1.Introduction
This is the manual for the integration between Bol.com and Asperion.
This integration ensures that orders from the Bol.com webshop are automatically processed to invoices or sales entries in Asperion. Because the orders enter the webshop owner's accounting system directly, it saves time on financial administration. It is also possible to process payments for the Bol.com orders to Asperion. Processing payments can be requested via webcare@webwinkelfacturen.nl. Additional costs may be charged.
Please pay special attention to the following
- This integration is a financial integration. It is not a logistics integration. It is not suitable for updating customers in Asperion, printing packing slips, or synchronizing products/inventory.
- This integration does not replace the work of an accountant. It saves time because you no longer have to retype documents. The accountant is still needed for advice, expertise, and control.
- The integration attempts to determine the VAT percentage of the product in Asperion if processing is done to . If successful, the integration uses the VAT percentage belonging to this product. In all other cases, the integration uses the default VAT percentage as configured in the Configuration tab of the dashboard.
Tip: Other customers using this integration found the tips in the FAQ for Bol.com and in the FAQ for Asperion.
Install integration
Installing the integration starts with signing up for a trial period, via our integrations page. After registration, you will receive an email containing an installation URL and login details. With this installation URL, you start the installation of the integration.
The installation is complete when both connection dots are green, and the settings in the Configuration tab have been entered and saved.
There is a trial period of 30 days.
If you want to install another integration, you can do so in the same way. Make sure you are logged out of the integration dashboard and preferably start the new installation in an incognito browser.
Installing the integration starts with signing up for a trial period, via our integrations page. After registration, you will receive an email containing an installation URL and login details. With this installation URL, you start the installation of the integration.
The installation is complete when both connection dots are green, and the settings in the Configuration tab have been entered and saved.
There is a trial period of 30 days.
If you want to install another integration, you can do so in the same way. Make sure you are logged out of the integration dashboard and preferably start the new installation in an incognito browser.
Cancel integration
At the end of the trial or subscription period, the integration will not be automatically renewed. You will receive an offer for a one-year subscription or renewal by email at the end of this period. You can confirm the renewal by using the payment link in that email. Do you want to terminate the integration in the meantime? This is possible via the dashboard https://uwkoppeling.webwinkelfacturen.nl, Configuration tab > Cancel integration. The integration will then be cancelled immediately. Please note: After cancellation, the dashboard is no longer accessible.
Are you switching to another web shop/accounting system and do you want to re-establish a connection? In this faq we explain how to do this.
We advise you to revoke the consumer ID and secret within your Bol.com environment upon uninstallation of the integration.
At the end of the trial or subscription period, the integration will not be automatically renewed. You will receive an offer for a one-year subscription or renewal by email at the end of this period. You can confirm the renewal by using the payment link in that email. Do you want to terminate the integration in the meantime? This is possible via the dashboard https://uwkoppeling.webwinkelfacturen.nl, Configuration tab > Cancel integration. The integration will then be cancelled immediately. Please note: After cancellation, the dashboard is no longer accessible.
Are you switching to another web shop/accounting system and do you want to re-establish a connection? In this faq we explain how to do this.
We advise you to revoke the consumer ID and secret within your Bol.com environment upon uninstallation of the integration.
2.How the integration works
A order from the Bol.com webshop is processed to a Asperion invoice or sales entry.
New orders from your webshop are retrieved at least once per hour. Orders are retrieved from the shipping list at Bol.com, not from the Open orders list. An order is only processed once all products in that order have been shipped. Outstanding orders are updated during the night.
Returns are not processed automatically. If you want to process returns, send us an email .
Read more How the integration works .... Read less How the integration works ....
New orders from your webshop are retrieved at least once per hour. Orders are retrieved from the shipping list at Bol.com, not from the Open orders list. An order is only processed once all products in that order have been shipped. Outstanding orders are updated during the night.
Returns are not processed automatically. If you want to process returns, send us an email .
Read more How the integration works .... Read less How the integration works ....
