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Switching from SnelStart to Exact Online

What you take from SnelStart, how you get it into Exact Online and what to watch out for. Export and import according to the help pages of SnelStart and Exact Online themselves.

What changes?

  • SnelStart supports iDEAL, Exact Online does not.
  • SnelStart starts cheaper: €15.50 against €49 per month.
  • Only SnelStart integrates with Mollie, Lightspeed and bol.com.
  • Only Exact Online integrates with Triodos, bunq and Knab.

From the Netherlands check and the prices, checked on the vendors' websites. See the comparison.

What do you take with you?

Exporting from SnelStart

  • Audit file (SnelStart Web)

    Menu at the top right > Bestanden downloaden > year > tick Auditfiles. You get a download link by email within 24 hours (audit file 3.2), per calendar year.

    SnelStart help page
  • Audit file (SnelStart 12)

    Rapportage > Financieel > Boekingsverslagen, as XML V2, XML V3 or ADF, from the inStap plan. Version 3.2 only with an online administration.

    SnelStart help page
  • Customers

    SnelStart 12: Relaties > Klanten > Exporteren (Excel), from the inKaart plan. In SnelStart Web this is not possible.

    SnelStart help page

Not found on SnelStart's website: an export of all sales invoices in one go. Ask them.

Importing into Exact Online

  • Data in general

    Import/Export > CSV/Excel (recommended by Exact) or XML, with a wizard per data type.

    Exact Online help page
  • Contacts, items and entries

    Exact has Excel templates for contacts, contact persons, general ledger accounts, items, opening balance and journal, sales, purchase and bank entries, among others.

    Exact Online help page
  • Opening balance and outstanding items

    Financieel > Boekingen > Aanmaken > Beginbalans tab, or as an Excel file. Enter each outstanding invoice separately; with one total per customer you cannot match payments later.

    Exact Online help page
  • Audit file

    Importing an audit file is not possible.

    Exact Online help page
  • Conversion by Exact

    Exact offers a Getting Started Service with conversion: yourself with guidance or by Exact, at a consultancy rate (price on request).

    Exact Online help page

Not found on Exact Online's website: which software packages Exact's conversion supports; that list is an image in the leaflet. Ask them.

Step-by-step plan

  1. Choose a switch date. The simplest is the start of a financial year, otherwise the start of a VAT period.

  2. Complete everything in SnelStart up to that date: invoices, receipts and bank transactions. File the VAT return for that period from SnelStart.

  3. Export what you need from SnelStart: at least the audit file, your contacts and your invoices. Keep the files with your records.

  4. Add your contacts in Exact Online and enter the opening balance on the switch date, with the outstanding invoices.

  5. Connect your bank in Exact Online from the switch date, so that no transaction comes in twice or not at all.

  6. Keep your invoice numbers running. Start in Exact Online with a number that did not exist in SnelStart.

  7. Only cancel SnelStart once everything has moved and you have checked the export.

Pitfalls

  • Financial year

    If you switch in the middle of a financial year, your annual figures come from two packages. You then have to combine them for your annual accounts.

  • VAT return for the current quarter

    Make sure one package has all the revenue and costs of a VAT period. If part is in the old package and part in the new one, it is easy to count something twice or miss something.

  • Bank feed

    Let the bank feed in the new package start on the switch date. If the dates overlap, you get transactions twice.

  • Outstanding invoices

    Include unpaid invoices from customers and suppliers in the opening balance. If the new package can take them per invoice, do that: then you can match the payment to the invoice later.

  • Record retention

    You must keep your records for 7 years, and data on real estate for 10 years. So export everything before you cancel, even if you do not need it in the new package.

  • Invoice numbers

    Invoices get sequential numbers, in one or more series, and each number may only occur once. So do not start again at 1 in the new package if that number already exists.

Frequently asked questions

How do I switch from SnelStart to Exact Online?

Choose a switch date, preferably the start of a financial year or VAT period. Complete everything in SnelStart up to that date: invoices, receipts and bank transactions. File the VAT return for that period from SnelStart. Export what you need from SnelStart: at least the audit file, your contacts and your invoices. Keep the files with your records. Add your contacts in Exact Online and enter the opening balance on the switch date, with the outstanding invoices.

What can I export from SnelStart?

According to SnelStart's help pages: audit file (SnelStart Web), audit file (SnelStart 12) and customers. For each item, this page shows how and where.

What can I import into Exact Online?

According to Exact Online's help pages, it covers data in general, contacts, items and entries, opening balance and outstanding items, audit file and conversion by Exact. For each item, this page shows how, and what is not possible.

What is the difference between SnelStart and Exact Online?

SnelStart supports iDEAL, Exact Online does not. SnelStart starts cheaper: €15.50 against €49 per month. Only SnelStart integrates with Mollie, Lightspeed and bol.com. Only Exact Online integrates with Triodos, bunq and Knab.

Sources

  1. https://kennispleinweb.snelstart.nl/nl/bestanden-en-bijlagen-downloaden-in-snelstart-web
  2. https://kennisplein.snelstart.nl/klanten/s/article/financi%C3%ABle-rapportages-in-versie-12
  3. https://kennisplein.snelstart.nl/klanten/s/article/klanten-exporteren-naar-excel
  4. https://support.exactonline.com/community/s/knowledge-base#All-All-HNO-Task-general-importexport-gen-imp-impprocesst
  5. https://support.exactonline.com/community/s/knowledge-base#All-All-HNO-Concept-general-importexport-gen-imp-prepdataimpc
  6. https://support.exactonline.com/community/s/knowledge-base#All-All-HNO-Task-financial-masterdata-finmd-openingbalancet
  7. https://support.exactonline.com/community/s/knowledge-base#All-All-HNO-Task-general-importexport-gen-impexp-auditt
  8. https://files.exact.com/static/web/downloads/NL_EOL_Leaflet_GettingStarted.pdf
  9. Belastingdienst: How long must you keep records? (in Dutch)
  10. Belastingdienst: Invoice requirements (in Dutch)

Help pages checked on . Menus and features change; the vendor's help page is what counts. Is something no longer correct? Let us know.

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