1.Introduction
This is the manual for the integration between Ecwid and Exact Online.
This integration ensures that orders from the Ecwid webshop are processed daily to orders, invoices or sales bookings in Exact Online.Because the orders enter the merchant's accounting system directly, it saves time on financial administration. Please note: The integration only processes orders. The integration does not process refunds.
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 Exact Online, 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 Ecwid and in the FAQ for Exact Online.
There are two ways to install the integration. From the Ecwid App Store or via the integrations page from our website. There is a difference in trial period and amount between the two methods.
Installing the integration from the Ecwid App Store
You install this integration from the Ecwid App Store. You can find us via Apps > AppMarket > Accounting in the Ecwid dashboard. Upon activation, you will be automatically guided through the configuration screens. The Installation section in this manual explains how this process continues.
If you install the integration via the Ecwid App Store, the trial period is 14 days and you pay 18.95 per month. The integration can be canceled monthly.
Install integration via the integrations page from our website
You request a trial period via the integrations page by selecting Ecwid as the shop system and the desired accounting system. After requesting the trial period, you can immediately log in to your personal dashboard and further configure the integration. The Installation section in this manual explains how this process continues.
If you install the integration via the integrations page from our website, the trial period is 30 days and you pay 170 euros per year. After the trial period, you will receive a payment link if you wish to continue using the integration.
Installing the integration from the Ecwid App Store
You install this integration from the Ecwid App Store. You can find us via Apps > AppMarket > Accounting in the Ecwid dashboard. Upon activation, you will be automatically guided through the configuration screens. The Installation section in this manual explains how this process continues.
If you install the integration via the Ecwid App Store, the trial period is 14 days and you pay 18.95 per month. The integration can be canceled monthly.
Install integration via the integrations page from our website
You request a trial period via the integrations page by selecting Ecwid as the shop system and the desired accounting system. After requesting the trial period, you can immediately log in to your personal dashboard and further configure the integration. The Installation section in this manual explains how this process continues.
If you install the integration via the integrations page from our website, the trial period is 30 days and you pay 170 euros per year. After the trial period, you will receive a payment link if you wish to continue using the integration.
Disabling the integration from the Ecwid App Store
If you have activated the integration in the Ecwid App Store and you want to terminate it, you can easily do so by removing the app 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.
Stop integration via our website
If you have activated the integration via our website Then you can terminate the integration via the dashboard, Profile tab >> Disable integration.
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.
If you have activated the integration in the Ecwid App Store and you want to terminate it, you can easily do so by removing the app 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.
Stop integration via our website
If you have activated the integration via our website Then you can terminate the integration via the dashboard, Profile tab >> Disable integration.
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.
2.How the integration works
A order from the Ecwid webshop is processed to an Exact Online invoice, order or sales booking. The desired option can be configured via the Configuration tab of the dashboard. There is even the possibility to have direct sales invoices created in Exact Online. This option cannot be configured via the dashboard - it causes too much confusion - but you can request it from us.
Please note: The integration always creates the invoice, order or sales booking with status Draft. This is because deleting or adjusting is otherwise very difficult in Exact Online.
Ecwid works with webhooks. We receive a notification as soon as a new order is created in your webshop or if an order changes. If the order can be processed - this depends on the status - the integration places the order in the processing queue. Depending on how busy the processing queue is, the order will be processed quickly or slightly later. In general, the queues move quickly.
Read more How the integration works .... Read less How the integration works ....
Please note: The integration always creates the invoice, order or sales booking with status Draft. This is because deleting or adjusting is otherwise very difficult in Exact Online.
Ecwid works with webhooks. We receive a notification as soon as a new order is created in your webshop or if an order changes. If the order can be processed - this depends on the status - the integration places the order in the processing queue. Depending on how busy the processing queue is, the order will be processed quickly or slightly later. In general, the queues move quickly.
Read more How the integration works .... Read less How the integration works ....
Pre-check
At the start of processing an order, we perform a number of checks on the Ecwid order:
At the start of processing an order, we perform a number of checks on the Ecwid order:
- It is checked whether the total of the Ecwid 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 Exact Online for the VAT in each line.
- It is checked whether the order has not already been processed.
Processing orders
Processing a Ecwid order to Exact Online takes place in three steps:
Processing a Ecwid order to Exact Online takes place in three steps:
- It is checked if the customer already exists in Exact Online. If not, the customer is created. Matching is based on the email address.
- When processing to Exact Online orders or invoices, a check is performed to see if the products from the Ecwid order are already present in Exact Online. Missing products are created.
- The Exact Online invoice, order or sales booking is created and added.
Post-check
After the order has been forwarded and a success message from Exact Online has been received, the order is marked as handled. The Ecwid order appears at the Reporting tab on the dashboard.
If Exact Online returns an error while processing the order, the order appears in the Errors tab on the dashboard. Via the yellow button More info more information about the problem can be found. Via the red button Report problem can the order with all necessary information easily be submitted to us after you have tried to resolve the problem yourself. If the problem is solved, in some cases the orders can be processed again with the blue Process button.
Data
Information about the data that is processed can be found in the section Day-to-day: To Exact Online later in the manual.
After the order has been forwarded and a success message from Exact Online has been received, the order is marked as handled. The Ecwid order appears at the Reporting tab on the dashboard.
If Exact Online returns an error while processing the order, the order appears in the Errors tab on the dashboard. Via the yellow button More info more information about the problem can be found. Via the red button Report problem can the order with all necessary information easily be submitted to us after you have tried to resolve the problem yourself. If the problem is solved, in some cases the orders can be processed again with the blue Process button.
Data
Information about the data that is processed can be found in the section Day-to-day: To Exact Online later in the manual.
3.Preparation Exact Online
To integrate with Exact Online, a dedicated username and password are required to log in. The integration must be established using this username and password. A separate username is required for each connection. Therefore, if you have two or more integrations with Exact Online running with us, you will need two or more Exact Online usernames. See this faq more information.
Using an accountancy username/password grants the integration access to all records under the accountant's responsibility. This is highly undesirable from a security standpoint and violates GDPR regulations. See this faq for more information.
4.Installation
After installation, check using this FAQ, whether the integration works.
There are two ways to install the integration: Via the Ecwid App Store or via the integrations page from our website.
Read more Installation .... Read less Installation ....
Read more Installation .... Read less Installation ....
1. You install the integration via your Ecwid backend
You log in to your Ecwid account and search for webwinkelfacturen. The apps will then appear automatically. You can recognize us as a supplier by the blue gear icon. If you click on the App, you will see a description and the Open button.
2. You install the integration via the integrations page from our website
Via the integrations page from our website, you select Ecwid and the accounting system of your choice. A new screen appears where you can fill in your details. This data will be used for retrieving orders from Ecwid and for invoicing. After the form is completed and sent, you will receive your unique codes to log in to your dashboard.The following steps still need to be completed:
1. Accepting the general terms and conditions.
2. Establishing the connection with the Ecwid webshop. This step does not need to be performed if you established the integration via the Ecwid App Store.
3. Establishing the connection with Exact Online. This gives the integration permission to write transactions to your Exact Online administration and to read information.
4. Configuring additional data, such as the VAT settings.
Before the integration can be used, the terms and conditions must first be accepted. The terms are based on the general ICT Terms (industry association) and the general GDPR guidelines. We also require a name, email address, and the country of the webshop.
Webshop authentication: - only for installation via the integrations page from our website
The authentication with the webshop is handled via OAuth. Ensure you are logged out of your webshop before establishing the connection. Now click the red Connect button. A login screen for the webshop will automatically appear. Once you log in, you will see a screen asking if you allow the connection. If you confirm this, the connection will be established.
If you want to re-establish the connection at a later time, you can always do so by clicking the Connect button.
Exact Online Authentication
Authentication with Exact Online is via OAuth. Ensure you are logged out of Exact Online before starting the connection. Now click the red Connect button. A login screen for your Exact Online account will appear automatically. Once you log in, you will see a screen asking if you allow the connection. Upon confirmation, the connection with Exact Online will be established.
Authentication with Exact Online is via OAuth. Ensure you are logged out of Exact Online before starting the connection. Now click the red Connect button. A login screen for your Exact Online account will appear automatically. Once you log in, you will see a screen asking if you allow the connection. Upon confirmation, the connection with Exact Online will be established.
If you wish to re-establish the connection at a later time - for example, because you want to connect via a different Exact Online user - you can always do so by clicking the Connect button.
Extra settings Exact Online
Orders from Ecwid can be processed to Exact Online orders, invoices or sales entries. The desired option can be selected via the contract settings.
Exact Online Division code
It is important that after establishing the connection with Exact Online, you first set the division code of your Exact Online administration. As long as the division code is unknown, data from your Exact Online administration—such as VAT codes, ledger accounts, journals, and payment conditions, which depend on this division code—cannot be retrieved. After setting the division code, it may be useful to retrieve the data from Exact Online again. You can do this via the two arrows next to the copy button.
Exact Online Journal
A journal must be set for the entries. A sales journal must be set here for creating sales entries. For Dutch administrations, this is usually journal 70 and for Belgian administrations 700. A cash journal must be set for the revenue entries. For Dutch administrations, this is usually journal 10.
Payment condition Exact Online
When creating new debtors, the integration will set a payment condition. The payment condition that the integration adds to new debtors can be selected via the dropdown. This payment condition is not added if it concerns an existing debtor.
Orders from Ecwid can be processed to Exact Online orders, invoices or sales entries. The desired option can be selected via the contract settings.
Exact Online Division code
It is important that after establishing the connection with Exact Online, you first set the division code of your Exact Online administration. As long as the division code is unknown, data from your Exact Online administration—such as VAT codes, ledger accounts, journals, and payment conditions, which depend on this division code—cannot be retrieved. After setting the division code, it may be useful to retrieve the data from Exact Online again. You can do this via the two arrows next to the copy button.
Exact Online Journal
A journal must be set for the entries. A sales journal must be set here for creating sales entries. For Dutch administrations, this is usually journal 70 and for Belgian administrations 700. A cash journal must be set for the revenue entries. For Dutch administrations, this is usually journal 10.
Payment condition Exact Online
When creating new debtors, the integration will set a payment condition. The payment condition that the integration adds to new debtors can be selected via the dropdown. This payment condition is not added if it concerns an existing debtor.
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 Exact Online. 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.
The Exact Online VAT codes are shown depending on the contract settings. If Exact Online excl is selected, only the Exact Online VAT codes excl will be shown. If Exact Online incl is selected, only the Exact Online VAT codes incl will be shown. Only the Profit and Loss ledger accounts on the credit side are shown.
Once the VAT settings have been configured and saved, you will always see the set VAT rates. If you want to start over, you can use the grey button 'Remove VAT settings'. Your current settings will then be deleted.
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 Exact Online. 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.
The Exact Online VAT codes are shown depending on the contract settings. If Exact Online excl is selected, only the Exact Online VAT codes excl will be shown. If Exact Online incl is selected, only the Exact Online VAT codes incl will be shown. Only the Profit and Loss ledger accounts on the credit side are shown.
Once the VAT settings have been configured and saved, you will always see the set VAT rates. If you want to start over, you can use the grey button 'Remove VAT settings'. Your current settings will then be deleted.
Configure payment methods
You can create a link here between the payment methods in the webshop and a fixed debtor in your Exact Online administration. Orders with a payment method from the list will then always be posted to this debtor. In that case, no new debtors will be created.
Note: It is not possible to set fixed debtors for ICP orders. For an ICP order, a valid VAT number must be transmitted. Therefore, a debtor will always be created in Exact Online for an ICP order.
Please note: The list of debtors only includes the Exact Online debtors whose name contains a specific substring. See this FAQ for more information.
You can create a link here between the payment methods in the webshop and a fixed debtor in your Exact Online administration. Orders with a payment method from the list will then always be posted to this debtor. In that case, no new debtors will be created.
Note: It is not possible to set fixed debtors for ICP orders. For an ICP order, a valid VAT number must be transmitted. Therefore, a debtor will always be created in Exact Online for an ICP order.
Please note: The list of debtors only includes the Exact Online debtors whose name contains a specific substring. See this FAQ for more information.
5.Day-to-day: From Ecwid
Processing schedule: Ecwid works with webhooks. We receive a notification as soon as a new order is created in your webshop or if an order changes. If the order can be processed - this depends on the status - the integration places the order in the processing queue. Depending on how busy the processing queue is, the order will be processed quickly or slightly later. In general, the queues move quickly.
Once an order has been processed, it cannot be processed again. Any order changed in the webshop after it has been processed will not be updated in Exact Online.
Once an order has been processed, it cannot be processed again. Any order changed in the webshop after it has been processed will not be updated in Exact Online.
Debtors
The integration first checks if the debtor is already present in the accounting system. If not, the integration creates the debtor in Exact Online. Matching of debtors between Ecwid and Exact Online takes place based on email address.
VAT numbers For business orders within the EU, outside the Netherlands, a VAT number is mandatory. The integration checks for this.
Refunds
The integration only processes orders. The integration does not process refunds.
Gift Vouchers
Ecwid orders have an option for gift vouchers. Ecwid deducts the gift voucher amount from the order total.
Therefore, the integration will create a negative order line with 0% VAT for the order amount. This can cause issues with orders to the EU because no 0% VAT setting is available for those orders.
