1.Introduction

This is the manual for the integration between Bol.com and Factuursturen.

This integration ensures that orders from the Bol.com webshop are automatically processed to invoices in Factuursturen. Because the orders enter the webshop owner's accounting system directly, it saves time on financial administration.

Please pay special attention to the following
  1. This integration is a financial integration. It is not a logistics integration. It is not suitable for updating customers in Factuursturen, printing packing slips, or synchronizing products/inventory.
  2. 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.
  3. The integration uses the default VAT percentage as configured in the Configuration tab of the dashboard. The integration is therefore not suitable for selling both 21% and 9% on Bol.com.

  4. Tip: Other customers using this integration found the tips in the FAQ for Bol.com and in the FAQ for Factuursturen.

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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.

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.

2.How the integration works

A order from the Bol.com webshop is processed to a Factuursturen invoice.

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 .

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Pre-check orders
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.

Processing orders
Processing a Bol.com order to Factuursturen takes place in two steps:
  1. It is checked if the customer already exists in Factuursturen. If not, the customer is created. Matching is based on the email address.
  2. The Factuursturen invoice is created and processed.

Post-check
After the order has been forwarded and a success message from Factuursturen has been received, the order is marked as handled. The Bol.com order appears at the Reporting tab on the dashboard.

If Factuursturen 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.

Data
Information about the data that is processed can be found in the section Day-to-day: To Factuursturen 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: Factuursturen key

To connect to Factuursturen, you need a username and an API key. The username is the same one you use to log in. You create the API key within factuursturen.nl. To do this, go to Settings > Connections. There you will see a button to create the API key. Ensure the API key is set to Active and enter a description so you know later what this key is used for.

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Aanmaken API-sleutel Factuursturen
 

After you click the blue Add button, the new key appears in the Current API keys list.

De API-sleutel Factuursturen is aangemaakt
 

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 ....

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.
Dashboard Bol.com Factuursturen voorwaarden

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.
Dashboard Bol.com Factuursturen Bol.com connectie

Authentication Factuursturen
You establish the connection with Factuursturen using your username and API key that you determined in the previous step. You click the red Connect button next to Factuursturen. You can enter the username and API key in the popup window.

Dashboard Factuursturen connectie

Invoice layout
You can choose an invoice layout for the invoices in Factuursturen.
Factuurlayout instellen voor Factuursturen

Configure VAT rates and general ledger accounts
With Factuursturen, the VAT percentages are used as they appear in the orders. It is not possible to configure separate VAT rates and general ledger accounts.

6.Day-to-day: From Bol.com

This section explains how the integration retrieves orders from the Bol.com account.

Processing schedule: The integration retrieves orders every hour from the Bol.com shipping list. This means that if orders are still in the open order list of Bol.com (or partially), the orders are not yet processed. The integration can go back up to 3 months in time to retrieve orders. After three months, the orders disappear from the shipping list and the integration can no longer retrieve them.

Once an order has been processed, it cannot be processed again. An order that is modified in Bol after it has been processed will not be adjusted in Factuursturen.

Returns
If you want the integration to process returns in addition to orders, please contact us. We will then enable the returns option. To process returns, the integration retrieves the order for which the return was created. This order is used to determine the return.

Please note: The integration only processes a return if the integration has previously processed the order to which the return relates. For more information see the FAQ.

