# Exact Online: Balance Sheet & Profit and Loss configuration This guide explains the **Balance-Sheet** and **Profit-and-Loss** configuration on an Exact Online connection: why it exists, how it behaves out of the box, when you need to touch it, and **how to look up the exact values to enter** from your own Exact administration. > **⚠️ Check which region your administration is on.** The built-in defaults are the Dutch **RGS** > headings. They fit a Dutch (`nl`) administration out of the box; on any other region this connector > supports (`be`, `de`, `es`, `co.uk`, `com`) the first-level headings differ, so you will normally > need to configure them. Use §4 to read your own headings, then enter them as described in §3. --- ## 1. The problem it solves A Balance Sheet and a Profit & Loss are just your General Ledger accounts **grouped into sections** (Assets / Liabilities / Equity, and Income / Cost of Goods Sold / Expenses / Other income / Other expenses). In Exact Online, that grouping comes from a **classification scheme**: every GL account is mapped to a classification, and each classification rolls up to a first-level heading such as *Vaste activa*, *Eigen vermogen*, *Kortlopende schulden*, *Financiële baten en lasten*, *Belastingen*, etc. **The first-level heading is what decides the section.** The catch: schemes differ per administration. Most Dutch administrations use the standard RGS scheme, whose first-level headings are well known, so the integration ships with **built-in defaults** that need **no configuration** for them. Administrations on another region, or on a custom scheme, use **different first-level names**. When that happens the integration can't recognise the headings, and accounts can land in the wrong section (or fall back to a less reliable heuristic). **This configuration is the escape hatch:** you tell the integration the first-level classification titles *your* administration uses, and it classifies accordingly. > You only need this if your administration is **not** using the Dutch RGS headings the defaults assume, > which includes most administrations outside the Netherlands. If your reports already look correct, > leave every field empty. --- ## 2. How it works with the defaults For each account, the integration finds its **top-level classification heading** and matches that heading (case- and accent-insensitive; a heading matches if it *contains* one of the titles) against these built-in **Dutch RGS** defaults (they apply on every region this connector serves, because the classification logic is shared with the Exact Online NL connector): **Balance Sheet** | Section | Default first-level titles | |---|---| | Assets | activa *(broad catch)*, vaste activa, vlottende activa, voorraden, liquide middelen, effecten, onderhanden projecten, vorderingen, debiteuren | | Liabilities | schulden *(broad catch)*, langlopende schulden, kortlopende schulden, verplichtingen, voorzieningen, achtergestelde leningen, leningen, crediteuren | | Equity | eigen vermogen, ondernemingsvermogen, groepsvermogen, gestort kapitaal, kapitaal, reserves | **Profit & Loss** | Section | Default first-level titles | |---|---| | Income | netto-omzet, omzet, opbrengsten, overige opbrengsten | | Cost of Goods Sold | kostprijs van de omzet, inkoopwaarde van de omzet, kostprijs | | Expenses | som der bedrijfskosten, bedrijfskosten, personeelskosten, afschrijvingen, lonen en salarissen, overige bedrijfskosten | | Other income | financiële baten, buitengewone baten, aandeel in het resultaat, *(combined "…baten en lasten" groups)* | | Other expenses | belastingen, vennootschapsbelasting, financiële lasten, buitengewone lasten, *(combined "…baten en lasten" groups)* | > The tables above show the **main** defaults, not the full list: the built-in sets are longer, and > matching is *substring*-based, so a heading like *Overige bedrijfskosten* already matches > `bedrijfskosten` and *Rentebaten en soortgelijke opbrengsten* already matches `rentebaten`. Check > your report output before concluding a heading is unrecognised. Two important behaviours: - **Combined result groups (financial / exceptional / participations).** A single first-level heading can hold both income (interest received) and costs (interest paid). When that heading appears in **both** the Other income and Other expenses lists, each account under it is routed by the **sign of its balance**: a credit balance → Other income, a debit balance → Other expenses, so interest income and interest expense split correctly instead of both landing in operating expenses. The built-in defaults already do this for the Dutch combined headings (*financiele baten en lasten*, *buitengewone baten en lasten*); for your own scheme you get the same behaviour by entering the heading under both fields. See the tip in §3. - **Operating detail (Income vs COGS vs Expenses).** Some schemes don't separate revenue, cost of sales and operating costs at the first level (they sit under a single *EBITDA*-style subtotal). When a heading isn't recognised as non-operating, the split falls back to the Dutch RGS **account-number range** (8xxxx = revenue, 7xxxx = cost of sales, 4xxxx/6xxxx = operating costs), a Dutch numbering convention, so it will not help an administration that numbers its accounts differently. After that the account's Exact **Type** is used, which is scheme- and region-independent. Nothing is ever dropped; anything still unresolved goes to *Uncategorized*. --- ## 3. When and how to configure Configure if the defaults don't match your scheme (sections look wrong or empty), which is the normal case outside the Netherlands. Enter the first-level titles **as they appear in your Exact administration**, separated by commas. Each field is independent: override only the ones that differ; the rest keep using the