokoy.

Yokoy automatically changes the status of Yokoy Expenses and Yokoy Pay transactions to "Exported" once the data has been exported to the ERP system. However, this does not apply to Yokoy Invoices, which is why it is necessary to activate the Yokoy export feature.

The Yokoy Invoice Export can be activated using the following steps:

• Open the menu and open the Admin / Integrations tab: Invoice export / Start wizard;

Open

• Enter the following information:

1. Export name: “Databrydge”;

2. Choose document type: Open the drop-down menu en select “All Suppliers Invoices”;

Open

• Click on: Next;

• Enter the following information:

1. ERP: Open the drop-down menu en select “Yokoy Standard Export (API)”

Open

• Click on: Next;

• Enter the following information:

1. Reporting Currency: Open the drop-down menu and select the desired export currency;

   1. Original currency: Select this option if the invoices need to be exported in the invoice's original currency;

   2. Convert to company currency: Select this option if the invoices need to be exported in the currency set for this company.

       2. Data: Check all data fields

Open

• Click on: Next;

In the following two screens, the message "Export setup: To enable SFTP connection, first finish configuring the facility" is displayed. These messages can be assumed to be correct.

• Click on: Next;

In the following two screens, the message "Export setup: To enable auto-export, first finish configuring the facility" is displayed. These messages can be assumed to be correct.

• Click on: Next;

In the following screen, the message "There is no applicable authentication for the selected system" is displayed. This message can be assumed to be correct.

• Click on: Activate;

• Click on the newly created wizard.

The following screen displays the Yokoy Invoice export ID. While configuring the integration on the Databrydge platform, the Yokoy Invoice export ID must be entered.

• Copy the Yokoy Invoice export ID and save it securely;

Open

• Click on: Back;

The integration user is now fully activated in Yokoy, including the rights to export Yokoy Invoices. It is recommended to log out of Yokoy as the integration user and log in with the Yokoy support account before proceeding with the next steps in the manual.

The required cost objects needs to be created in Yokoy. For instructions on how to create the cost objects in Yokoy, please look at the Yokoy website: https://yokoy.atlassian.net/wiki/spaces/Documentation/pages/300318837/Set+up+cost+objects

The required expense categories must be created in Yokoy. For instructions on how to create the expense categories in Yokoy, please look at the Yokoy website: https://yokoy.atlassian.net/wiki/spaces/Documentation/pages/296485080/Expense+categories

The required VAT codes must be created in Yokoy. For instructions on how to create the VAT codes in Yokoy, please look at the Yokoy website: https://yokoy.atlassian.net/wiki/spaces/Documentation/pages/289964033/Configure+tax+rates

In the integration, the users from Yokoy need to be linked to the creditors in Exact Online. The required users must be created in Yokoy. For instructions on how to create users in Yokoy, please look at the Yokoy website: https://yokoy.atlassian.net/wiki/spaces/Documentation/pages/1008074779/User+management

The following data can be automatically synchronized from Exact Online to Yokoy once indicated in the integration. These do not need to be created first in Yokoy.

• Tags: In the integration, it can be set up for the projects in Exact Online to be synchronized as tags to Yokoy.

• Invoice categories: In the integration, it can be set up which general ledger accounts from Exact Online (1. Balance sheet accounts, 2. Profit and loss accounts, or 3. Both, including balance sheet and profit and loss accounts) should be synchronized as invoice categories to Yokoy. These do not need to be created first in Yokoy.

• Suppliers: In the integration, it can be set up for the creditors in Exact Online to be synchronized as suppliers to Yokoy.

With this, the settings in Yokoy are complete. Next, a few settings need to be made in Exact Online.

For setting up Exact Online a basic knowledge of Exact Online and/or accounting is recommended. We assuming the basic set up, such as the chart of accounts etc., is already configured in Exact Online.

We recommend creating a separate user in Exact Online to establish the integration with Databrydge.

For instructions on how to create a user in Exact Online, please look at the Exact Online website: Create users

The following general ledger accounts need to be created in Exact Online:

• A profit and loss account for the rounding differences in the integration. When amounts are split in Yokoy, rounding differences of a few cents may occur. The integration uses this general ledger account to account for these small residual amounts, ensuring that the company remains accurate. We recommend naming this account: "Yokoy Expense - Remaining amounts".

• A profit and loss account for tips. We recommend naming this account: "Yokoy Expense - Tips".

• A balance sheet account for Yokoy Pay transactions. We recommend naming this account: "Yokoy Card Transactions".

• A profit and loss account for rounding differences. We recommend naming this account: "Yokoy Invoice - Rounding difference".

For creating the General Ledger accounts in Exact Online, please look at the Exact Online website: Create general ledger accounts

The following journals need to be created in Exact Online:

• Purchase journal: "Yokoy Expense"

• General / Memo journal: "Yokoy Card Transactions"

• Purchase journal: "Yokoy Invoices" → If the Yokoy Invoice Module is being used.

