This article is designed to provide you with a clear understanding of how data flows between Exact Online and Optiply, ensuring your operations run smoothly and efficiently.

Synchronization Overview

Entity	Direction	Frequency
Products	Exact > Optiply	each 30 minutes
Product Deletions	Exact > Optiply	each 30 minutes
Product Compositions	Exact > Optiply	each 30 minutes
Suppliers	Exact > Optiply	each 30 minutes When New Supplier Products are added
Supplier Deletions (setting to ignore)	Exact > Optiply	each 30 minutes
Supplier Products	Exact > Optiply	each 30 minutes
Supplier Products Deletions	Exact > Optiply	each 30 minutes
Stocks	Exact > Optiply	each 30 minutes
Buy Orders	Exact > Optiply	each 30 minutes
Buy Orders	Optiply > Exact	each 30 minutes
Buy Order Line Added	Exact > Optiply	each 30 minutes
Buy Order Line Changes	Exact > Optiply	each 30 minutes
Buy Order Line Deletions	Exact > Optiply	each 30 minutes
Sell Orders (*1)	Exact > Optiply	each 30 minutes
Sell Order Deletions	Exact > Optiply	each 30 minutes (*2)
Sales Invoices (*1)	Exact > Optiply	each 30 minutes
Sales Invoices Deletions	Exact > Optiply	each 30 minutes
Receipt Lines (Item Deliveries)	Exact > Optiply	each 30 minutes

(*1) Sell Orders can be mapped to Exact Sales Orders OR Exact Sales Invoices (the map is slightly different)

(*2) We only handle Sell Orders deletions, not Sell Order Line deletions

Data Mapping

Below you find the data mapping per entity. Expand the desired section to view mapping.

Products

Optiply	Exact Online
remoteId	`ID`
name	`Description`
skuCode	`Code`
articleCode	`SearchCode`
price	`Price`
unlimitedStock	If `IsPurchaseItem = false` THEN `unlimitedStock = true` Otherwise `unlimitedStock = false`
stockLevel	`CurrentStock` - `PlannedStockOut`
status	If (`EndDate`<`currentDate`) OR (`isMakeItem = 0` & `isPurchaseItem = false`) THEN `OP.status=disabled` Otherwise `OP.status=enabled`
eanCode	`Barcode`
assembled	If `isMakeItem = 1` THEN `assembled = true` Otherwise `assembled = false`

Product Compositions

Optiply	Exact Online
composedProductId	`Id`
partProductId	`BillOfMaterialItemDetails.ItemId`
partQuantity	`BillOfMaterialItemDetails.QuantityPerBatch`
remoteId	`BillOfMaterialItemDetails.Id`

Parent partProduct in Exact

Exact allows a partProduct to be Parent of it's own Parent, which is something Optiply does not support. Our database has a rule that prevents two products from simultaneously serving as both composed products and parts in different sets. In other words, if you've already created composed product A using part B, you won't be able to create composed product B using part A.

Suppliers

Optiply	Exact Online
name	`Name`
remoteId	`ID`
emails	(*1) Email
deliveryTime	(*1) PurchaseLeadDays

(*1) You can decide if we should map that field or not. By default we will not map this field. If you want us to sync the email but a supplier has an invalid email, that supplier will be created without email address.

Supplier Products

All "purchase" products with or without an end date after today, from Exact Online, are shown in Optiply.

Attention! Exact also has a cost price (average purchase price over multiple purchase prices). We will not read this out.

MOQ

When using the "minimum order quantity" Optiply will order at least that number of products. In Exact the MOQ is called ´minimaal aantal´.

Please note; if you cannot keep the MOQ in Exact you can manually enter these in Optiply or send us a list we will upload for you. Please find a format here.

