ccvshop - moneybird: Manual

1.Introduction

This is the manual for the integration between CCV Shop and Moneybird.

The integration ensures that orders or invoices from the CCV Shop webshop are processed to invoices in Moneybird. Because the orders or invoices enter the webshop owner's accounting system directly, it saves time on financial administration.

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 Moneybird, 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 Moneybird.

Read more Introduction .... Read less Introduction ....

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.

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.

2.How the integration works

A order or invoice from the CCV Shop webshop is processed to a Moneybird invoice.

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 Moneybird, 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 ....

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:

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 Moneybird for the VAT in each line.
It is checked whether the order or invoice has not already been processed.

Processing orders or invoices
Processing a CCV Shop order or invoice to Moneybird happens in two steps:

It is checked if the customer already exists in Moneybird. If not, the customer is created. Matching is based on the email address.
The Moneybird invoice is created and processed.

Post-check
After the order or invoice has been forwarded and a success message from Moneybird has been received, the order or invoice is marked as handled. The CCV Shop order appears at the Reporting tab on the dashboard.

If Moneybird 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.

Data
Information about the data that is processed can be found in the section Day-to-day: To Moneybird later in the manual.

3.Installation

After installation, check using this FAQ, whether the integration works.

You install the integration between CCV Shop and moneybird 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 Moneybird. This authorizes the integration to write transactions to your Moneybird 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.

Moneybird connection
The connection with Moneybird runs via OAuth. Make sure you are logged out of Moneybird before starting the connection. Now click the red Connect button. A login screen for your Moneybird account will automatically appear. If you log in, you will get a screen asking if you allow the connection. If you confirm this, the connection with Moneybird will be established.

Administration and invoice layout
To use the integration, you must specify to which administration the invoices should be sent. You also need to specify an invoice layout for the Moneybird invoices. If you do not do this, the invoices unfortunately cannot be created in Moneybird.

Configure VAT rates and general ledger accounts
When setting up the VAT rates and general ledger accounts, a link is established between the VAT rates in webshop and the VAT codes and revenue accounts in Moneybird. You can always make adjustments by clicking the blue 'Modify' button and making a selection via the drop-down boxes.
NB: ledger numbers are shown in the image below. This is for illustration purposes only. For Moneybird integrations, a name is shown here.

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 Moneybird 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 Moneybird for an ICP order or invoice.

4.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 Moneybird.

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: The VAT in the order is 0. The VAT in the order is in field [total_tax]. It is not an ICP order. The field [is_intra_community_order] must therefore be empty. The delivery country is not equal to the home country of the webshop.
Valuta	[currency]
Payment status	[paid]
Payment method	The payment method is determined as follows based on the field [paymethod]: If the payment method [paymethod] appears in the credentials settings - and is therefore configured on the dashboard https://uwkoppeling.webwinkelfacturen.nl, Configuration tab, then that payment method is used. When checking if the payment method exists, a so-called cleanUp action is performed. Hyphens and capital letters are ignored. If the payment method [paymethod] is not found and the name contains the word transfer, bank, invoice or rekening, the payment method becomes banktransfer. If the name contains the word ideal, the payment method becomes ideal. If the name contains the word paypal, the payment method becomes paypal. If the name contains the word afterpay, the payment method becomes afterpay. If the name contains the words mister and cash, the payment method becomes mistercash. If the name contains the words credit and card, maestro, visa or mastercard then the payment method becomes credit card. In all other cases, the payment method becomes default.
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: At Total amounts incl. - the amount in field [total_price] At Total amounts excl. - the amount in field [total_price] plus the amount in field [total_tax]
Total excl	The amount excl. VAT of the order is: At Total amounts incl. - the amount in field [total_price] - [total_tax] At Total amounts excl. - the amount in field [total_price]
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. At Total discount incl. - the sum of the amounts in [discounts] At Total discount excl. - the sum of the amounts in [discounts] plus the VAT on the discounts. The VAT is calculated based on the VAT in the order lines. Different VAT percentages on the order lines are therefore taken into account.
Total discounts excl.	The amounts are calculated depending on the field [order_row_taxes_included]: At Total discount excl. - the sum of the amounts in [discounts] At Total discount incl. - the sum of the amounts in [discounts] minus the VAT on the discounts. The VAT is calculated based on the VAT in the order lines. Different VAT percentages on the order lines are therefore taken into account.