Pre-check orders
At the start of processing an order, we perform a number of checks on the Bol.com order:
At the start of processing an order, we perform a number of checks on the Bol.com order:
- It is checked whether the total of the Bol.com order is equal to the sum of the amounts in the order lines plus the shipping cost amount.
- It is checked whether the order has not already been processed.
Pre-check payments
A fictitious payment is processed for every order that has been processed to Asperion. No check is made to see if the payment has actually been made because the integration currently cannot see this in Bol.com.
A fictitious payment is processed for every order that has been processed to Asperion. No check is made to see if the payment has actually been made because the integration currently cannot see this in Bol.com.
Processing orders
Processing a Bol.com order to Asperion takes place in three steps:
Processing a Bol.com order to Asperion takes place in three steps:
- It is checked if the customer already exists in Asperion. If not, the customer is created. Matching is based on the email address.
- When processing to Asperion invoices incl. products, it is checked whether the products from the Bol.com order are already present in Asperion. Missing products are added to Asperion.
- The Asperion invoice or sales entry is created and added.
Processing payment
Because the integration created the Asperion invoice for the Bol.com sale, the Asperion invoice is known. The payment entry is created for this invoice and processed to Asperion. Note: The invoice in Asperion must be processed. The payment entry cannot be processed if the invoice still has a draft status.
Because the integration created the Asperion invoice for the Bol.com sale, the Asperion invoice is known. The payment entry is created for this invoice and processed to Asperion. Note: The invoice in Asperion must be processed. The payment entry cannot be processed if the invoice still has a draft status.
Post-check
After the order has been forwarded and a success message from Asperion has been received, the order is marked as handled. The Bol.com order appears at the Reporting tab on the dashboard.
If Asperion returns an error while processing the order, the order appears in the Errors tab on the dashboard. Via the yellow button More info more information about the problem can be found. Via the red button Report problem can the order with all necessary information easily be submitted to us after you have tried to resolve the problem yourself. If the problem is solved, in some cases the orders can be processed again with the blue Process button.
When forwarding the payment, the payment is also registered so that it cannot be processed again. Payments can also be reviewed via the dashboard.
Data
Information about the data that is processed can be found in the section Day-to-day: To Asperion later in the manual.
After the order has been forwarded and a success message from Asperion has been received, the order is marked as handled. The Bol.com order appears at the Reporting tab on the dashboard.
If Asperion returns an error while processing the order, the order appears in the Errors tab on the dashboard. Via the yellow button More info more information about the problem can be found. Via the red button Report problem can the order with all necessary information easily be submitted to us after you have tried to resolve the problem yourself. If the problem is solved, in some cases the orders can be processed again with the blue Process button.
When forwarding the payment, the payment is also registered so that it cannot be processed again. Payments can also be reviewed via the dashboard.
Data
Information about the data that is processed can be found in the section Day-to-day: To Asperion later in the manual.
3.Required: Bol.com keys
You create the integration with your Bol.com platform using two keys: a client ID and a secret. You can create these keys within your Bol.com account.
Bol.com itself has a description with pictures on how to create the keys: https://api.bol.com/retailer/public/Retailer-API/credentials_for_retailer_api.html
4.Required: Asperion connection
The connection to Asperion is established via OAuth. You can easily set up this connection via the Configuration tab on the dashboard https://uwkoppeling.webwinkelfacturen.nl. An image of this is included in the following section.
Read more Required Asperion.nl ....
Read less Required Asperion.nl ....
If you wish to switch to Asperion invoices including products, the integration will add a product if it does not yet exist. The integration will use the revenue accounts configured via the dashboard https://uwkoppeling.webwinkelfacturen.nl as far as possible, but it may happen that the revenue account cannot be determined.
In that situation, the integration will use a default Sales Type SHOPORDER. Ensure that this Sales Type is available in your Asperion account. The image below shows how to add the SHOPORDER Sales Type.
5.Installation
After installation, check using this FAQ, whether the integration works.
Installing the integration starts with signing up for a trial period, via our integrations page. After registration, you will receive an email containing an installation URL and login details. With this installation URL, you start the installation of the integration.
Read more Installation .... Read less Installation ....
Read more Installation .... Read less Installation ....