Optiply	Exact Online
name	`Item.Description` (from Optiply)
remoteId	`ID`
price	If using LOT → `supplierItem.PurchasePrice` divided by `supplierItem.PurchaseUnitFactor` else → `supplierItem.PurchasePrice`
skuCode	`supplierItem.Code`
status	default: “enabled”
eanCode	`item.barcode`
lotSize	(*1) IF `useLOT = true` THEN lotSize = `supplierItem.PurchaseUnitFactor` Otherwise we don’t map lotSize from Exact
minimumPurchaseQuantity	(1) IF `useMOQ = true` THEN minimumPurchaseQuantity* = `supplierItem.MinimumQuantity` Otherwise we don’t map MinimumQuantity from Exact
deliveryTime	(*1) IF `use_lead_time = true` THEN deliveryTime = `PurchaseLeadTime` Otherwise we don’t map deliveryTime from Exact
preferred	(*2) IF `preferred_supplier` = true THEN `supplierItem.MainSupplier` supplierItem.MainSupplier Otherwise we don’t map deliveryTime from Exact

(*1) (*2)This field is optional to include in the connection. By default this field is not mapped.

Orders

The following Exact Orders are supported with this connection:

Sales Orders
Sales Invoices

Sell Orders - Using Exact Sales Orders

Optiply	Exact Online
totalValue	`AmountDC`
remoteID (*1)	`OrderID`
placed	`OrderDate`
completed	`DeliveryDate`

(*1) We only get OrderID since 2021 May. And only for new ones

Sell Order changes are not synced in any way to Optiply. Nor are order line changes, line deletions or new lines added to existing Sell Orders.

Sell Orders - Using Exact Sales Invoices

Optiply	Exact Online
totalValue	`AmountDC`
remoteID (*1)	`InvoiceID`
placed	`InvoiceDate`
completed	`InvoiceDate`

(*1) We only get OrderID since 2021 May. And only for new ones

Sell Order changes are not synced in any way to Optiply. Nor are order line changes, line deletions or new lines added to existing Sell Orders.

Sell Order Lines - Using Exact Sales Orders or Sales Invoices

Optiply	Exact Online
optiplyWebshopProductArticleCode	`ItemCode`
quantity	`Quantity`
subtotalValue	`AmountDC`

Buy Orders - Optiply to Exact

Synchronizing purchase orders

By default we synchronize the placed Buy Orders from Optiply to Exact Online. If you do not want this, please let us know. We will then turn it off for you.

Optiply	Exact Online
optiplyBuyOrderId	`OrderNumber`
optiplySupplierId	`Supplier`
placed	`OrderDate`
OrderSyncDateTime + OP.supplier.deliveryTime (1)*	`ReceiptDate` (*1)

(*1) Synchronizing ReceiptDate

We will set Exact BuyOrder “ReceiptDate” according to the number of linear days associated to the Supplier as deliveryTime (OP.supplier.deliveryTime).

If deliveryTime is null or empty, we will set ReceiptDate equal to the DateTime we send the Order to Exact (OrderSyncDateTime).

Calculation is:

ReceiptDate = OrderSyncDateTime + OP.supplier.deliveryTime

Example 1:

OP.supplier.deliveryTime = 10
DateTime we are sending the Order to Exact = 2023-07-18T07:38:36Z
Final ReceiptDate = 2023-07-28T07:38:36Z

Example 2:

OP.supplier.deliveryTime=null
DateTime we are sending the Order to Exact = 2023-07-18T07:38:36Z
Final ReceiptDate = 2023-07-18T07:38:36Z

Buy Order Lines - Optiply to Exact

ptiply	Exact Online
optiplyWebshopProductId	item
quantity	IF useLot=true THEN `QuantityInPurchaseUnits` = `quantity` / `supplierProduct.lotSize` Otherwise `QuantityInPurchaseUnits` = `quantity`
remoteId	ID

Buy Orders - Exact to Optiply

Optiply	Exact Online
remoteID	`PurchaseOrderID`
totalValue	`AmountDC`
placed	`OrderDate`
completed (1)*	`DateNow` (*1)

Buy Order Lines - Exact to Optiply

Optiply	Exact Online
optiplyWebshopProductRemoteID	`Item`
quantity	`Quantity`
subtotalValue	`AmountDC`
remoteID	`ID`

Exact allows it to change a Supplier in an existing BuyOrder. Optiply doesn't support that for now. If a Supplier is changed in the Order it will still have the same initial Supplier in Optiply.

Receipt Lines - Exact to Optiply

Optiply	Exact Online
quantity	IF `useLot=true` THEN `quantity` = `QuantityReceived` * `lotSize` Otherwise `quantity` = `QuantityReceived`
occured	`Created`
remoteID	`ID`