Field-level specification orders
Specification Bol.com order. +-
Name field Values from Bol.com order
Order-identifier [orderId]
Order number [orderId] on request we can set a prefix here
Order and booking date The date from [orderPlacedDateTime]
Total incl Sum of amounts incl. VAT in the order lines
Total excl Sum of amounts excl. VAT in the order lines
Specification Bol.com order lines. +-
Name field Values from Bol.com order
VAT percentage dummy value that is determined later based on the default VAT percentage in the settings or - if applicable - the product in Factuursturen
Name product [product][title]
SKU This is not filled in. Some merchants would like to have the field [offerReference] filled in here. This is not possible because not all Bol.com merchants use the field [offerReference] for the product SKU.
Barcode [product][ean]
Amount [quantity]
Unit price excl. VAT Is not filled in because this amount is not yet known
Unit price incl. VAT [unitPrice]
Line price incl. VAT [unitPrice] * [quantity]
Accounts and VAT codes from Factuursturen Dummy values, these are only determined when creating the invoice in Factuursturen.
Specification Bol.com customer. +-
Name field Values from Bol.com order
If only the shipping address is in the order, the billing address becomes the same as the shipping address
First name [billingDetails][firstName]
Last name [billingDetails][lastName]
Company [billingDetails][company]
Chamber of Commerce number [billingDetails][kvkNumber]
Address line 1 [billingDetails][streetName]
Address line 2 [billingDetails][extraAddressInformation]
House number [billingDetails][houseNumber] [billingDetails][houseNumberExtension]
Zip code [billingDetails][zipCode]
City [billingDetails][city]
Country [billingdetails][countryCode]
Shipping address Same as for the billing address, but now with [shipmentDetails] instead of [billingDetails]
VAT number [billingDetails][vatNumber]
Emailaddress [billingDetails][email]
Specification Bol.com return. +-
Name field Values from Bol.com return
The return lines are not stored separately in Bol.com. Therefore, both the return and the associated order are used to read the return.
Order ID Identifier from the order
Order number Number from the order
Return ID [returnId]
Return date [registrationDateTime] if present, otherwise the order date
Customer data The customer data from the order
Return lines The return line is determined based on the line itself and the associated order line
  • Description - [title] from the return
  • Quantity - [processingResults][0][quantity] from the return
  • EAN - based on the associated order line
  • Price - based on the associated order line
  • VAT codes and accounts - based on the associated order line

7.Day-to-day: To Factuursturen

Invoices
Invoices are not automatically sent by Factuursturen. Please contact us if you would like invoices to be sent automatically.

Create debtors
When processing customer information, it is first checked whether the customer has been processed before. If so, this Factuursturen debtor is used as the debtor for the Factuursturen transaction. If the customer is not yet known, they are added to Factuursturen. Matching is based on email address.

Please note: The integration only creates debtors. The integration does not modify debtors.


Products
The integration does not create products in Factuursturen.

Automatically sending invoices
The integration creates the invoice in Factuursturen, but will not automatically send the invoice to the debtor. It is possible to set an invoice layout. This can be done via the dashboard https://uwkoppeling.webwinkelfacturen.nl, tab Configuration.

Field-level specification Factuursturen

Field-level specification of the Factuursturen invoice. +-
Factuursturen factuur
Name Example Note
clientnr 647 Factuursturen customer ID
action send
sendmethod email mail - Manual (default), or request email - automatic invoice sending
profile 1
sent 2023-02-13 order date
alreadypaid full
Paid price Sales amount if the status is paid
reference
line1 order number: 367439 order number
line2 Payment method: Credit card if name of the payment method is present
lines
Amount 1
description Bed Boxspring
tax_rate 21.00 VAT percentage
price 249.00 Depending on the VAT type of the debtor, the unit price incl. or excl. VAT is used.
Field-level specification of the Factuursturen customer. +-
Name Example Note
Contact [firstname][lastname]
showcontact true
company [company]
address [address1] [address2] [house_number]
zipcode [zipcode]
city [city]
country [country] If the string length of [country] is equal to 2 or 3, then country = [countryname].
If no country is provided, the default is the Netherlands.
phone number [telnr]
mobile [mobile]
email [email]
bank code empty by default.
VAT number [vatnumber]
tax_shifted false
sendmethod [mail] If sendinvoice is equal to debtorsend, then sendmethod=[email].
Otherwise always [mail].
paymentmethod 'bank'
mailintro Dear [first_name] [last_name]
reference Thank you for your order
notes_on_invoice false
tax_type [extax] If a priceincltax is passed, then tax_type = [intax], otherwise it is always [extax].

8.Support

Persoonlijk

Explanation tabs dashboard

On the Dashboard >> Report you can see which orders from your Bol.com webshop, and when, have been transferred to Factuursturen.

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 Factuursturen

If orders are missing in Factuursturen we recommend following the steps below:
  1. Log in to the dashboard: https://uwkoppeling.webwinkelfacturen.nl. The username and password are included in the registration email.
  2. 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:
    1. Check the error code and verify whether you can resolve it yourself.
    2. If yes resolve the issue and click the blue Process button to resubmit the order.
    3. If not use the red Report problem button to create a ticket with us.
    4. Note if there are multiple errors, please create only 1 or 2 tickets. We will automatically see the other issues.
  3. Go to the Report tab and see if order is listed there. If so, you'll often see an identifier for Factuursturen (in the purple section of the overview) that you can use to search for order.
  4. Go to the Open tab and check if order is there.
  5. 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/20/factuursturen.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.