1.Introduction
This is the manual for the integration between CCV Shop and Asperion.
The integration ensures that orders or invoices from the CCV Shop webshop are processed to invoices or sales entries in Asperion. Because the orders or invoices enter the webshop owner's accounting system directly, it saves time on financial administration. It is also possible to process payments for the CCV Shop orders or invoices 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.
Tip: Other customers using this integration found the tips in the FAQ for CCV Shop and in the FAQ for Asperion.
Install integration
You install this integration from the CCV Shop App Store. If you select the Accounting category, our apps will appear automatically. You can recognize us as a provider by the blue gear icon. If you click on the App, you will see a description and the Install App button. During activation, you will be automatically guided through the configuration screens.
The installation is complete when both connection dots are green, and the settings in the Configuration tab have been entered and saved.
Important: Once the integration is installed, always log in to the dashboard via https://uwkoppeling.webwinkelfacturen.nl, and not from the app store.
The trial period for the integration runs until the first of the following month in which the integration was requested.
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.
You install this integration from the CCV Shop App Store. If you select the Accounting category, our apps will appear automatically. You can recognize us as a provider by the blue gear icon. If you click on the App, you will see a description and the Install App button. During activation, you will be automatically guided through the configuration screens.
The installation is complete when both connection dots are green, and the settings in the Configuration tab have been entered and saved.
Important: Once the integration is installed, always log in to the dashboard via https://uwkoppeling.webwinkelfacturen.nl, and not from the app store.
The trial period for the integration runs until the first of the following month in which the integration was requested.
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
If you want to terminate the integration, you can remove the app from the app store in your backend.
Are you switching to another accounting system and want to create a new integration? You can install the new app from the app store in your backend. Make sure you are logged out of the dashboard of the old integration and preferably start the new installation in an incognito browser.
Are you switching to another webshop system? Via our integrations page you can see whether you install it from the relevant app store, or by means of an installation link.
Has the installation been successful, but do you see in the dashboard of the integration the old license key still present when you click the dropdown arrow next to the key (even though that app/key has been deleted)? If so, please send us an email requesting that the old key be removed.
If you want to terminate the integration, you can remove the app from the app store in your backend.
Are you switching to another accounting system and want to create a new integration? You can install the new app from the app store in your backend. Make sure you are logged out of the dashboard of the old integration and preferably start the new installation in an incognito browser.
Are you switching to another webshop system? Via our integrations page you can see whether you install it from the relevant app store, or by means of an installation link.
Has the installation been successful, but do you see in the dashboard of the integration the old license key still present when you click the dropdown arrow next to the key (even though that app/key has been deleted)? If so, please send us an email requesting that the old key be removed.
2.How the integration works
A order or invoice from the CCV Shop webshop is processed to a Asperion invoice or sales entry.
The integration works with webhooks from the CCV Shop webshop. Processing can be done in two ways, namely based on paid orders or invoices. The advantage of the option paid orders is that orders that are not paid do not enter the accounting system. With this option, however, credit notes are not included. With the option invoices all invoices are processed to Asperion, so both debit and credit invoices. You can set the preference for paid orders or invoices via the Configuration tab of the dashboard. See this FAQ for more information.
Read more How the integration works .... Read less How the integration works ....
Read more How the integration works .... Read less How the integration works ....
Pre-check orders or invoices
At the start of processing an order, we perform a number of checks on the CCV Shop order or invoice:
At the start of processing an order, we perform a number of checks on the CCV Shop order or invoice:
- It is checked whether the total of the CCV Shop order is equal to the sum of the amounts in the order lines plus the shipping cost amount.
- If the order is an ICP order, the VAT number is checked.
- It is checked whether a corresponding VAT code exists in Asperion for the VAT in each line.
- It is checked whether the order or invoice has not already been processed.
Pre-check payments
A payment for an order is only added if the order has been paid. For invoices, the payment is always processed, regardless of the status. A payment is only processed after the associated order / invoice has been processed first.
