Contents
What is this integration?
The Exact integration lets you pass Golfmanager's invoices and customers into the accounting without typing them by hand. Golfmanager generates XML files (in the eExact-XML format) compatible with Exact Online and Exact Globe, which are imported directly into the accounting program.
It offers two exports: the invoices one (the sales entries of a period) and the customers one (the account records).
It's not an API connection nor an automatic sync. Golfmanager generates a file that you download and that is then imported manually into Exact (usually by the accountant).
What problem does it solve?
It eliminates manual entry of invoices and customers in the accounting.
It reduces typing errors in amounts, accounts and VAT.
It saves time in the monthly or quarterly close.
It keeps the consistency between what's invoiced in Golfmanager and what's booked in Exact.
Which systems does it connect, and which way does the data flow?
The integration works in one direction only: from Golfmanager to Exact.
It's an on-demand export: you choose the period and generate the file when you need it.
Exact doesn't return information to Golfmanager. It's not a real-time or two-way sync.
The "bridge" between the two systems are the XML files Golfmanager downloads and that are then loaded into Exact.
What information is exported?
There are two separate files:
Invoices: for each invoice, the sales entry with the customer line (total) and the sales lines per product, with their GL account and their VAT code.
Customers: the record of each customer account (name, phone, email, address, postal code, city, country and tax/VAT number).
Invoices also include the journal code by type (standard sales, summary or credit notes) and, for members, their membership number is used as the account code.
Prerequisites (before turning the integration on)
Have billing active in Golfmanager. Only confirmed invoices are exported.
Have the Exact module installed from the App Market. After installing it, the Exact section appears in the Billing configuration and the export buttons appear.
Billing management permissions to access the configuration and the exports.
Know how the accounting is set up in Exact: the accounts and journals must match those your accountant uses. It's best to agree this with whoever handles the accounting.
How to set it up in Golfmanager (step by step)
Step 1 — Install the module
Go to Settings > System > App Market and install the Exact module.
Step 2 — Exact configuration
Go to Settings > Billing > Exact (the Exact Configuration section).
Enter the Default customer code (the account for summary invoices).
Select the Summary invoice series, if you use it.
Check the Next account to assign counter (for customers without an account).
Save your changes.
Step 3 — Summary series on the company
In the company record, fill in the Summary invoice series (it takes priority over the setting above).
Save your changes.
Step 4 — Customer accounts
On each customer, check the accounting account and, for members, the membership number (which is used as the account).
Save your changes.
Step 5 — Product and subfamily accounts
On each product (or on its subfamily), fill in the sales accounting account.
Save your changes.
Step 6 — VAT
Exact uses specific VAT codes. Make sure your taxes use the supported rates:
VAT in Golfmanager | VAT code in Exact |
0% | 0 |
6% | 1 |
12% | 3 |
21% | 5 |
Other rate | No VAT code |
⚠️ If a product uses a VAT other than 0%, 6%, 12% or 21%, the line is exported without a VAT code (with the full amount). Try to use the supported rates.
Each configuration field explained
Below, each field is explained: what it is, how it affects the system, how it behaves, and an example of use.
Exact configuration (Settings > Billing > Exact)
Default customer code
Field name: Default customer code.
Description: the Exact GL account used for summary invoices (grouped).
System impact: it's the customer account assigned to the invoices of the summary series.
System behavior: it only applies to invoices whose series matches the configured summary series.
Example of use / what happens: you set a "miscellaneous customers" account like
43000000and all summary invoices are booked there.
Summary invoice series
Field name: Summary invoice series.
Description: indicates which invoicing series corresponds to the summary ones.
System impact: the invoices of that series use the default customer code and the summary journal (706).
System behavior: the series is identified by its specific counter, not by the prefix. If it's set on the company record, that takes priority over this setting.
Example of use / what happens: you select your summary series; the rest of the invoices are treated as normal sales (journal 705).
Next account to assign
Field name: Next account to assign.
Description: a counter that automatically assigns an account code to customers who don't have one.
System impact: it prevents an invoice from failing because the customer has no account.
