1.Introduction
This is the manual for the integration between Bol.com and SnelStart.
- This integration is a financial integration. It is not a logistics integration. It is not suitable for updating customers in SnelStart, 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 SnelStart if processing is done to orders. 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 SnelStart.
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.
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
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 ....
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.
A fictitious payment is processed for every order that has been processed to SnelStart. No check is made to see if the payment has actually been made because the integration currently cannot see this in Bol.com.
Processing a Bol.com order to SnelStart takes place in three steps:
- It is checked if the customer already exists in SnelStart. If not, the customer is created. Matching is based on the email address.
- When processing to SnelStart orders, it is checked whether the products from the Bol.com order are already present in SnelStart. Missing products are created.
- The SnelStart transaction (financial entry, order) is created and processed.
When processing a payment, the integration first looks up the outstanding item in SnelStart that belongs to the invoice. The integration uses the following criteria to search for the outstanding item:
- A match is performed on the amount
- If a customer email address is available, a match is performed on this email address
- A match is performed on the order number and the description in the payment
After the order has been forwarded and a success message from SnelStart has been received, the order is marked as handled. The Bol.com order appears at the Reporting tab on the dashboard.
If SnelStart 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 SnelStart 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: Snelstart API key
To establish the connection with your Snelstart account, you need to create a special key. This key is a secret key that authorizes the integration to read from your Snelstart account and, for example, add debtors and sales entries to your account. Essentially, the key is a special password for the connection.
You create the key depending on your Snelstart administration. Therefore, ensure that you check that you create the key for the administration in which you want to book the revenue.
To create the key for Snelstart, log in to the web version of Snelstart at https://web.snelstart.nl. Go to the 'Connections' menu item and search for 'Webwinkelfacturen'. Various tiles for different systems will now appear. Look for the tile for Bol.com.
Now click on Generate the key. Copy this key and save it. You will need to enter it later during the installation of the connection.
5.Installation
Read more Installation .... Read less Installation ....
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.
SnelStart connection
You establish the connection with SnelStart via the key you determined in the previous step. Click the red Connect button next to SnelStart. You can now enter the key in the popup window.
It is possible to set a journal. If you process to SnelStart financial entries, setting it is optional, and you fill in Debtors. Invoice layout
When processing to SnelStart orders, an invoice layout can be selected. This is not mandatory.
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 SnelStart. 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.
You can create a link here between the payment methods in the webshop and a fixed debtor in your SnelStart 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.
6.Day-to-day: From Bol.com
This section explains how the integration retrieves orders from the Bol.com account.
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 SnelStart.
The Netherlands and Belgium For some businesses it is important to split Bol.com orders between the Netherlands and Belgium due to VAT returns and threshold amounts. It is possible to post the orders to country-specific general ledger accounts. More information in the FAQ.
When processing payments, the integration checks every day the Bol.com orders that have been successfully processed to SnelStart. If the order has been processed, a payment will be created in SnelStart for this order.
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
| 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 |
| 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 SnelStart |
| 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 SnelStart | Dummy values, these are only determined when creating the order / sales entry in SnelStart. |
| Name field | Values from Bol.com order |
| Order-identifier | [orderid] |
| Payment identifier | [orderid] |
| Payment method identifier | 1 |
| Payment method | Bol.com payment method |
| Payment date | [orderdate] |
| Amount | [totalIncl] |
| Status | paid |
| Transaction-id | [orderid] |
| 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] |
| 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
|
7.Day-to-day: To Snelstart
The synchronization of data between Bol.com and SnelStart is as follows.
The orders are imported into SnelStart as orders or financial entries.
By default, the integration is set up to create financial entries. This choice can be changed in the contract settings in the dashboard, Configuration tab, or can be requested from us via email. To process to orders, the InBalans or InZicht package is required. For processing to financial entries, InKaart is also suitable in addition to these packages.
When processing customer information, it is first checked whether the customer has been processed before. If so, this SnelStart debtor is used as the debtor for the SnelStart transaction. If the customer is not yet known, they are added to SnelStart. Matching is based on email address. Please note: The integration only creates debtors. The integration does not modify debtors.
Shipping address With the SnelStart orders option, the integration includes a separate shipping address with the order, provided the shipping address differs from the billing address.
If the orders are processed to SnelStart orders, the integration first checks whether the products from the order already exist in SnelStart. The integration then adds missing products to the accounting system. If a product already exists in SnelStart, the product is not added again.
