Exact Online integration

Exact Online + Le New Black integration overview

Exact Online is a cloud-based ERP system to manage finance, accounting, CRM and projects online. Le New Black offers a collaborative B2B portal for your team and retailers, and an order-taking iPad app for your sales team.

 

	The connector uses the Exact Online API to exchange data (read docs)
	Le New Black drives all data flows: it triggers every push and pull operation
	The connector requires basic configuration in Le New Black and Exact Online

 

Data flows

Type	Flow
Customers	Exact Online ⇢ Le New Black
Products	Exact Online ⇢ Le New Black
Prices	Exact Online ⇢ Le New Black
Inventory stock levels	Exact Online ⇢ Le New Black
Orders	Exact Online ⇠ Le New Black
Invoices	Exact Online ⇠ Le New Black
Credit notes	Exact Online ⇠ Le New Black

 

Data flow: Customers

Reference

Trigger: Scheduled task, active once Le New Black has set up the flow for your brand. It can also be run on demand from the Integration center.

Scope: All Exact Online accounts, or the accounts matching the filters agreed during set-up

Matching keys: Customer: retailer reference (Exact Online account Code). A customer not found by it is looked up by name and country. Price list: price list code. Delivery address: address reference (Exact Online address id).

Import mode: Create or update → new customers are created, existing ones are updated.

Rejected rows: Accounts whose price list or country is unknown in Le New Black are rejected and reported in the task log.

Configuration

Setting	Values	Type	Comment
price_list_key	name / code (default)	string	Identifies the price list of each customer: by its code or its name

Fields mapping

Complete mapping: every field the connector reads is listed.

Le New Black field	Exact Online field	Comment
Reference	Code	Spaces around the code are removed
Name	Name	Or several account fields joined with " - ", when set up
Company	Name
Contact email, Billing email	Email
Address 1, Billing address 1	AddressLine1	The main address is also the billing address
Address 2, Billing address 2	AddressLine2
Zipcode, Billing zipcode	Postcode
City, Billing city	City
Country, Billing country	Country
Tel, Billing tel	Phone
Fax	Fax
Price catalog	PriceList	Code of the account's price list
Delivery addresses	Addresses of type delivery	Address id as address reference, AccountName as company, then the address lines, postcode, city, country and phone

Callouts

 

Data flow: Products

Reference

Trigger: Scheduled task, active once Le New Black has set up the flow for your brand. It can also be run on demand from the Integration center.

Scope: All Exact Online items, or the items matching the filters agreed during set-up

Matching keys: Product: model. Variant: fabric name. Size: size name.

Import mode: Create or update → new products and variants are created, existing ones are updated.

Created on the fly: Collections and categories

Rejected rows: A model / variant / size combination given more than once, and an EAN13 or SKU given twice, are rejected and reported in the task log.

Configuration

Setting	Values	Type	Comment
product_create_is_allowed	true (default) / false	bool	With false, products missing from Le New Black are not created: only existing products are updated
sizing_create_is_allowed	true / false (default)	bool	Whether a size range missing from Le New Black is created
product_sizing_update_is_allowed	true / false (default)	bool	Whether the import can change the size range of an existing product

Fields mapping

Complete mapping: every field the connector reads is listed.

Le New Black field	Exact Online field	Comment
Model	Item field, assortment property or extra field set up for your brand	Groups the items of one product
Name	Set up for your brand
Collection	Set up for your brand
Category	Set up for your brand
Fabric name	Set up for your brand	Identifies the variant
Fabric code	Set up for your brand
Fabric / Material / Print	Set up for your brand
Reference	Set up for your brand	Variant reference
Description	Set up for your brand
Size	Set up for your brand
EAN13	Set up for your brand
SKU	Set up for your brand	Item code, used to export orders, invoices and credit notes
SKU extra field 1	ID	Exact Online item id, used to import the stock

Callouts

 

Data flow: Prices

Reference

Trigger: Scheduled task, active once Le New Black has set up the flow for your brand. It can also be run on demand from the Integration center.

Price level: Per variant: one price per variant and price list, shared by all its sizes.

Price lists: By default, the price of each Exact Online price list for the item group of the product, imported as wholesale price. When set up to read prices per item, the price of each item, with its default sales price imported as retail price.

