To make a booking, a connection between Blue10 and the accounting system is required. To link Blue10 to an administration in the accounting system, create a New Company in Blue10. Suppliers and other master data will then be retrieved so that they can be used in Blue10.
Please note: In Blue10, master data is synchronised based on the division code. This means that only the branches that fall under the same division code are transferred for each company. Therefore, create a company in Blue10 for each division code.
Step-by-step plan for creating a new company
1. Click on Settings > Companies to open the Company overview.
2. Click on the +New Company button.
3. Enter the name of the administration. This name will be visible to every user in Blue10.
4. Select the accounting system and click on Create company.
5. A new window will open. Enter the following information under Base information:
- VAT number: Enter the company’s VAT number here.
- Chamber of Commerce number: Enter the company’s Chamber of Commerce number here.
- IBAN number: Add the IBAN(s) for the company here. An IBAN can be added by pressing Enter or clicking on the plus button.
- Country: Enter the country of the company here. This setting is set to ‘NL – Netherlands (the)’ by default.
- Currency: Enter the company’s default currency code here. This setting is set to ‘EUR’ by default.
- Use the packing slip module: This setting is set to “No” by default. Select ‘Yes’ if the company uses delivery notes to process them together with purchase invoices.
6. Connect to the accounting system. Enter the following information under Accounting System Properties:
- API token: Enter the API token you generated for the connection with Blue10 here. You can generate the API token here.
7. After entering the API token, click Save to create your company in Blue10.
8. Fill in the following information under Accounting System Properties.
- Name in ERP system: Select the administration from Exact Online (division code) to which you want to connect. Then click Save to create a link. If successful, the Default purchase journal number will be filled in automatically.
- Standard purchase journal number: The standard purchase journal number is taken from Exact Online Construction. If this is not filled in in Exact Online Construction, you will receive an error message. In that case, enter a purchase journal in Exact Online under Construction > Settings > Accounting > Journal.
- One or more branches: This setting is taken from the accounting system. The system checks which branches are known under the division code entered in the previous step. If one or more branches are used, this setting will be set to ‘Yes’. In the validation screen, select the correct branch for the purchase invoice. Read more about validating invoices for Exact Online Construction here.
9. Then click Save to save all changes.
Tip: Click the Show users with access to this company button to see which users have access to this administration. The rights that a user has for this company are also visible.
More company settings
The rest of the settings allow you to further align Blue10 with the accounting system. For example, indicate whether VAT must be charged and whether a logistics package is used. Click on one of the tabs below for more information about the settings.
Please note: The settings between Blue10 and the accounting system must always match.
VAT information
In the VAT information field, you can indicate whether the company is VAT liable. If the setting is set to Yes, the VAT can be entered in the coding lines in the Validation screen and the VAT will be charged. If the setting is set to No, no VAT will be charged by default.
The VAT amount is automatically calculated based on the VAT code and the net amount entered. It is not possible to manually adjust the VAT amount.
Coding information
In the Coding information field, you can indicate which characteristics should be coded. If the settings are set to Yes, these fields are available in the coding lines in Blue10 when processing the invoice and are sent along with the entry in the accounting system.
If the settings are set to No, these fields are not available in the coding rules and it is not possible to code these characteristics.
Logistics package properties
In the Logistics package properties field, you can indicate whether the company works with purchase orders and in which system the purchase orders are registered.
- Select None if purchase orders are not used.
- The choice of Accounting system has no effect in the case of Exact Online Construction and corresponds to the option None.
- Select API if the purchase orders are registered in the logistics package that is linked via an API. Then select an API feature set. The API feature set determines which functionalities/options are available in Blue10 from the logistics package.
- Select Greencommerce if the purchase orders are registered in Greencommerce.
Additional settings
Accounting-specific settings can be specified in the Additional settings field.
- Retrieve payment date from accounting system: Select Yes to set the invoice to Paid with a payment date. The payment date is retrieved from the accounting system during a nightly synchronisation. Select No to set the invoice to Paid without a payment date.
- Use payment reference: Select Yes to add a payment reference to payments. You can then add a payment reference in the Validation screen in the Payment reference field.
- Add PDF/XML to the entry: Select Yes to add the PDF/XML to the entry. The original invoice can then be opened in the accounting system.
- Default date format for suppliers: Select the date format you want to use for this administration.