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: For amounts excl. VAT - [selling_price] For amounts incl. VAT - [selling_price] / (1 + the VAT percentage / 100)
Unit price incl. VAT	The unit price incl. VAT is: For amounts excl. VAT - [selling_price] (1 + VAT percentage / 100)* For amounts incl. VAT and an international order - [selling_price] / (1 + the VAT percentage / 100). For amounts incl. VAT and not an international order - [selling_price].
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 Moneybird	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: For amounts excl. VAT - [total_shipping] For amounts incl. VAT - [total_shipping] / (1 + VAT percentage / 100)
Shipping costs incl VAT	Shipping costs incl. VAT are: For amounts excl. VAT - [total_shipping] (1 + VAT percentage / 100)* For amounts incl. VAT and an international order - [total_shipping] (1 + VAT percentage / 100). For amounts incl. VAT and not an international order - [total_shipping]*.
Accounts and VAT codes from Moneybird	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 Moneybird	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 Moneybird	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 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: The VAT in the order is 0. The VAT in the order is in field [total_tax]. It is not an ICP order. The field [is_intra_community_order] must therefore be empty. The delivery country is not equal to the home country of the webshop.
Valuta	[currency]
Payment method	The payment method is determined as follows based on the field [paymethod]: If the payment method [paymethod] occurs in the credentials settings - and is thus configured on the dashboard https://uwkoppeling.webwinkelfacturen.nl, tab Configuration, then that payment method is used. When checking if the payment method exists, a so-called cleanUp action is performed. Hyphens and capital letters are ignored. If the payment method [paymethod] is not found and the name contains the word transfer, back, invoice or rekening, the payment method becomes banktransfer. If the name contains the word ideal, the payment method becomes ideal. If the name contains the word paypal, the payment method becomes paypal. If the name contains the word afterpay, the payment method becomes afterpay. If the name contains the words mister and cash, the payment method becomes mistercash. If the name contains the words credit and card, maestro, visa or mastercard, the payment method becomes creditcard. In all other cases, the payment methods will be default.
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: At Total amounts incl. - the amount in field [total_price] At Total amounts excl. - the amount in field [total_price] plus the amount in field [total_tax]
Total excl	The amount excl. VAT of the order is: At Total amounts incl. - the amount in field [total_price] - [total_tax] At Total amounts excl. - the amount in field [total_price]
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: For amounts excl. VAT - [price_with_attributes] For amounts incl. VAT - [price_with_attributes] / (1 + the VAT percentage / 100)
Unit price incl. VAT	The unit price incl. VAT is: For amounts excl. VAT - [price_with_attributes] (1 + VAT percentage / 100)* For amounts incl. VAT and an international order - [price_with_attributes] / (1 + the VAT percentage / 100). For amounts incl. VAT and not an international order - [price_with_attributes].
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 Moneybird	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.

5.Day-to-day: To Moneybird

Create transactions
At the end of this section, it is detailed at field level how we create a Moneybird invoice.

Information for processing payments is also described in this section.

Shipping status: It is possible to set the shipping status of the Moneybird invoice to sent. For this, it is necessary that the Moneybird debtor has shipping method manual. It is possible to request from us that a Moneybird invoice always or never receives the status sent.

Automatically send invoice: Even if the integration has the status sent, that does not mean that Moneybird automatically sends the invoice. After all, in Moneybird, the invoice can be sent manually or by email. If you want the invoice to be sent automatically by email, please contact us. We can then set that up for you.

Payment status: It is possible to set the payment status of the Moneybird invoice to paid. For this, it is necessary that the Moneybird has the status sent. In addition, the order or invoice must be paid. It is possible to request from us that a Moneybird invoice always or never receives the status paid. With Mollie payments, the Mollie transaction ID can also be processed to Moneybird. Via this transaction ID, Moneybird automatically reconciles the invoices.
Please note: Sometimes a payment for a order or invoice arrives after the integration has processed the order or invoice. In that case, the status of the invoice in Moneybird is not adjusted. Therefore, no payment request is forwarded. The only remedy is to contact us with the request to hard-set that all orders always receive the paid status.

Workflows: The integration does nothing with the Moneybird workflows. It is therefore not possible to include a workflow with the invoice.

Creating new debtors
When processing customer information, it is first checked whether the customer has been processed before. If so, this Moneybird debtor is used as the debtor for the Moneybird transaction. If the customer is not yet known, they are added to Moneybird. Matching is based on email address. Please note: The integration only creates debtors. The integration does not modify debtors.

Field-level specification Moneybird

Field-level specification of the Moneybird invoice. +-

Name	Example	Note
sales_invoice
Date	2023-01-11T19:46:56+01:00	order/invoice date
Reference	1698	Order number, with a negative order Credit order number.
Invoice number	INV1234	Only on request and equal to the order number or invoice number on request. It is better if Moneybird determines the invoice number itself.
contact_id	89387832984u987229	Id Moneybird debtor.
Prices incl. VAT	true	If the prices in the webshop are incl. VAT, otherwise false.
Invoice profile		As set on the dashboard
details_attributes
amount	1	Amount
description	A4 - poster	Description
tax_rate_id	230205097768912088	VAT code
price	33.00	Unit price incl. VAT, if the prices in the webshop are incl. VAT, otherwise unit price excl. VAT
ledger_account_id	230205097213166793	ID of the revenue category as set on the dashboard.
prices_are_incl_tax	1
document_style_id	389430293784902308	On request, 1 default project-id (cost center) can be filled in per integration.

Detailed specification at field level Moneybird payment. +-

Name	Example
Payment date	[date]
Amount	The amount from the payment
Transaction-identifier	In case of a Mollie payment, Moneybird can automatically reconcile the invoice.
Account	(Ledger account) Is provided if it has been set.

Field-level specification of the Moneybird customer. +-

Name	Example	Note
company name	[company]
first name	[firstname]
last name	[lastname]	If the first name & last name are not provided, the last name becomes -> NN.
address	[address]
zipcode	[zipcode]
city	[city]
country	[isocode]
mobile	[telnr]
email	[email]
Chamber of commerce	[CoC]
VATnumber	[vatnr]
delivery method	Manual
customerId		Empty, unless [customerid] or [referenceid] is provided.

6.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 ....

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 Moneybird.

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 Moneybird

If orders or invoices are missing in Moneybird 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:
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 or invoice.
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.
Go to the Report tab and see if order or invoice is listed there. If so, you'll often see an identifier for Moneybird (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/30/moneybird.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.

Manual: Ccvshop - Moneybird