A payment for an order is only added if the order has been paid. For invoices, the payment is always processed, regardless of the status. A payment is only processed after the associated order / invoice has been processed first.
Processing orders or invoices
Processing a CCV Shop order or invoice to Asperion takes place in three steps:
Processing a CCV Shop order or invoice 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 CCV Shop order or invoice 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 CCV Shop 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 CCV Shop 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 or invoice has been forwarded and a success message from Asperion has been received, the order or invoice is marked as handled. The CCV Shop order appears at the Reporting tab on the dashboard.
If Asperion returns an error while processing the order or invoice, the order or invoice 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 or invoice 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 or invoices 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 or invoice has been forwarded and a success message from Asperion has been received, the order or invoice is marked as handled. The CCV Shop order appears at the Reporting tab on the dashboard.
If Asperion returns an error while processing the order or invoice, the order or invoice 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 or invoice 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 or invoices 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.Installation
After installation, check using this FAQ, whether the integration works.
You install the integration between CCV Shop and asperion via the CCV Shop App Store. First, the connection with your webshop is established and you authorize the integration to read data from your webshop. Explanation is provided in the Install integration section in chapter 1.
Read more Installation ....Read less Installation ....
Activating the integration now continues with:
1. Establishing the connection with Asperion. This authorizes the integration to write transactions to your Asperion administration and to read information.
2. Configuring additional data, such as the VAT settings.
1. Establishing the connection with Asperion. This authorizes the integration to write transactions to your Asperion administration and to read information.
2. Configuring additional data, such as the VAT settings.
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.
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.
By default, all EU countries are shown in the list. You only need to configure the countries you sell to, and - if applicable - ICP and International.
The integration shows the standard VAT rates for Europe. You can adjust the VAT percentage with which you sell - left column. For example: By default, sales to Germany are set to 21%, but if you sell in the webshop with 19%, you can adjust that in the left column. 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.
By default, all EU countries are shown in the list. You only need to configure the countries you sell to, and - if applicable - ICP and International.
The integration shows the standard VAT rates for Europe. You can adjust the VAT percentage with which you sell - left column. For example: By default, sales to Germany are set to 21%, but if you sell in the webshop with 19%, you can adjust that in the left column. 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 or invoices with a payment method from the list will then always be posted to this debtor. In that case, no new debtors will be created.
Note: It is not possible to set fixed debtors for ICP orders or invoices. For an ICP order or invoice, a valid VAT number must be transmitted. Therefore, a debtor will always be created in Asperion for an ICP order or invoice.
You can create a link here between the payment methods in the webshop and a fixed debtor in your Asperion administration. Orders or invoices with a payment method from the list will then always be posted to this debtor. In that case, no new debtors will be created.
Note: It is not possible to set fixed debtors for ICP orders or invoices. For an ICP order or invoice, a valid VAT number must be transmitted. Therefore, a debtor will always be created in Asperion for an ICP order or invoice.
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.
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.Day-to-day: From CCV Shop
Processing schedule: The integration works with webhooks. The integration receives a message as soon as an order is paid or changes status. Depending on the settings for processing the order, the order will be retrieved and processed. If you have chosen to process CCV Shop invoices, the integration receives a message as soon as an invoice is created in CCV Shop. Invoices are always processed immediately, regardless of the status.
Once an order or invoice has been processed, it cannot be processed again. An order or invoice that is modified in the webshop after it has been processed will not be adjusted in Asperion.
Once an order or invoice has been processed, it cannot be processed again. An order or invoice that is modified in the webshop after it has been processed will not be adjusted in Asperion.
Payments (if activated)
When processing payments, the integrations checks daily the CCV Shop orders or invoices that have been successfully processed to Asperion. If the order or invoice has a valid payment—a transaction with the success status—then that payment will also be processed to Asperion. Checking CCV Shop orders or invoices is performed six times per day.
When processing payments, the integrations checks daily the CCV Shop orders or invoices that have been successfully processed to Asperion. If the order or invoice has a valid payment—a transaction with the success status—then that payment will also be processed to Asperion. Checking CCV Shop orders or invoices is performed six times per day.