Before the integration can be used, the terms and conditions must first be accepted. The terms and conditions are based on the general ICT Terms and Conditions (industry organization) and the general GDPR guidelines. 
Bol.com authentication:
Authentication with your Bol.com account is done via the Client id and Client secret that you determined in a previous section. Click the red Connect button next to Bol.com and enter the Client id and Client secret in the popup window.
Authentication with your Bol.com account is done via the Client id and Client secret that you determined in a previous section. Click the red Connect button next to Bol.com and enter the Client id and Client secret in the popup window.
Authentication Asperion
The authentication with Asperion runs via OAuth. Make sure you are logged out of Asperion before starting the connection. You now click on the red Connect button. A login screen for your Asperion account will automatically appear. When you log in, you will get a screen asking if you allow the connection. If you confirm this, the connection with Asperion is established.
If you want to re-establish the connection at a later time—for example, because you want to connect via a different Asperion user—you can always do so by clicking the Connect button.
Settings Asperion
To use Asperion, select an administration within your account.
You can also set a payment condition for new debtors. One payment condition is possible per integration, and setting a payment condition is mandatory.
To use Asperion, select an administration within your account.
You can also set a payment condition for new debtors. One payment condition is possible per integration, and setting a payment condition is mandatory.
Configure VAT rates and general ledger accounts
When configuring the VAT rates and general ledger accounts, a link is created between the VAT rates in webshop and the VAT codes and revenue accounts in Asperion. You can always make changes by clicking the blue 'Edit' button and selecting an option from the drop-down menus.
Bol.com does not provide VAT percentages on your orders. Therefore, you can enter a default VAT percentage for NL, BE, and Other for the integration.
Intra-Community (ICP) and international deliveries
The Intra-Community supplies / ICP option is intended for business-to-business deliveries within the EU. These sales are invoiced with 0% VAT. A VAT number from the customer is required. The International option applies to deliveries outside the EU. For these sales, the integration expects 0% VAT; otherwise, the sales cannot be processed. Separate VAT codes and general ledger accounts can be configured for both ICP and international deliveries.
Once the VAT settings have been configured and saved, you will always see the selected VAT rates. If you want to start over, you can use the grey 'Remove VAT settings' button. Your current settings will then be deleted and you can begin again.
When configuring the VAT rates and general ledger accounts, a link is created between the VAT rates in webshop and the VAT codes and revenue accounts in Asperion. You can always make changes by clicking the blue 'Edit' button and selecting an option from the drop-down menus.
Bol.com does not provide VAT percentages on your orders. Therefore, you can enter a default VAT percentage for NL, BE, and Other for the integration.
Intra-Community (ICP) and international deliveries
The Intra-Community supplies / ICP option is intended for business-to-business deliveries within the EU. These sales are invoiced with 0% VAT. A VAT number from the customer is required. The International option applies to deliveries outside the EU. For these sales, the integration expects 0% VAT; otherwise, the sales cannot be processed. Separate VAT codes and general ledger accounts can be configured for both ICP and international deliveries.
Once the VAT settings have been configured and saved, you will always see the selected VAT rates. If you want to start over, you can use the grey 'Remove VAT settings' button. Your current settings will then be deleted and you can begin again.
Configure payment methods
You can create a link here between the payment methods in the webshop and a fixed debtor in your Asperion administration. Orders with a payment method from the list will then always be posted to this debtor. In that case, no new debtors will be created.
You can create a link here between the payment methods in the webshop and a fixed debtor in your Asperion administration. Orders with a payment method from the list will then always be posted to this debtor. In that case, no new debtors will be created.
Setting up payment methods on clearing accounts
When processing payments, a clearing account of type Payment methods is set in Asperion. When setting up the clearing accounts, there is no (longer a) possibility to post to fixed debtors per payment method.
When processing payments, a clearing account of type Payment methods is set in Asperion. When setting up the clearing accounts, there is no (longer a) possibility to post to fixed debtors per payment method.