Matching keys: Price list: price list code. Product: model. Variant: fabric name.

Configuration

Setting	Values	Type	Comment
fabric_key	name (default) / code	string	Identifies the variant of a price row: by its fabric code or its fabric name
price_list_key	name / code (default)	string	Identifies the price list of a price row: by its code or its name

Callouts

 

Data flow: Inventory stock levels

Reference

Trigger: Scheduled task, active once Le New Black has set up the flow for your brand. It can also be run on demand from the Integration center.

Scope: All Exact Online items, or the items matching the filters agreed during set-up

Quantity imported: The current stock of each Exact Online item, read from the warehouses selected during set-up

Matching keys: Size: Exact Online item id, stored with each size by the products data flow.

Import mode: Add by default → only the sizes in the Exact Online data are updated, the others keep their quantity. Replace, when set up → the stock of every size is set to 0 before the quantities are applied. Negative quantities are imported as 0.

Rejected rows: An Exact Online item unknown in Le New Black is ignored and reported in the task log: import products first.

Configuration

Setting	Values	Type	Comment
import_mode	add (default) / replace	string	With replace, the stock of every size is set to 0 before the quantities are applied
lnb_sku_identifier_column	ean13 (default) / sku / extra_1: Exact Online accepts extra_1 only	string	Le New Black key the stock rows are matched against
lnb_stock_column	quantity (default) / incoming_quantity	string	Le New Black quantity updated

 

Data flow: Orders

Reference

Trigger: Scheduled task, active once Le New Black has set up the flow for your brand. It can also be run on demand from the Integration center.

Orders taken: Status Invoicing

Integration status: Only orders whose integration status is Pending are exported, and it becomes Successfully sent after export. The selection can be adapted during set-up.

Status after export: Closed

Blocked orders: An order that fails a check keeps its status and gets the integration status Blocked, with the reason in the task log. It is not sent again until you set its integration status back to Pending from the orders list (action Set integration status to Pending).

Limit: No limit

Sales order: An Exact Online sales order with the reference "PO-" followed by the Le New Black order number, the PO number as description, the delivery start date, the warehouse set for the order type, and one row per order line

Line amounts: Price of each line, sent as unit price (or as net price when set up); the order discount is sent as a discount amount excluding VAT

Matching keys: Customer: LNB retailer reference, sent as the Exact Online account Code. Products: SKU, matched against the Exact Online item code.

Configuration

Setting	Values	Type	Comment
price_column	UnitPrice (default) / NetPrice	string	Exact Online field the line price is sent in
validate_stock_ats	true / false	bool	With true, the orders are exported in stock allocation order: by status (Invoicing first), then by date
warehouses	order type → Exact Online warehouse id	list	Warehouse of the sales order for each order type; the first Exact Online warehouse otherwise

Fields mapping

Complete mapping: every field the connector reads is listed.

Le New Black field	Exact Online field	Comment
Customer reference	OrderedBy	Exact Online account found by its Code
Order number	YourRef	"PO-" followed by the order number
PO number	Description
Delivery start date	DeliveryDate	Left out when the order has none
Order type	WarehouseID	Warehouse set for the order type, or the first Exact Online warehouse
Order discount	AmountDiscountExclVat	Order total multiplied by the discount rate
SKU	SalesOrderLines / Item	Exact Online item found by its code
Quantity	SalesOrderLines / Quantity
Price	SalesOrderLines / UnitPrice	Or NetPrice, see the setting price_column

Callouts

 

Data flow: Invoices

Reference

Trigger: Scheduled task, active once Le New Black has set up the flow for your brand. It can also be run on demand from the Integration center.

Integration status: Only invoices whose integration status is Pending are exported, and it becomes Successfully sent after export.

Blocked invoices: An invoice that fails a check gets the integration status Blocked, with the reason in the task log. It is not sent again until you set its integration status back to Pending from the invoices list (action Set integration status to Pending).

Line amounts: Unit price of each line (or net price when set up), with the VAT code of the invoice; the invoice discount rate is sent as the invoice discount

Matching keys: Customer: LNB retailer reference, sent as the Exact Online account Code. Products: SKU, matched against the Exact Online item code. Tax: LNB tax name, matched against the Exact Online VAT code.