The rules for matching products between Bol.com and SnelStart can be found in this FAQ be read.
The default setting in SnelStart for item numbers is length 10 and digits only. This should be increased to length 25 and digits and letters. The reason is that at least the dummy products need this space. See also the FAQ.
Please note: The products are only created in SnelStart. Products in SnelStart are never modified.
Payments from Bol.com are imported into SnelStart as memo entries. A reference to the sales entry will be included in the entry.
If no sale can be found for the payment, the memo entry cannot be created.
The integration creates an order or financial entry in SnelStart, not an invoice. Therefore, the integration cannot ensure that an invoice is automatically sent from SnelStart. It is however possible to set an invoice layout. This can be done via the dashboard https://uwkoppeling.webwinkelfacturen.nl, tab Configuration.
Field-level specification SnelStart
| Required package: InKaart, InBalans or InZicht | ||
| Name | Example | Note |
| Invoice date | [orderdate] | order date |
| Invoice number | [ordernumber] | order number |
| Payment term | 14 days | This cannot be adjusted. |
| Description | Order number / Invoice number / Payment method if present |
|
| Invoice amount | The total amount of the order incl. VAT. | |
| Customer | ||
| Id | [debtorID] | SnelStart debtor id. |
| uri | /relations/[debtorID] | |
| Entry line | ||
| Description | [name] | |
| Ledger account | As configured via the tab Configuration of the dashboard. | |
| Amount | Amount excl. VAT. | |
| Cost center | 1 default cost center per integration. | |
| VATlines | ||
| VAT amount | [price] | |
| VATtype |
|
|
| Required package: InBalans or InZicht | ||
| Name | Example | Note |
| relation | ||
| id | 7382g324-8f90-76b8-h999-fv4sh870c87j | SnelStart debtor-ID. |
| uri | /relations/7382g324-8f90-76b8-h999-fv4sh870c87j | |
| processStatus | Order | |
| date | 2023-03-01 | order date |
| salesOrderVatEntryModel | Exclusive | Default Exclusive, can be adjusted to inclusive. |
| description | 890492 / iDEAL | Order number / Invoice number / Payment method if present |
| payment reference | 890492 |
|
| memo | ||
| lines | ||
| item | ||
| id | 8d76f75n-9283-9291-93m2-fv5682e34akd | |
| uri | /items/8d76f75n-9283-9291-93m2-fv5682e34akd | |
| description | Digital Xbox one - white | |
| unit price | 245.45 | Unit price excl. VAT, on request incl. VAT - discounts are included in this amount. |
| quantity | 1 | |
| total | 245.45 | Total excl. VAT, on request incl. VAT - discounts are included in this amount |
| salesordersjabloon | ||
| id | 8fe5j5y8-h8a1-9084-760h-98k979h4ujk4 | |
| uri | /salesordertemplates/8fe5j5y8-h8a1-9084-760h-98k979h4ujk4 | |
|
The SnelStart orders never have negative unit prices. With a negative unit price, the quantity and amount are multiplied by (-1). |
||
| Name | Example | Note |
| orderdate | Payment date | |
| Sales number | [transaction-identifier] | |
| Journal | as set in the dashboard | |
| Memorial entry line | ||
| Description | [name] | For example payment method and postfix order number |
| debit | [PaidAmount] | |
| credit | 0 | |
| ledger | The clearing account as set in the dashboard | |
| sales line | ||
| Id | Identifier of the sales entry | |
| Amount | Amount incl. VAT of the sales entry | |
| description | order number | |
| Amount | [salesAmount] | |
| Name | Example | Note |
| item code | [articlekey] | |
| Description | [productName] | |
| Item Revenue Group |
|
|
| ModifiedOn | [date] | |
| isNonActive | false | |
| Name | Example | Note |
| relationtype | Customer | |
| Name | [name] | |
| Phone | [Telnr] | |
| Mobile | [Mobile] | |
| [Email] | ||
| CoCnumber | [CoC] | |
| Iban | [Bankaccount_iban] | |
| SettlementAddress |
|
|
| correspondence Address | Same as SettlementAddress. | |
| vatNumber | [VATnr] | |
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 SnelStart.At Dashboard >> Configuration you will find the settings of your integration. You can adjust settings there.
What if orders are missing in SnelStart
If orders are missing in SnelStart 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 SnelStart (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.
