For the Invoice Processing module, Spend Cloud has developed a renewed export logic for AFAS (997 - Customisable - Afas). The new AFAS export works with the latest technologies via the AFAS REST API. This ensures better performance, easier maintenance for us, more flexibility for customization, and future-proof operation. In short, nothing but advantages!

The main improvement in the new export logic is the enhanced posting process. The older export logics were developed before AFAS introduced their deferrals (transitory) module. For invoices involving period distribution (for example, over a quarter or year), the new export uses the AFAS deferrals module. Within this, we only send the costs together with the start and end periods. AFAS then handles the distribution via the deferrals module, ensuring an optimal posting process.

The renewed export has been thoroughly tested and optimized, and can now be implemented for all AFAS customers, replacing the outdated export logics. These include:

• 024 - AFAS Profit - Webservice

• 027 - AFAS Profit - Extended Transitoria - Webservice

The purpose of this article is to guide you through this transition by clearly outlining the differences in posting processes between the various export logics, so you can better understand what changes when switching to our new AFAS export '997 - Customisable - Afas'.

Due to the wide range of configurations used in the past, we are also providing a checklist to help you verify that you are ready to make the switch to the renewed logic.

In addition to the standard exports mentioned above, we also have two export logics for our preregistration function, where the invoice is recorded in AFAS as blocked for payment. These are:

1. 222 - AFAS Profit - Preregistration entire invoice - Webservice, which follows the same posting process as 027.

2. 992 - Customisable - Afas - Preregistration, which follows the same posting process as 997.

In both cases, once the invoice is approved in Spend Cloud, it is released for payment in AFAS.

1.1 024 - AFAS Profit - Webservice

If the above invoice is posted using the 024 logic, this will naturally create an entry for creditor 24000. In addition, invoice lines 1 and 2 (due to the difference between the invoice date and the period) are initially posted to the transitory account 24302. They are then reposted from the journal to the appropriate expense accounts in the correct periods. See the image below for reference.

In short, invoice line 1 is posted based on the “Number of periods” field — with €250 in period 04-2025 and €250 in 05-2025.

Invoice line 2 is posted with €167.30 to 04-2025.

The advantage of this export is that no unnecessary intermediary account postings are created in AFAS.
The disadvantage is that, for the postings on the creditor, you cannot immediately see which general ledger account the costs relate to, since these go directly through the transitory account (24302).

1.2 027 - AFAS Profit - Extended Transitoria - Webservice

If the above invoice is posted using the 027 logic, this will again create an entry for creditor 24000. See the image below for reference.

Based on the invoice date (31-03-2025), invoice lines 1 and 2 are posted directly to the expense account (GL 44213) within period 03-2025. However, due to the difference between the invoice date and the period, these costs are then reversed from period 03-2025 and subsequently rebooked via the journal and the transitory account 24302 to the correct expense periods.

In short, invoice line 1 is posted based on the “Number of periods” field — with €250 in period 04-2025 and €250 in 05-2025.
Invoice line 2 is posted with €167.30 to 04-2025.

The advantage of this export is that, for the postings on the creditor, you can directly see which general ledger accountthe costs relate to.
The disadvantage is that this method uses many additional intermediary accounts for transitory postings, which can lead to clutter within AFAS.

1.3 997 - Customisable - Afas

In combination with our new export logic, we support two posting methods:

1. Period determination based on the invoice date, and

2. Period determination based on the period specified in the Spend Cloud invoice line.

The posting method is configured in the Spend Cloud under the AFAS export settings.

1.3.1 Method 1: Period determination based on the invoice date

If the above invoice is posted using the new export logic 997 (method 1), the invoice will be recorded almost identically to the old logic 027, but using the latest technologies. See the image below for the posting process in AFAS.

1.3.2 Method 2: Determining the Period Based on the Period in the Invoice Line – Spend Cloud

If the above invoice is recorded via the updated export logic 997 (method 2), the advantages of both exports are combined while the disadvantages are avoided. See the image below.

In short, in addition to the posting on the creditor 24000, the costs are also directly recorded in the correct period (04-2025). Furthermore, AFAS distributes invoice line 1 via the transitional module across 04-2025 and 05-2025.

The updated export using method 2 therefore provides a better view of the costs on 44213 without creating unnecessary postings on the interim account in AFAS.

As you can see, both methods give you the option to choose the desired posting approach based on your reporting needs. Additionally, both methods make use of the latest techniques in combination with AFAS, which is why the recommendation is to start using this new export.

2. Checklist for Switching to the Updated AFAS Export

Why a checklist? In the past, some clients have used various configurations in combination with AFAS. This can, for example, stem from prior use of a different financial system. When developing the updated logic, certain choices had to be made for standardization purposes, as we no longer want to support unique workflows that result in a difficult-to-maintain integration. For 99.9% of AFAS clients, this will make no difference; however, we still want to ensure that you, as a client, are ready for the switch.

Payment terms: First, we recommend comparing the payment terms in AFAS with those in Spend Cloud. In addition to the number of days, it is also important that the code matches the one in AFAS (often the number of days corresponds to the code).
Also, ensure that the code for Automatic Collection is created with the code "AI" (in both Spend Cloud and AFAS) and that the number of days in Spend Cloud is left empty (no value).

VAT: If your organization uses VAT, check that the VAT general ledger accounts are filled in within the VAT codes. More information can be found in the following article: Spend Cloud in combination with AFAS – VAT codes.

Period:

• Period placement: The new export only supports period placement within the invoice line. If it is in the header, it will need to be moved.

• Period format: Additionally, AFAS only supports a period format of month–year (MM-YYYY). A day–month–year format is therefore not compatible with AFAS.

If the period is in the header or if you are using a DD-MM-YYYY period format, this will need to be updated by Spend Cloud. You can contact our support team for this: support@proactive.nl.

3. Setting Up the Updated AFAS Export Logic

Setting up the updated export logic is very easy, as the logic has already been prepared for all AFAS clients. After completing the checklist above, you can adjust the export logic in 2 steps:

3.1 Export Method

First, it is important to check the desired method (see above 1.3). By default, method 2 (1.3.2) is selected.

If your organization prefers to work with method 1, navigate within Application Management to Invoice Processing > Custom Export Mapping. Here, you edit the existing export mapping(s). Based on method 1 (1.3.1), set the field "Export period based on invoice date"* to Yes, and then choose Save (see image below).

3.2 Configuration Within the Administration

In addition, you need to configure the logic within the administration. To do this, navigate to the administration settings (Application Management > General > Administrations). Here, edit the administration(s) and adjust the field "Invoice Processing Export Format" (see image below). Follow the conversion below:

• Standard – from 024 or 027 – AFAS Profit to "997 – Customisable – AFAS"

• Pre-registration – from "222 – AFAS Profit – Preregistration entire invoice" to "992 – Customisable – AFAS – Preregistration"

Note: Do not switch from a standard export to a pre-registration export without caution! This concerns a specific workflow and can only be changed with the assistance of Spend Cloud.

After you have updated the AFAS export logic, we always recommend performing an export to verify that the integration is functioning correctly (both in Spend Cloud and AFAS).

If you have any questions about the updated logic or encounter issues when implementing it, you can contact our support team at 

support@proactive.nl.