For instructions on how to create journals in Exact Online, please look at the Exact Online website: Create journals

The required cost centers need to be created in Exact Online. For creating cost centers in Exact Online, please look at the Exact Online website: Create cost centers

Employees need to be set up as creditors in Exact Online. For creating creditors in Exact Online, please look at the Exact Online website: Create creditors

In Yokoy, there are two ways to export data in combination with currencies:

1. Exporting amounts in the company currency;

2. Exporting amounts in the source currency (this refers to the currency stated on the receipt or invoice).

The settings in Exact Online regarding currencies also depend on these options.

1. If you choose to export amounts in the company currency, no additional settings are required in Exact Online.

2. If you choose to export amounts in the source currency, the required foreign currencies must also be available in Exact Online.

For creating currencies in Exact Online, please look at the Exact Online website: Create currencies

This completes the settings in Exact Online, and the integration can be configured on the Databrydge platform.

Most settings in the Databrydge platform can still be modified at a later time. However, changing the organization, software packages, and the authentication of the software packages / credentials is unfortunately not possible. If these need to be changed, the current integration must be stopped, and a completely new integration must be set up.

• Go to the website: Databrydge

• Log in with the email address and password (the activation link is sent via email).

The homepage of the Databrydge platform is displayed:

Open

• Click on: ONBOARDING

The following screen will open:

Open

• Enter the following information:

1. Reseller: Select the name of the relevant Reseller (the organization how is setting up the integration);

2. Organization: Select the name of the relevant end customer. If it has not yet been created, we recommend creating the organization first via Organizations (on the left, in the menu);

3. Synchronisation start date: Enter the date from which the integration should start transferring data from Yokoy to Twinfield. [YYYY-MM-DD];

4. Package to connect: First, select Yokoy, and then select Exact Online;

5. Connection tag: Enter here the description that will be placed at the end of the connection name. Our advice is to indicate here (also) whether it is a test or production connection and that it will be a unique description.

6. Connection name: Is automatically created following the following default [Organization] - [Packages to connect] - [Connection tag];

7. Checkbox “on”: ‘I am aware that costs will be charged when creating a new connection” and “I confirm that I agree with Databrydge's Terms and Conditions and Privacy Policy” to continue setting up the connection.

8. Click on: NEXT.

The Databrydge integration needs to gain access to Yokoy by setting up the credentials.

The following screen will open:

Open

• Click on: Yokoy / Credential

1. Select at Credential: Create new credential;

2. Select at Credential type “Yokoy”;

The screen will then expand to:

Open

• Enter the following details:

1. Name: Enter the name of the credential: [Administratienaam] - Yokoy - [Test / Prod];

2. Client Id: Enter the Yokoy Client ID here (which was generated in Step: Creating the integration user in Yokoy from this manual);

3. Client Secret: Enter the  Yokoy Cliënt Secret here (which was generated in Step: Creating the integration user in Yokoy from this manual);

4. Yokoy organization Id: Enter the Yokoy Organization ID here;

5. Environment: Select “Production” if the integration is being set up with the production environment in Yokoy, and select 'Test' if the integration is being set up for the test environment in Yokoy.

The integration with Yokoy has been successfully set up.

The Databrydge integration needs to gain access to Exact Online by setting up the credentials.

• Click on: Exact Online / Credential

1. Select the Credential: Create new credential;

2. Select the Credential type: “Oauth 2”;

The screen will then expand to:

Open

• Name: Enter the name of the credential: [Company name] - Exact Online - [Test / Prod];

• Click on: CONNECT

The Exact Online login screen is displayed: 

Open

• Log in with the Exact Online login details.

• In the next page, authorise (tick) the following checkboxes:

  • All current and future companies,

  • Yes, I accept the Exact Online App Center Terms & Conditions of Use,

  • Yes, I understand…(etc)

• Click on: “Yes, ALLOW” to save the settings.

The internet browser will now open a new tab with the following screen:

Open

This screen can be closed.

Open

Go (back) to the tab with the integration. It will now show that the integration with Exact Online is CONNECTED (previously it showed CONNECT). 

Open

 The integration with Exact Online has been established.

• Click on: NEXT.

The integration will now retrieve the available companies from Exact Online. 

Open

• Select the relevant Exact Online company;

• Click on: NEXT.

The integration will now retrieve the available data from Yokoy and Exact Online.

The settings in the following screen determine the behavior of the connection. If changes are made here, the connection will apply this behavior to the newly provided data. This means data which has already been fully exported to Exact Online, will not be modified.

Once the connection has finished retrieving all data from Yokoy and Exact Online, the following screen will open

Open

Fields to be filled in: