1.Introduction
This is the manual for the integration between Bol.com and Twinfield.
This integration ensures that orders from the Bol.com webshop are automatically processed to draft entries or invoices in Twinfield. 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 Twinfield. This can be requested via webcare@webwinkelfacturen.nl.
The option processing of payments is only available if the orders are processed to Twinfield draft entries. This option is not available for Twinfield invoices. Additional costs are charged for this option.
The option processing of payments is only available if the orders are processed to Twinfield draft entries. This option is not available for Twinfield invoices. Additional costs are charged for this option.
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 Twinfield, 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 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.
Tip: Other customers using this integration found the tips in the FAQ for Bol.com and in the FAQ for Twinfield.
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 can be processed to Twinfield as a Twinfield draft entry or invoice. The option draft entry is default and is used most often. The option invoices can be requested from us. For the option invoices you need the paid invoice module, see also the FAQ.
It is also possible to process the payments based on the orders from to Twinfield. This is only available if the orders are processed to Twinfield draft entries. For Twinfield invoices, this option is not available.
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 ....
It is also possible to process the payments based on the orders from to Twinfield. This is only available if the orders are processed to Twinfield draft entries. For Twinfield invoices, this option is not available.
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 Twinfield. 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 Twinfield. No check is made to see if the payment has actually been made because the integration currently cannot see this in Bol.com.
Processing order
Processing a Bol.com order to Twinfield takes place in two steps:
Processing a Bol.com order to Twinfield takes place in two steps:
- It is checked if the customer already exists in Twinfield. If not, the customer is created. Matching is based on the email address.
- The Twinfield transaction (draft entry, invoice) is created and processed.
Process payments
When processing a payment, the integration first looks up the draft entry in Twinfield that belongs to the payment. The integration uses the following criteria to search for the draft entry:
After processing the payment, the integration will reconcile the payment and the draft entry against each other.
When processing a payment, the integration first looks up the draft entry in Twinfield that belongs to the payment. The integration uses the following criteria to search for the draft entry:
- 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 processing the payment, the integration will reconcile the payment and the draft entry against each other.
Post-check
After the order has been forwarded and a success message from Twinfield has been received, the order is marked as handled. The Bol.com order appears at the Reporting tab on the dashboard.
If Twinfield 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 Twinfield later in the manual.
After the order has been forwarded and a success message from Twinfield has been received, the order is marked as handled. The Bol.com order appears at the Reporting tab on the dashboard.
If Twinfield 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 Twinfield 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.Preparation Twinfield
To connect with Twinfield, your own username/password is required to log in. The connection must be established using this username/password.
Read more Preparation Twinfield....
Read less Preparation Twinfield....
When using an accountancy username/password, the integration gains access to all records under the accountant's responsibility. This is highly undesirable. The consequence may be that the integration posts to the wrong record. Additionally, the integration has access to all records covered by the accountancy license. This is undesirable from a security perspective and is contrary to GDPR regulations.
For more information, see: FAQ.
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.
Twinfield connection
The connection with Twinfield is handled via OAuth. Ensure you are logged out of Twinfield before starting the connection. Now click the red Connect button. A login screen for your Twinfield account will automatically appear. Once you log in, you will see a screen asking if you allow the connection. If you confirm this, the connection with Twinfield will be established.
If you want to re-establish the connection at a later time - for example because you want to use a different one - you can do so by clicking the Connect button.
Administration and debtors account
It is important that after establishing the connection with Twinfield, you first set the administration code of your Twinfield administration. You can also change the debtors dimension. The default in Twinfield is a debtors dimension 1300.
It is important that after establishing the connection with Twinfield, you first set the administration code of your Twinfield administration. You can also change the debtors dimension. The default in Twinfield is a debtors dimension 1300.
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 Twinfield. 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 Twinfield. 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
When processing orders without processing payments, a link can be established for each payment method in with a fixed debtor. The list of debtors contains the Twinfield debtors with the specific substring WWF_. See this faq for more information, if the list is empty.