6.Day-to-day: From Bol.com
7.Day-to-day: To Asperion
Create transactions
For orders in Bol.com, sales entries or invoices can be created in Asperion. Invoices are the default. If you prefer to process to sales entries, you can configure this on the dashboard, Configuration tab. When processing to invoices in Asperion, the integration posts to the products in Asperion. This does not happen when processing to sales entries.
The invoices in Asperion are always created with draft status. Unfortunately, it is not possible to set the invoices in Asperion to paid.
Field level specification creating Asperion invoice / sales transaction
For orders in Bol.com, sales entries or invoices can be created in Asperion. Invoices are the default. If you prefer to process to sales entries, you can configure this on the dashboard, Configuration tab. When processing to invoices in Asperion, the integration posts to the products in Asperion. This does not happen when processing to sales entries.
The invoices in Asperion are always created with draft status. Unfortunately, it is not possible to set the invoices in Asperion to paid.
Create payments
For orders in Bol.com, payment transactions are created in Asperion. The payment transaction consists of two lines, one line for the payment and one for the associated invoice. To create a payment transaction, the corresponding invoice must therefore already be in Asperion.
Create debtors
When processing customer information, it is first checked whether the customer has been processed before. If so, this Asperion debtor is used as the debtor for the Asperion invoice or sales entry. If the customer is not yet known, they are added to Asperion.
Matching is based on email address. Please note: The integration only creates debtors. The integration does not modify debtors.
Create products
This only applies when processing to Asperion invoices. When creating a new product, the integration will, where possible, use the revenue account configured in the dashboard. If the revenue account cannot be determined, products will be assigned a default sales type SHOPORDER. Therefore, ensure this sales type is present in your Asperion account.
Please note: The integration only creates products. The integration does not modify products.
When processing to Asperion invoices, products in the sales lines will be looked up in Asperion. When posting to Asperion invoices, the SKU of the Asperion product will be included in the lines of the Asperion invoice. No separate revenue account is provided in the Asperion invoice lines, as that revenue account is already associated with the product in Asperion. This means that if a product is not yet present in Asperion, the integration will create this product using a revenue account from the settings.
The rules for matching products between Bol.com and Asperion can be found in this FAQ read here.
Automatically sending invoices
The integration creates the invoice in Asperion with the status draft. The invoice must first be processed in Asperion. Only then can the invoice be sent to the customer. Therefore, the integration cannot ensure that sending happens automatically.
The integration creates the invoice in Asperion with the status draft. The invoice must first be processed in Asperion. Only then can the invoice be sent to the customer. Therefore, the integration cannot ensure that sending happens automatically.
Field level specification creating Asperion invoice / sales transaction
Invoice or sales transaction elaboration +-
| Below is an specification at field level for the creation of an invoice or sales transaction. | |
| Name field | Values from Bol.com order |
| Date | orderdate |
| Customer number | [debtorcode] from Asperion |
| Subject / Reference | This field is composed of the order number and/or (credit) invoice number
|
| Company - invoice | Company name in the invoice address |
| For the attention of - invoice | First name Last name in the invoice address |
| Address - invoice | Invoice address house number in the invoice address |
| Postcode - invoice | Postcode in the invoice address, max length 10 |
| City - invoice | City in the invoice address |
| Country code - invoice | Country code in the invoice address |
| Company - shipping | Company name in the shipping address |
| For the attention of - shipping | Shipping first name shipping last name in the shipping address |
| Address - shipping | Shipping address house number in the shipping address |
| Postcode - shipping | Postcode in the shipping address, max length 10 |
| City - shipping | City in the shipping address |
| Country code - shipping | Country code in shipping address |
| Payment condition | Payment term |
| Payment method |
|
| lines |
|
Invoice lines specification products, shipping and payment costs and surcharges +-
| Separate lines are created for the various components of the order. For an order with five individual products and shipping costs, there will be (5 + 1 =) six lines in the Asperion invoice. If the order has five individual products and two surcharges, the Asperion invoice will have (5 + 2 =) seven lines. | |