Field-level specification orders
Specification CCV Shop order. +-
| Below is an elaboration at field level when retrieving orders. The general values in the order and the order rules are discussed, the shipping costs and the debtor details. | ||
| Name field | Values from CCV Shop order | |
| Order-identifier | [id] | |
| Order number and reference | [ordernumber_full] | |
| Order and booking date | [create_date] | |
| ICP indication | [is_intra_community_order] | |
| International indication |
An order is an international order if:
|
|
| Valuta | [currency] | |
| Payment status | [paid] | |
| Payment method |
The payment method is determined as follows based on the field [paymethod]:
|
|
| Paymentmethod-id | [paymethod_id] | |
| Total amounts incl or excl VAT | The amounts in the order can be incl. or excl. VAT. This is determined by the field [taxes_included]. This value is important for determining the Total incl and the Total excl, see below. | |
| Total incl | The amount incl. VAT of the order is:
|
|
| Total excl | The amount excl. VAT of the order is:
|
|
| Total VAT | [total_tax] | |
| Total discounts incl or excl VAT | The amounts in the order can be incl. or excl. VAT. This is determined by the field [order_row_taxes_included] | |
| Total discounts incl. | The amounts are calculated depending on the field [order_row_taxes_included]. This value is important for determining Total discounts incl. and the Total discounts excl., see below.
|
|
| Total discounts excl. | The amounts are calculated depending on the field [order_row_taxes_included]:
|
|
Specification CCV Shop order lines +-
| Name field | Values from CCV Shop order |
| VAT percentage | [tax], if the amount < 1 is dan wordt het percentage vermenigvuldigd met 100 |
| Name product | [product_name] |
| Productcode | If filled [sub_product_number], otherwise [product_number] |
| Amount | [count] |
| Discount | ([price_without_discount] - [selling_price]) * [count] |
| Amounts incl. or excl. VAT | The amounts in the order lines can be incl. or excl. VAT. This is determined by the field [order_row_taxes_included]. This value is important for determining the unit prices incl. and the unit prices excl., see below |
| Unit price excl. VAT | The unit price excl. VAT is:
|
| Unit price incl. VAT | The unit price incl. VAT is:
|
| Line prices incl and excl discount | These are calculated from the discount and the unit prices. The unit prices are multiplied by the quantity. |
| Accounts and VAT codes from Asperion | These are determined based on the settings in the integration, the delivery country of the order and the VAT percentages. The type for order lines is turnover / revenue. |
Specification CCV Shop shipping costs+-
| Name field | Values from CCV Shop order |
| Name | Shipping costs |
| VAT percentage | For ICP and international orders 0%, otherwise [shipping_tax_percentage] |
| Shipping costs incl. or excl. VAT | The shipping costs are given incl. or excl. VAT. This is determined by the field [order_row_taxes_included]. This value is important for determining the shipping costs incl. and excl. VAT, see below |
| Shipping costs excl VAT | Shipping costs excl. VAT are:
|
| Shipping costs incl VAT | Shipping costs incl. VAT are:
|
| Accounts and VAT codes from Asperion | These are determined based on the settings in the integration, the delivery country of the order and the VAT percentages. The type for shipping costs is shipping / shipping costs. |
Specification CCV Shop payment costs+-
| Name field | Values from CCV Shop order |
| Name | Payment costs |
| VAT percentage | For orders For ICP and international orders and a margin sale 0%, otherwise the highest percentage for the delivery country.