Configuration

Setting	Values	Type	Comment
price_column	UnitPrice (default) / NetPrice	string	Exact Online field the line price is sent in

Fields mapping

Complete mapping: every field the connector reads is listed.

Le New Black field	Exact Online field	Comment
Customer reference	OrderedBy	Exact Online account found by its Code
Creation date	Created
Due date	DueDate
Invoice number	YourRef
Currency	Currency
Order number	OrderNumber	Le New Black order the invoice belongs to
Discount rate	Discount	Rate divided by 100
SKU	SalesInvoiceLines / Item	Exact Online item found by its code
Quantity	SalesInvoiceLines / Quantity
Unit price	SalesInvoiceLines / UnitPrice	Or NetPrice, see the setting price_column
Tax	SalesInvoiceLines / VATCode	Exact Online VAT code whose code is the name of the tax

Callouts

 

Data flow: Credit notes

Reference

Trigger: Scheduled task, active once Le New Black has set up the flow for your brand. It can also be run on demand from the Integration center.

Integration status: Only credit notes whose integration status is Pending are exported, and it becomes Successfully sent after export.

Blocked credit notes: A credit note that fails a check gets the integration status Blocked, with the reason in the task log. It is not sent again until you set its integration status back to Pending from the credit notes list (action Set integration status to Pending).

Line amounts: Unit price of each line (or net price when set up), with the VAT code of the credit note; the quantities are sent as negative quantities

Matching keys: Customer: LNB retailer reference, sent as the Exact Online account Code. Products: SKU, matched against the Exact Online item code. Tax: LNB tax name, matched against the Exact Online VAT code.

Configuration

Setting	Values	Type	Comment
price_column	UnitPrice (default) / NetPrice	string	Exact Online field the line price is sent in

Fields mapping

Complete mapping: every field the connector reads is listed.

Le New Black field	Exact Online field	Comment
Customer reference	OrderedBy	Exact Online account found by its Code
Creation date	Created
Due date	DueDate
Credit note number	YourRef
Currency	Currency
Order number	OrderNumber	Le New Black order the credit note belongs to
Discount rate	Discount	Rate divided by 100
SKU	SalesInvoiceLines / Item	Exact Online item found by its code
Quantity	SalesInvoiceLines / Quantity	Sent as a negative quantity
Unit price	SalesInvoiceLines / UnitPrice	Or NetPrice, see the setting price_column
Tax	SalesInvoiceLines / VATCode	Exact Online VAT code whose code is the name of the tax

Callouts

 

Global configuration

Configuration

Setting	Values	Type	Comment
language	FR / BE / NL / ES	string	Country site of your Exact Online account: France, Belgium, the Netherlands or Spain
division_id	Exact Online division id	integer	Division the data is read from and written to; the current division of your account otherwise (optional)
access_token	Exact Online access token	string	Credential of your Exact Online account, set up with your account manager
subscription_id	Exact Online authorisation id	string	Authorisation given to Le New Black on your Exact Online account, used to renew the access token

 

Integration project

Who's assigned from your team?

Your Exact Online administrator, or an IT profile within your company who is familiar with your specific setup. A Sales Manager who understands your business and your merchandising strategy.

Who's in charge at Le New Black

Your account manager at Le New Black takes care of the whole process from day 1:

• Asking questions about your specific Exact Online setup and sales process.
• Setting up the connection with your Exact Online account.
• Generating and exporting test orders to Exact Online.
• Keeping your team updated throughout the process and addressing delays on either side.
• Working with you and Exact Online to troubleshoot any unexpected issue after launch.

Timeline

A standard integration of the orders data flow will take 1-2 weeks to get up and running.

 

Integration monitoring

Once the connector is set up, the Integration center of your back-office gives you a set of tools to manage and monitor the integration:

• Task logs, for continuous monitoring and troubleshooting (for example a missing EAN13 or retailer reference that prevents an order from being exported)
• Running a task on demand, to push or pull data at once
• A preview of the data before the actual import (only available on some connectors)
• E-mail notifications per task, set up on request: exported and blocked orders, import errors
• The integration status of each order in the orders list (Pending, Successfully sent, Blocked), which you can set back to Pending to send an order again