| Name field | Value |
| Entry type | Is calculated as follows:
|
| SKU | If the product is in Asperion, the SKU of the product is used. Thus, it is only added for entry type A. |
| Description | name or description from the line |
| Amount | quantity |
| Unit price | The unit price is determined as follows
|
| VAT-code | Based on the VAT and ledger settings in the dashboard |
| Revenue account | Based on the VAT and ledger settings in the dashboard. Only added if the booking type is G. |
Invoice lines specification discount +-
| This concerns discounts on the entire order that have been allocated proportionally to the VAT percentages on the lines. | |
| Name field | Value |
| Entry type | G, this is a discount line |
| SKU | If the product is in Asperion, the SKU of the product is used. Only added for booking type A. |
| Description | name or description from the line |
| Amount | Quantity |
| Unit price | The unit price is determined as follows
|
| VAT-code | Based on the VAT and ledger settings in the dashboard |
| Revenue account | Based on the VAT and ledger settings in the dashboard. Only added if the booking type is G. |
Payment specification +-
| Below is a specification at field level for the creation of a payment. | ||
| Name field | Value | Remark |
| Date | 2023-08-01 | Current date |
| Journal | 40 | Memo journal |
| Description | Payment identifier - invoice number | Number of the Asperion invoice |
| Transaction lines | ||
| Payment information line |
|
The VAT amount is 0 |
| Line Asperion invoice |
|
|
Field level specification customer +-
| Name field | Values from Bol.com order | |
| Name | firstname lastname, max length 50 | |
| Phone number | phone no, max length 15 | |
| City | city | |
| Address | address housenumber | |
| Zip code | zipcode, max length 10 | |
| Country code | isocountry | |
| VAT number | VAT number | |
| Emailaddress | ||
| Payment condition | paymentcondition |
Field level specification product +-
| Name field | Values from Bol.com order |
| SKU | EAN |
| Description | description, max length 100 |
| Keep track of article stock | true, cannot be adjusted |
| Fixed selling price | 0, cannot be adjusted |
| General ledger account | revenue account |
| Date added | Current date Y-m-d |
| Date modified | Current date Y-m-d |
8.Support
Explanation tabs dashboard
On the Dashboard >> Report you can see which orders from your Bol.com webshop, and when, have been transferred to Asperion.At Dashboard >> Errors you can see which orders have not been processed. Via the blue Process button you can (re)submit the order. Via the red Report problem button you can create a ticket with us.
At Dashboard >> Open the orders are listed that have not yet been processed because they do not yet have the correct status in the webshop. Every night jobs run to review the status again and still process the order.
At Dashboard >> Configuration you will find the settings of your integration. You can adjust settings there.
At Dashboard >> Profile invoices are available for download. You can also specify an additional email address here for sending emails and stop the integration.
What if orders are missing in Asperion
If orders are missing in Asperion we recommend following the steps below:- Log in to the dashboard: https://uwkoppeling.webwinkelfacturen.nl. The username and password are included in the registration email.
- Go to the Errors tab and check if order is there. You may need to adjust the search period if the
order is from a previous month. If you find order in this overview:
- Check the error code and verify whether you can resolve it yourself.
- If yes resolve the issue and click the blue Process button to resubmit the order.
- If not use the red Report problem button to create a ticket with us.
- Note if there are multiple errors, please create only 1 or 2 tickets. We will automatically see the other issues.
- Go to the Report tab and see if order is listed there. If so, you'll often see an identifier for Asperion (in the purple section of the overview) that you can use to search for order.
- Go to the Open tab and check if order is there.
- If you cannot resolve the issue, you can always create a ticket via the green Ask us button.
We have an extensive FAQ-section on the website. Pay particular attention to these sections: https://faq.webwinkelfacturen.nl/category/4/bolcom.html and https://faq.webwinkelfacturen.nl/category/13/asperion.html.
Would you prefer that we perform the installation of the integration for you? That is possible. Send an email to webcare@webwinkelfacturen.nl with the request. For an installation, we charge € 39.50 excl. VAT. For installations, we require access to the webshop and the accounting system.
We can perform migrations for orders that took place in the past. The request procedure and method are described in this general faq. For BOL.com migrations, there are a number of restrictions, described in this faq. For migrations we charge €67.50 excl. VAT per 1000 orders.