1. Setting up Exact Online
To be able to export your Moss transactions to Exact Online using CSV files, you will need to create three different accounts in Exact Online:
Moss Purchase journal: Used to record all purchases made with your Moss cards.
Moss Bank journal: Used to keep track of all changes in your bank position, from top-ups, to payments and refunds.
Moss Transactions supplier: Used to book your Moss purchases whenever the transaction supplier does not exist yet in Exact Online.
1.1 Moss Bank journal
To create a new bank account and, by extension, a bank journal, you will need to go to Master data > Bank accounts > New. Since it is just a dummy bank account, you will have to enter a fictitious account number, name it and finally save it. After saving, a bank journal with the same name will automatically be created linked to this bank account.
1.2 Moss Purchase journal
To create a new purchase journal, you will need to go to Masterdata > Journals > New > enter a code and description > select type Purchase > select a default G/L account > make sure the variable currency is enabled and save it.
1.3 Moss Transactions supplier
All transactions you make with a Moss card will be booked on the same default supplier. Hence, you will need to create a new supplier in Exact Online and define later on in Moss as your default supplier.
Simply go to Masterdata > Accounts > Suppliers > New > Manually. From there, you create a new supplier with a name of the account and a supplier code. See image below for example:
2. Accounting set-up in Moss
2.1 General set-up
Once we have created the required accounting resources in Exact Online, we can start the accounting set-up in the Moss platform.
Log in to your Moss account, go to Accounting > General setup and make sure to enable supplier accounting for card transactions as shown in the screenshot below.
2.2 Importing accounting attributes
Once you have completed the general setup, we will have to import your Exact Online accounting attributes into Moss, meaning Expense Accounts (GL Accounts), Suppliers, VAT Rates, Cost Centers and Cost Carriers (Cost Units).
All resources except VAT rates can easily be downloaded from Exact Online. We recommend exporting them in Excel format, formatting them to the format required by Moss, saving the file in CSV format and importing it into Moss.
For example, for Expense accounts, go to Company name > Import/Export > CSV/Excel > Find the desired resource, in this case G/L Accounts > click Export > and click Export once more in the next page
Then, in Moss, go to Expense Accounts > click "Add / Import Subcategory" and download the CSV template required to import Expense accounts into Moss. Format the file to match the CSV template that you just downloaded from Moss, paying special attention to column names. For example, to import Expense Accounts, the file will need to look as follows:
Go back to the Moss platform > Accounting > Expense Accounts, click Add / Import Subcategory and upload your CSV file containing your Exact Online G/L Accounts.
3. Setting up the export formats in Moss
Your Moss transactions can be exported to Exact Online’s Purchase and Bank journals by means of CSV files. For ease of use, we have created two predefined export formats that you can easily add to your Moss account.
What is an export format? An export format allows us to structure and format the data stored in Moss to meet the requirements of the accounting system, in this case Twinfield, going from column order, to column and decimal separators, amounts formats, etc.
As mentioned above, the transactions created in Moss need to be exported to both the Purchase and Bank journals in Exact Online. Since they have different import requirements, two different export formats will have to be created: Exact Online Purchase and Exact Online Bank.
3.1 Purchase format
To create a new export format in Moss, you will need to go to Accounting > Export Formats and click "Create export format", which will open the Format Preferences. Once you have named the export format, define you format preferences as shown in the screenshot below, making sure to select amounts format = "Negate Amounts" and click "Continue":
In the Columns page, define your template as shown below. It's specially important to provide the exact same name and data source shown in the screenshot to later on be able to import your transactions into Exact Online.
3.2 Bank format
To create a you bank format in Moss, you click "Create export format" once more. Once you have named the export format, define you format preferences as shown in the screenshot below and click "Continue":
In the Columns page, define your template as shown below. Once more, it is specially important to provide the exact same name and data source shown in the screenshot to later on be able to import your transactions into Exact Online.
For the CSV import of bank transactions, we need to use the ‘Unallocated ’ GL account. To find this GL account, we need to go to Masterdata > Journals > Open the Moss Bank journal > Click the grey arrow at the bottom of the screen to open the Advanced options.
4. Preparing your transactions
You will find all unexported transactions under Cards > Export > Unexported. Here, you can make sure to assign all relevant accounting attributes to your transactions. To more easily identify what information is needed for each transaction, you can filter on receipts missing, expense accounts missing, among others.
To get your transactions ready, fill the relevant transaction details (Invoice number, Supplier, Category, VAT rate, Cost Center and Cost Unit) and attach the corresponding receipt.
When your transactions contain all of the necessary information, you can mark them as ready to be exported by clicking "Move to export queue". This action will move your transactions to the "Export Queue" tab. From here on, only users with admin or an accountant permissions will be able to modify the transactions.
5. Downloading your transactions in CSV format
To download your transactions, you will have to select them in the "Export Queue". Once selected, a floating banner will appear: click "Export", select the Purchase format that you created earlier and click "Download".
Then, repeat the process using the Bank format: Without closing the side-panel, open the file format drop-down, select the Bank format, make sure to select "Mark transactions as Exported" and finally click "Download".
6. Importing your transactions into Exact Online
6.1 Purchase transactions
To import the CSV files containing your Moss purchase transactions, click on the company name located on the top-left corner of the screen and then select "Import/ Export".
In the "Import/Export" view, select "CSV/Excel" as the import method and then click import purchase entries as shown in the image below.
Select "Custom separated values", enter semicolon ; as column delimiter and move to the next page.
Then, upload the file containing the purchase transactions exported earlier from Moss and click "Next" once more. In the following view, select "No", given that entries cannot be recognized by a line with a specific character or number and move to the next page. Then, select "By a changing value" and enter column 1 as shown below and click "Next" yet once more:
Map the entry header values as shown below, making sure that Column and Row 1 values are matched correctly, and select the right date format (Day Month Year):
Then, map the entry line values as shown below and select the right amount format (1.000,00):
In the next page, select your Moss Purchase journal and enter the Financial year and Period corresponding to the transactions being imported and move to the following page.
Finally, exclude any potential import errors as shown in the image below and click Next once more to start the import.
If everything went well, the import summary will indicate that a number of purchase entries have been created. To facilitate future imports, make sure to save the import definition and name it Moss Purchase CSV.
In future imports, instead of having to go through the whole import flow, you will just need to select "My import definitions" and select the relevant format:
6.2 Bank transactions
Once you have imported your purchase transactions, it is time to import your bank transactions. Like you did before, click on the company name located on the top-left corner of the screen and select "Import/ Export". In the "Import/Export" page, select "CSV/Excel" as the import method and then click import bank entries as shown in the image below.
Select "Custom separated values" > Enter ; as column delimiter and move to the next page.
Then, upload the file containing the bank transactions that you exported earlier from Moss and click "Next" once more. In the following view, select "No", given that entries cannot be recognized by a line with a specific character or number and click Next. Select "By a changing value" and enter column 5 as shown below and move to the next page:
Leave all the header values unmapped as shown in the image below and click Next once more.
Then, map the line values as shown below, make sure to select the right amount and date formats, and move to the next page.
Select your Moss Bank journal and enter the Financial year and Period corresponding to the transactions being imported and move to the next page. Finally, exclude any potential import errors as shown in the image below and click Next once more to start the import.
If everything went well, the import summary will indicate that a number of bank entries have been created. To facilitate future imports, make sure to save the import definition and name it Moss Bank CSV.