If the payments are processed, a link is established between payment methods in webshop and clearing accounts from Twinfield. The possibility to assign payment methods to fixed debtors will then lapse. Processing payments is only possible if the orders are processed to Twinfield draft entries. It is not possible if the orders are processed to Twinfield invoices.
When processing orders without processing payments, a link can be established for each payment method in with a fixed debtor. The list of debtors contains the Twinfield debtors with the specific substring WWF_. See this faq for more information, if the list is empty.
If the payments are processed, a link is established between payment methods in webshop and clearing accounts from Twinfield. The possibility to assign payment methods to fixed debtors will then lapse. Processing payments is only possible if the orders are processed to Twinfield draft entries. It is not possible if the orders are processed to Twinfield invoices.
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 Twinfield.
The Netherlands and Belgium For some entrepreneurs, it is important to have a split between Bol.com orders to the Netherlands or Belgium regarding VAT returns and threshold values. It is possible to post the orders to country-specific ledger accounts. See the FAQ.
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 Twinfield.
The Netherlands and Belgium For some entrepreneurs, it is important to have a split between Bol.com orders to the Netherlands or Belgium regarding VAT returns and threshold values. It is possible to post the orders to country-specific ledger accounts. See the FAQ.
Payments (if activated)
When processing payments, the integration checks every day the Bol.com orders that have been successfully processed to Twinfield. If the order has been processed, a payment will be created in Twinfield for this order.
When processing payments, the integration checks every day the Bol.com orders that have been successfully processed to Twinfield. If the order has been processed, a payment will be created in Twinfield for this order.
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.
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 Twinfield |
| 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 Twinfield | Dummy values, these are only determined when creating the draft entry or invoice in Twinfield. |
Specification Bol.com payments +-
| 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] |
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
|
7.Day-to-day: To Twinfield
Create draft entries
For orders in Bol.com, draft entries or invoices can be created in Twinfield. The option draft entry is default and is used most often. The option invoices can be requested from us. For the invoices option, you need the paid invoice module, see also the FAQ. If you are in doubt between draft entries (financial transactions) or invoices, we recommend draft entries / transactions.
For orders in Bol.com, draft entries or invoices can be created in Twinfield. The option draft entry is default and is used most often. The option invoices can be requested from us. For the invoices option, you need the paid invoice module, see also the FAQ. If you are in doubt between draft entries (financial transactions) or invoices, we recommend draft entries / transactions.
Create debtors
When processing customer information, it is first checked whether the customer has been processed before. If so, this Twinfield debtor is used as the debtor for the Twinfield transaction. If the customer is not yet known, they are added to Twinfield. Matching is based on email address.
Please note: The integration only creates debtors. The integration does not modify debtors.
Create payments
Payments from Bol.com are imported into as memo entries. A memo entry consists of two lines, one line for the payment and one for the associated sales entry. If the sales entry for the payment cannot be found, the memo entry cannot be created.
Please note: we can only process payments if they are processed to draft sales entries, not with invoices. Additionally, the invoice number that is in the outstanding sales entry in Twinfield must be present in the payment transaction of the sale.
Reconcile
After processing the payment, the integration will perform an additional action to reconcile the payment and sale.
Payments from Bol.com are imported into as memo entries. A memo entry consists of two lines, one line for the payment and one for the associated sales entry. If the sales entry for the payment cannot be found, the memo entry cannot be created.
Please note: we can only process payments if they are processed to draft sales entries, not with invoices. Additionally, the invoice number that is in the outstanding sales entry in Twinfield must be present in the payment transaction of the sale.
Reconcile
After processing the payment, the integration will perform an additional action to reconcile the payment and sale.
Automatically sending invoices
The integration cannot automatically have Twinfield invoices or draft entries sent from Twinfield.
The integration cannot automatically have Twinfield invoices or draft entries sent from Twinfield.