defaults. **Balance-Sheet configuration** - *Assets Titles*: your first-level Asset headings. - *Liabilities Titles*: your first-level Liability headings. - *Equity Titles*: your first-level Equity headings. **Profit-and-Loss configuration** - *Income Titles*: operating revenue headings. - *Cost of Goods Sold Titles*: cost-of-sales headings. - *Expenses Titles*: operating-expense headings. - *Other Income Titles*: non-operating income (financial / exceptional / participations). - *Other Expenses Titles*: non-operating expense headings, including taxes. > **Tip for combined groups:** if a first-level heading holds both income and costs (e.g. *Financiële > baten en lasten*, *Buitengewone baten en lasten*), enter it under **both** *Other Income* and *Other > Expenses*: the integration then splits each account by its balance sign. If a heading is one > direction only (e.g. *Belastingen*), enter it under a single field. --- ## 4. How to look up your first-level titles (via the Apideck Proxy) Your first-level classification headings live in Exact's `GLClassifications` table. You can read them through the **Apideck Proxy** (any HTTP client works). You need three request headers besides auth: `x-apideck-consumer-id`, `x-apideck-app-id`, and `x-apideck-service-id: exact-online`, plus an `x-apideck-downstream-url` pointing at the Exact endpoint. Always send `Accept: application/json` (otherwise Exact replies in XML). The Exact URL contains your **division** id, the same value stored on the connection as `systemDivisionId` (visible in the connection settings / `GET /vault/connections/accounting/exact-online`). It also contains `{tld}`: replace it with your administration's region top-level domain (for example `nl`, `be`, `de`, `es`, `co.uk`, `com`), matching the domain of your Exact Online login. ### Step 1: find your main GL scheme id ```bash curl 'https://unify.apideck.com/proxy' \ -H 'Authorization: Bearer ' \ -H 'x-apideck-app-id: ' \ -H 'x-apideck-consumer-id: ' \ -H 'x-apideck-service-id: exact-online' \ -H 'Accept: application/json' \ -H "x-apideck-downstream-url: https://start.exactonline.{tld}/api/v1//financial/GLSchemes" ``` In the response, take the scheme where `"Main": 1` and copy its `ID` (a GUID). ### Step 2: list the classifications for that scheme ```bash curl 'https://unify.apideck.com/proxy' \ -H 'Authorization: Bearer ' \ -H 'x-apideck-app-id: ' \ -H 'x-apideck-consumer-id: ' \ -H 'x-apideck-service-id: exact-online' \ -H 'Accept: application/json' \ -H "x-apideck-downstream-url: https://start.exactonline.{tld}/api/v1//financial/GLClassifications?\$filter=TaxonomyNamespace eq guid''&\$select=ID,Code,Description,Parent,PeriodType" ``` ### Step 3: pick the first-level headings In the response (`d.results`): 1. Find the two **root** rows: the ones with `Parent: null`. One has `PeriodType: "instant"` and a description like *Balance Sheet*; the other has `PeriodType: "duration"` and a description like *Profit and loss*. Note their `ID`s. 2. The **first-level headings** are the rows whose `Parent` equals a root `ID`. Their `Description` values are exactly what you paste into the configuration: - Rows under the **instant** (Balance Sheet) root → sort into *Assets / Liabilities / Equity Titles* by meaning (activa → Assets, eigen vermogen → Equity, schulden / leningen / voorzieningen → Liabilities). - Rows under the **duration** (Profit & Loss) root → sort into the P&L fields (financial / exceptional / participations → Other Income **and** Other Expenses; belastingen → Other Expenses; operating headings → Income / COGS / Expenses if your scheme separates them). > Only the **first-level** (direct children of the root) headings matter: the integration walks every > account up to its first-level heading automatically. You don't need the deeper sub-levels. ### Worked example (a Dutch RGS scheme) For a scheme whose Balance Sheet root has children *VASTE ACTIVA*, *VLOTTENDE ACTIVA*, *EIGEN VERMOGEN*, *LANGLOPENDE SCHULDEN*, *KORTLOPENDE SCHULDEN*, *VOORZIENINGEN*, and P&L root children *EBITDA*, *FINANCIELE OPBRENGSTEN EN KOSTEN*, *BELASTINGEN*, *BUITENGEWONE OPBRENGSTEN EN KOSTEN*: - Assets Titles: `Vaste activa, Vlottende activa` - Liabilities Titles: `Langlopende schulden, Kortlopende schulden, Voorzieningen` - Equity Titles: `Eigen vermogen` - Other Income Titles: `Financiele opbrengsten en kosten, Buitengewone opbrengsten en kosten` - Other Expenses Titles: `Belastingen, Financiele opbrengsten en kosten, Buitengewone opbrengsten en kosten` - (Income / COGS / Expenses left empty: this scheme groups operating under *EBITDA*, so the account-number range handles the split automatically.) These headings match the built-in defaults precisely because they *are* the Dutch RGS defaults. The example exists only to show how first-level headings map onto the fields. An administration on another region will have different headings, so read yours with the three steps above rather than copying this list. --- ## 5. What if I misconfigure or leave it blank? - **Blank:** the Dutch RGS defaults are used. Correct for standard Dutch administrations; on another region they generally will not match, so classification falls through to the account-number range and then to Exact's account Type, giving coarser sections than configuring the titles would. - **A heading not recognised (blank or wrong):** those accounts fall back to the RGS **classification code** on the Balance Sheet (`01.01`–`01.06` → Assets, `01.07`–`01.09` → Equity, `01.10`–`01.12` → Liabilities) or to the RGS **account-number range** in the P&L, and finally to Exact's account **Type**, which is scheme- and region-independent (with a balance-sign tiebreak on the Balance Sheet). The report still balances and nothing is dropped, but a section total may be off, which is exactly what configuring the titles fixes.