For invoices The VAT percentage on the shipping costs is used, because there is no VAT percentage on the payment costs. For example, 21% may be used for the Netherlands, 19% for Germany, and 20% for France. |
| Payment costs incl and excl VAT | Sum of the amounts in [paymethod_costs] and [extra_payment_option_price]. Just like for calculating the amounts in the order lines and for the shipping costs, the field [order_row_taxes_included] is used for the payment costs incl. and excl. VAT |
| Accounts and VAT codes from Asperion | These are determined based on the settings in the integration, the delivery country of the order and the VAT percentages. The type for payment costs is payment / payment costs. |
Specification CCV Shop surcharges +-
|
There are two types of surcharges retrieved from the order. The surcharge with field name [extra_costs] and the surcharge with field name [credit_point_discount]. This results in a maximum of 2 surcharge lines. |
|
| Name field | Values from CCV Shop order |
| Name | Extra [extra_costs_description] or Surcharge |
| VAT percentage | For ICP and international orders 0%, in all other cases the highest VAT percentage in the order lines is used. |
| Surcharge amounts incl. and excl. VAT | Amounts in [extra_costs] and [credit_point_discount]. Just like for calculating the amounts in the order lines and for the shipping costs, the field [order_row_taxes_included] used for the surcharges incl. and excl. VAT |
| Accounts and VAT codes from Asperion | These are determined based on the settings in the integration, the delivery country of the order and the VAT percentages. The type for order lines is turnover / revenue. |
Specification CCV Shop payments +-
| Is only filled for paid orders | |
| Name field | Values from CCV Shop order |
| Order-identifier | [id] |
| Payment identifier | [order_number] |
| Payment method identifier | [paymenthod_id] |
| Payment method | [paymethod] |
| Payment date | [create_date] |
| Amount | [total_price] |
| Status | paid |
| Transaction-id | [transaction_id] |
Specification CCV Shop customer+-
| Name field | Values from CCV Shop order |
| First name | [billingaddress][first_name] |
| Last name | [billingaddress][last_name] |
| First name | [billingaddress][first_name] |
| Company name | [billingaddress][company] |
| Phone number | [billingaddress][telephone] |
| Chamber of Commerce number | [billingaddress][kvk] |
| Address line 1 | [billingaddress][street] |
| Address line 2 | [billingaddress][address_line_2] |
| House number | [billingaddress][housenumber] [billingaddress][housenumber_suffix] |
| Zip code | [billingaddress][zipcode] |
| City | [billingaddress][city] |
| Country | [billingaddress][country_code] |
| Shipping address | Same as for the billing address, but now with [deliveryaddress] instead of [billingaddress] |
| VAT number | [vatnumber] - this is checked for correctness |
| Emailaddress | [email] |
Field-level specification invoices
Specification CCV Shop invoice.+-
| Below is an elaboration at field level for retrieving invoices. Please note, a credit invoice is also an invoice and will be retrieved in the same way as debit invoices. | |
| Name field | Values from CCV Shop order |
| Invoice-identifier | [id] |
| Invoice number and reference | [invoicenumber_full] |
| Order-identifier | This is determined based on the URL in the field [order] |
| Invoice and entry date | [create_date] |
| ICP indication | [is_intra_community_order] |
| International indication |
An order is an international order if:
|
| Valuta | [currency] |
| Payment method |
The payment method is determined as follows based on the field [paymethod]:
|
| Paymentmethod-id | [paymethod_id] |
| Total amounts incl or excl VAT | The amounts in the order can be incl. or excl. VAT. This is determined by the field [taxes_included]. This value is important for determining the Total incl and the Total excl, see below. |
| Total incl | The amount incl. VAT of the order is:
|
| Total excl | The amount excl. VAT of the order is:
|
| Total VAT | [total_tax] |
| Total discounts incl or excl VAT | The amounts in the order can be incl. or excl. VAT. This is determined by the field [order_row_taxes_included] |
Specification CCV Shop invoice lines +-
| Name field | Values from CCV Shop order |
| VAT percentage | [tax], if the amount < 1 is dan wordt het percentage vermenigvuldigd met 100 |
| Name product | [product_name] |
| Productcode | If filled [sub_product_number], otherwise [product_number] |
| Amount | [count] |
| Discount | ([price_without_discount_with_attributes] - [price_without_discount_with_attributes]) * [count] |
| Amounts incl. or excl. VAT | The amounts in the invoice lines can be incl. or excl. VAT. This is determined by the field [invoice_row_taxes_included]. This value is important for determining the unit prices incl. and the unit prices excl., see below |
| Unit price excl. VAT | The unit price excl. VAT is:
|
| Unit price incl. VAT | The unit price incl. VAT is:
|
| Line prices incl and excl discount | These are calculated from the discount and the unit prices. The unit prices are multiplied by the quantity. |