System behavior: each time an invoice of a customer without an account (or membership number) is exported, the next number is assigned and the counter advances.
Example of use / what happens: you leave it at 1 to start; as you export, it numbers the customers without an account.
On the company record
Summary invoice series (company)
Field name: Summary invoice series (on the company record).
Description: the summary series of that specific company.
System impact: it's the preferred option; it takes priority over the global Exact setting.
System behavior: if it's filled in, this is used; if not, the one from the Exact settings is used.
Example of use / what happens: useful when you have several issuing companies, each with its own summary series.
Accounts (accounting mapping)
Customer accounting account
Field name: Accounting account (on the customer record).
Description: the customer's account code in Exact.
System impact: it's the customer account code used in the entry (except for summary invoices or members).
System behavior: if it's empty, the membership number is tried or, failing that, an automatically assigned account.
Example of use / what happens: you set the account the accountant has for that customer in Exact.
Membership number
Field name: Membership number (on the customer record).
Description: the customer's membership number.
System impact: for members, it's used as the customer account code in Exact.
System behavior: it takes priority over the customer's accounting account (except for summary invoices).
Example of use / what happens: for a member with number 1234, their invoices are booked to account 1234.
Product / subfamily accounting account
Field name: Accounting account (on the product and on the subfamily).
Description: the sales account used for that product's lines.
System impact: it determines which income account each line is booked to.
System behavior: the product's is used; if it has none, its subfamily's; if neither, a default account.
Example of use / what happens: you assign "Green fees" its sales account and "Restaurant" its own.
Control flag
Exported to Exact
Field name: Exported to Exact (on the invoice).
Description: indicates whether the invoice has already been included in an export.
System impact: it helps you know which invoices you've already sent to the accounting.
System behavior: on export, the included invoices are marked as exported.
Example of use / what happens: you review this flag to avoid importing the same period twice by mistake.
How it works day to day
Exporting invoices
Go to Billing > Invoices.
In the actions bar, click "Export to Exact" (the "Generate XML for Exact" window opens).
Indicate the start (required), the end (optional; if you don't set it, it'll be the same day) and the issuing company.
Click "Download". A file
invoices-DD-MM-YYYY.xml(or with a date range) is generated.Import it into Exact (usually the accountant does this). When it finishes, you'll see "Export completed".
Exporting customers
Go to Customers.
In the actions bar, click "Export customers to Exact".
The file
clients.xmlis downloaded with the customers that have an accounting account and at least one invoice. You'll see "Customer export completed".
ℹ️ It's best to export the customers first and then the invoices, so the customer accounts already exist in Exact when you import the entries.
How accounts and journals are chosen
For the result in Exact to be correct, it helps to understand how Golfmanager decides each value:
Customer account (in this order): default customer if it's a summary invoice → membership number → customer's accounting account → automatically assigned number.
Account of each line: the product's account → its subfamily's account → default account.
Journal: standard sales (705), summary (706) or credit notes (NCG).
VAT code: by rate (0/6/12/21% → 0/1/3/5; others, no code).
Data that is synced, in summary
Data in Golfmanager | Where it goes in Exact |
Customer (name, tax number, address, contact) | Account record (Account) |
Membership number / customer account | Customer account code |
Product / subfamily | Line sales account |
Tax / VAT | VAT code |
Invoice type | Journal code (sales, summary or credit note) |
Total, date and invoice number | Sales entry (GLTransaction) |
Limitations to keep in mind
It's a manual, one-way export. It's not automatic or real-time. Exact sends nothing back.
Only confirmed invoices are exported and the non-canceled lines.
The customer export only includes those with an accounting account and at least one invoice.
The VAT rates must be the supported ones (0%, 6%, 12%, 21%); others come out without a VAT code.
The quality of the result depends on the configuration of accounts (customer, product, subfamily) and of the summary series.
Invoices are marked as exported; avoid importing the same period twice into Exact to prevent duplicates.
It doesn't use the Exact API nor credentials: it only generates files for manual import.
Frequently asked questions
Does Golfmanager connect directly with Exact?
