How do I start an integration with Exact Online?

To be able to use ExactOnline, it is necessary to establish a connection between RetailVista and ExactOnline. This QA describes how to do that. To be able to use Exact, it is necessary to have an account with Exact. This can be done through a demo/trial or production version, or in the case of software vendors, through a partner account.

Requirements

In order to use an Exact Online integration, the correct licenses must be available within RetailVista ERP. Furthermore, it is mandatory from Exact Online that RetailVista ERP must be accessible over the public Internet and that accessibility is secured by means of an SSL certificate. For RetailVista stores that use hosting by NedFox, this is fully and properly arranged. For an on-premise (own) installation, this can be a limitation.

Company

Due to technical reasons, when using an Exact Online integration from RetailVista, it is mandatory to use a new feature in the RetailVista 2024 update, a 'company' alias. Via 'Extra', 'Companies', a URL tag can be created that is added before the existing RetailVista URL. In the example below, 'testcompany' is specified as the tag. The RetailVista URL would then be https://testcompany.retailvista.net, possibly followed by a / character with an instance designation on which you always work.

If the new URL is used from now on, it is no longer necessary (and no longer possible) to enter a company number on the login page.

Connector

A connector must be created within RetailVista in order to communicate with ExactOnline.

This can be found in the 'Extra' menu or via 'Quick search'. Add a connector and the following screen will appear:

Leave the screen open for now, it is important to remember the number that RetailVista has suggested for this connector.

Application

Work is currently underway to register the RetailVista ExactOnline integration as a standard app. At that time, registering the app as shown below will likely no longer be necessary, or will be done differently.

First, RetailVista must be registered as an application within Exact. This is done through the Exact App store. There is a general login page for various parts of the Exact organization. This page can be accessed via https://www.exact.com/nl/login and choose to log in to the app store. After that, a page will be displayed with production and test apps. Choose to register the app as a test or production app.

Add an app and name it 'RetailVista ERP'. Use the URL https://testbedrijf.retailvista.net/oauth.ashx?provider=25 where 25 is the number of the connector that was previously created as a connector within RetailVista. Accept the terms and save the application.

Afterwards, the app will appear as shown below and Exact Online will have created a client ID and a client Secret. The content can be copied using the 'copy' icons next to those fields.

Connector

Now go back to the previously created connector within RetailVista and enter the created client ID, client secret token, and callback URL as they were created and issued in Exact.

Save the connector data now and reopen the connector screen.The 'oAuth' login button is now available, press it. This will open a new browser page to log in to Exact Online. If this does not happen, it is likely that a popup is being blocked. The notification and how to resolve this depends a bit on the browser used. In Chrome, it is visible above this text and by clicking on it, it can be indicated that it is allowed for RetailVista to open a popup.

The login page that appears next from Exact looks like the image below. Login now with the Exact username and password.

After a successful login, Exact Online will connect with RetailVista and provide an 'application code'. This is stored in RetailVista as an API token for the previously created connector.

After this authentication, RetailVista requests a number of additional tokens from Exact Online, after which the entire integration is a fact. From this moment on, RetailVista can communicate with Exact Online automatically. The further setup regarding the creation and sending of journals is discussed in other QAs and is not specific to Exact Online within this QA.

If a notification appears in the above process like the one below, the callback URL specified in the app registration does not match the specified callback URL in the RetailVista connector. Check this and ensure they are the same.

Token lifespan

The created tokens in the last step have a lifespan of up to 30 days. In the exceptional case that there has been no communication with Exact Online for 30 days, these tokens will be invalidated by ExactOnline. From that moment on, the only solution to restore them is to go through the integration procedure described above again.Of course, the product already exists. To start the process, it is then sufficient (and mandatory) to leave the API token field empty, save the mutation in the product, and then start the oAuth authentication procedure again.