| The shipping costs are added as a separate invoice line | The amounts are determined based on [total_shipping], [shipping_tax_percentage] and [invoice_row_taxes_included] as in other lines. This line is only added for an amount other than 0. |
| The payment costs are added as a separate invoice line | The amounts are determined based on [paymethod_costs], [extra_payment_option_price] and [invoice_row_taxes_included] as in other lines. This line is only added for an amount other than 0. |
| The surcharges are added as separate lines to the invoice | The amounts are determined based on [extra_costs], [credit_point_discount], [invoice_row_taxes_included] as in other lines. The amount is only added for an amount other than 0. This leads to a maximum of 2 extra lines. |
| Accounts and VAT codes from Asperion | These are determined based on the settings in the integration, the delivery country of the invoice and the VAT percentages. The type for invoice lines is turnover / revenue, for the shipping costs line shipping / shipping costs and payment costs payment / payment costs. |
Specification CCV Shop payments +-
| Name field | Values from CCV Shop order |
| For invoices, payments are always determined, whether the invoice is paid or not. This is different from retrieving orders. For orders, the payment is only retrieved if the status of the order is paid. | |
| Order-identifier | [id] |
| Payment identifier | [order_number] |
| Payment method identifier | [paymenthod_id] |
| Payment method | [paymethod] |
| Payment date | [create_date] |
| Amount | [total_price] |
| Status | paid |
| Transaction-id | [transaction_id] if filled, otherwise [invoice_number] |
6.Day-to-day: To Asperion
Create transactions
For orders or invoices in CCV Shop, 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 or invoices in CCV Shop, 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 or invoices in CCV Shop, 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 CCV Shop 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 CCV Shop 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 CCV Shop 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 CCV Shop order |
| SKU | articlekey following the logic SKU, EAN, article code |
| 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 |
7.Support
We believe it is important that you as online retailer have direct access to information about the integration whenever you want. That is why every customer has a personal dashboard.
Read more Support .... Read less Support ....
Read more Support .... Read less Support ....
Explanation tabs dashboard
On the Dashboard >> Report you can see which orders or invoices from your CCV Shop webshop, and when, have been transferred to Asperion.At Dashboard >> Errors you can see which orders or invoices have not been processed. Via the blue Process button you can (re)submit the order or invoice. Via the red Report problem button you can create a ticket with us.
At Dashboard >> Open the orders or invoices 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 or invoice.
At Dashboard >> Configuration the settings of your integration are listed. You can adjust the 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 or invoices are missing in Asperion
If orders or invoices 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 or invoice is there. You may need to adjust the search period if the
order or invoice is from a previous month. If you find order or invoice 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 or invoice.
- 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 or invoice 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 or invoice.
- Go to the Open tab and check if order or invoice is there.
- If you cannot resolve the issue, you can always create a ticket via the green Ask us button.
You can send any other questions or comments to webcare@webwinkelfacturen.nl. For a quick response, please always include the license key and as much information as possible. If you encounter any problems during installation, please let us know where you're experiencing the issue. And if there's an error message, please include that as well. If you think orders or invoices is missing, please provide the number and date. This way, we can perform a more targeted search and tell you what's wrong.
We have an extensive FAQ-section on the website. Pay particular attention to these sections: https://faq.webwinkelfacturen.nl/category/6/ccv-shop.html and https://faq.webwinkelfacturen.nl/category/13/asperion.html.
Would you prefer us to perform the installation of the integration for you? That is possible. Send an email to webcare@webwinkelfacturen.nl with the request. We charge €39.50 excl. VAT for an installation. For installations we require access to the webshop and the accounting system.
We can perform migrations for orders or invoices that took place in the past. The request procedure and method are described in this faq. For migrations we charge €67.50 excl. VAT per 1000 orders or invoices.