No. Golfmanager generates an XML file (eExact-XML format) that you download and that is then imported manually into Exact (Online or Globe). There's no API connection, credentials or automatic sync.
What can be exported?
Two things, separately: the invoices (sales entries of a period) and the customers (account records). They're two different files.
How do I export the invoices?
In Billing > Invoices, click "Export to Exact", indicate the start, the end and the issuing company, and click "Download". A file invoices-….xml is generated.
How do I export the customers?
In Customers, click "Export customers to Exact". clients.xml is downloaded with the customers that have an accounting account and at least one invoice.
In what order should I export?
First the customers and then the invoices, so the customer accounts already exist in Exact when you import the entries.
I get "Specify the start date". What do I do?
You haven't indicated the start date. Select it in the export window before downloading.
I get "Specify the issuing company". What do I do?
The company selection is missing. Select it in the export window.
I get "The invoice customer X does not have an account". What should I check?
That customer has no accounting account, no membership number, and one couldn't be automatically assigned. Assign it an account, or configure the Next account to assign counter so one is assigned on its own.
The downloaded file is empty or has no invoices. Why?
Because there are no confirmed invoices in that period and company. Only confirmed ones are exported (canceled lines don't count). Check the dates and the invoice status.
What is a summary invoice and why does it matter?
It's a grouped invoice. The ones in the series you mark as summary use the default customer code and the summary journal (706), instead of each customer's account and the sales journal (705).
The journal comes out wrong. What should I check?
Probably the summary series isn't configured correctly. Review it on the company record or in the Exact settings. Remember the series is identified by its specific counter, not by the prefix.
Which customer account is used on each invoice?
In this order: the default customer if the invoice is summary; otherwise the membership number; otherwise the customer's accounting account; and if none, an automatically assigned number.
Which sales account is used on each line?
The product's; if it has none, its subfamily's; and if none, a default account. That's why it's best to have the accounts properly assigned on products or subfamilies.
The VAT doesn't appear on the lines. Why?
Because the VAT rate isn't one of the supported ones (0%, 6%, 12%, 21%). In those cases the line is exported without a VAT code. Use the supported rates so the VAT is split correctly.
How are credit notes handled?
They're exported with their own journal (NCG) and with inverted amounts, so the accounting records them as corrective documents.
What is "Next account to assign" for?
It's a counter that automatically numbers the customers who have no account or membership number. Each time one is assigned, the counter advances. That way an export doesn't fail because of a customer without an account.
How do I know which invoices I've already exported?
The invoices included in an export are marked as exported ("Exported to Exact"). Review that flag to avoid importing the same period twice.
Can I export several companies?
Yes. In the invoice export you choose the issuing company, and each company can have its own summary series on its record.
What customer data is exported?
The account code, the name, the phone, the email, the address (street, postal code, city and country) and the tax/VAT number.
Do I need to reauthorize or renew a token periodically?
No. Since it doesn't use the Exact API, there are no tokens that expire nor reauthorizations. You just download a file and import it.
Does it work for both Exact Online and Exact Globe?
Yes. The file is in the eExact-XML format, compatible with both. The import is done from Exact's own tool.
What permissions do I need?
Billing management permissions, which give access to the Exact configuration and the export actions.
How often should I export?
The usual approach is to do it by closed periods (month or quarter), coinciding with the accounting close, and to store each file labeling the period.
Some special characters don't appear in the descriptions. Why?
So the file is valid, certain special characters and line breaks are stripped from the product descriptions. It doesn't affect amounts or accounts.
What should I do before using it routinely?
Agree the chart of accounts and the summary series with the accountant, and run a test with a few invoices, validating it in Exact before adopting the procedure.
Recommended best practices
Agree the chart of accounts and the summary series with the accountant before you start.
Export the customers first and then the invoices, so the accounts exist in Exact.
Export by closed periods (month or quarter) and store each file labeling the period.
Use the supported VAT rates so the VAT is exported correctly.
Assign accounts to products or subfamilies and to customers to avoid default accounts.
Run a first test with a few invoices and validate it in Exact before adopting the procedure.