Field-level specification Twinfield
Field-level specification of the Twinfield draft entry. +-
| Name | Example | Note | |
| @attributes | |||
| destiny | temporary | ||
| raisewarning | true | ||
| header | |||
| code | VRK | ||
| office | 300333 | ||
| invoicenumber | 5869 | order number | |
| date | 20230203 | order date | |
| Currency | EUR | Default, variable on request. | |
| Totalline | |||
| type | total | ||
| id | 4 | debtor id | |
| dim1 | 1600 | Debtor dimension | |
| dim2 | 4539 | Debtor dimension | |
| debitcredit | debit | ||
| value | 82.20 | Total price Incl. VAT | |
| basevalue | 82.20 | Total price Incl. VAT | |
| description | 4121 | Description: order number, or invoice number - this cannot be adjusted. | |
| Detaillines | |||
| @attributes | |||
| type | detail | ||
| id | 5 | ||
| dim1 | 2000 | Debtor dimension | |
| debitcredit | credit | ||
| basevalue | 33.47 | Line price Excl. VAT | |
| value | 33.47 | Line price Excl. VAT | |
| description | 24 pcs Prof. drawing paper. | Product description, max length 35. | |
| vatvalue | 7.03 | VAT amount | |
| vatcode | VH | VAT code | |
| Cost center | 1 default cost center per integration. | ||
| ICP | If it is an ICP entry: | ||
| Performancetype | goods | ||
| Performancecountry | [isocountry] | Country of delivery | |
| Performancevatnumber | [vatnr] | VAT number | |
| In the VAT amounts, any rounding difference is processed if the rounding difference is at most 5 cents. | |||
Field-level specification of the Twinfield invoice. +-
| Name | Example | Note |
| header | ||
| office | KJ903932 | |
| invoicetype | INVOICE | This cannot be adjusted. |
| invoicedate | 20230308 | order date |
| headertext | Order 3234002342 |
If the invoice number is equal to the order number: Order order number Otherwise Invoice invoice number. |
| customer | 9023 | Customer code |
| currency | EUR | Default, variable on request. |
| status | draft | |
| Payment method | Bank | |
| Detailline | ||
| @attributes | ||
| id | 4 | |
| article | 0 | |
| description | 70 x 70 painter's canvas | Description |
| quantity | 9 | quantity |
| units | 1 | |
| unitspriceexcl | 21.50 | unit price excl. VAT |
| dim1 | 3456 | Ledger account |
| vatcode | VH | VAT code |
Field-level specification of the Twinfield customer. +-
| Name | Example | Note |
| name | [name] | |
| website | ||
| Cocnumber | [coc] | |
| VATnumber | [VATnr] | |
| Address | ||
| contact | [firstname][lastname] | |
| Country | [isocountry] | |
| City | [city] | |
| Postal code | [zipcode] | |
| Phone number | [telnr] | |
| [email] | not longer than 200 characters. | |
Detailed specification at field level Twinfield payment. +-
| Name | Example | Note |
| Payment line | The information of the payment. | |
| Suspense account | As set in the configuration tab of the dashboard. | This is the field dim1 in Twinfield |
| Type | debit | This is the field debitcredit in Twinfield |
| Description | [transaction_id] payment | |
| Invoicenumber | [ordernumber] | If the length > 40, the last 40 characters are shown. This is to keep the invoice numbers unique. |
| Amount | Amount from the payment | |
| Sales line | The information from the sales entry. | |
| Debtors-account | 1300 | This is the field dim1 in Twinfield. This is usually 1300 but can be adjusted in the configuration tab of the dashboard. |
| Customer code | [Debtor code] | This is the field dim2 in Twinfield |
| Type | credit | This is the field debitcredit in Twinfield |
| Description | [ordernumber] | If the length > 40, the first 40 characters are shown. |
| Invoicenumber | [ordernumber] | If the length > 40, the last 40 characters are shown. This is to keep the invoice numbers unique. |
| Amount | Amount from the sale | |
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 Twinfield.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 Twinfield
If orders are missing in Twinfield 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 Twinfield (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/41/twinfield.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.