Please contact us if this is an issue for you. We will then advise if it is still possible to resolve this situation via a workaround.
Field-level specification orders
Specification Ecwid order. +-
| Name field | Values from Ecwid order |
| Order-identifier | [id] |
| Order number | A fixed prefix followed by field [vendorOrderNumber]. The prefix configuration can be requested via webcare@webwinkelfacturen.nl |
| Booking date | [createDate] |
| Order date | [updateDate] |
| Status order | [fulfillmentStatus] |
| Payment status | [paymentStatus] |
| Payment reference | [id] |
| Note | [vendorOrderNumber] |
| Valuta | [currency] |
| Payment method | field [gateway] in [transactions] |
| Order total incl. VAT and discounts | [total], this total amount includes the amount of any gift voucher |
| Total VAT order incl. discounts | [tax] |
| Order total excl. VAT incl. discounts | Difference between the two lines above |
| Delivery country | The delivery country will be the [shipping][country] field if it is filled in. Otherwise, the [billing][country] field will be used. |
| ICP indication | The integration determines as follows whether it concerns an ICP order:
|
| International indication | The integration determines as follows whether it concerns an international order:
|
Specification Ecwid order lines. +-
| To read the order lines, the integration retrieves the [line_items] field. Multiple order lines can be included in the order, and the integration reads these lines one by one. | ||
| Name field | Values from Ecwid order line | |
| Productid | [productId] | |
| Amount | [quantity] | |
| SKU | [sku] | |
| Description | [name] | |
| VAT percentage |
The VAT percentage is determined as follows:
|
|
| Discount in order line | Sum of the amounts in [discounts] of the order line. This amount is used in the amounts for the order line. See below. | |
| Amounts incl. and excl. VAT | Amount in field [price] times the quantity, as [price] is the unit price. From the result of this line price, a coupon code amount (the field [couponAmount]) is deducted if the field [coupoonApplied] exists and has the value 1. The line discount amount (see above) is also deducted.
Finally, it is taken into account whether the amounts in the Ecwid webshop are incl. or excl. VAT. |
|
| VAT code and accounts Exact Online | These are determined based on the settings, the VAT percentage and the delivery country. It also takes into account whether the order is an ICP or international order. If processing is done based on categories, the revenue account is determined using the revenue account configured for the respective category in the dashboard | |
Specification Ecwid shipping costs. +-
| Name field | Values from Ecwid order line |
| To determine the shipping costs, we use the field [shippingOption][shippingMethodName] from the order | |
| Description | [shippingMethodName] |
| Shipping costs excl VAT | [shippingRateWithoutTax] |
| Shipping costs incl VAT | [shippingRate] |
| VAT amount shipping costs | Difference between the two fields above |
| VAT percentage | VAT amount for shipping costs divided by the shipping cost amount excl. VAT |
| VAT code and accounts Exact Online | These are determined based on the settings, the VAT percentage and the delivery country. It also takes into account whether it is an ICP or international order. |
Specification Ecwid discounts+-
|
The discounts are located both in the order itself, referred to below as ecwidorder, and in the lines, referred to as orderline. The integration assumes that a membershipbaseddiscount is processed in the order lines. If not, the integration will not process the order.
Gift vouchers are processed as negative order lines and are explained in that part of the detailed description in this manual. | ||
| Name field | Values from Ecwid order line | |
| General order discount | [discount] - [membershipBasedDiscount] - [volumeDiscount]. The general order discount is recalculated back to the VAT rates in the order lines. This ensures the VAT on the discount is calculated correctly. | |
| Description | Discount with the VAT percentage of the discount | |
| Amount incl VAT | Amount incl. VAT for that VAT percentage | |
| Amount excl VAT | Quotient Amount incl. VAT and (1 + VAT percentage) | |
| VAT percentage | Applicable VAT percentage | |
| VAT code and accounts Exact Online | These are determined based on the settings, the VAT percentage and the delivery country. It also takes into account whether it is an ICP or international order. | |
Specification Ecwid surcharges+-
| There are two types of surcharges that are included. These are the surcharges in the field handlingFee and customSurcharges. | ||
| Name field | Values from Ecwid surcharge line | |
| Description | description | |
| Amount incl VAT | Amount incl. VAT for that VAT percentage | |
| Amount excl VAT | Quotient Amount incl. VAT and (1 + VAT percentage) | |
| VAT percentage | Applicable VAT percentage | |
| VAT code and accounts Exact Online | These are determined based on the settings, the VAT percentage and the delivery country. It also takes into account whether it is an ICP or international order. | |
Specification Ecwid customer details +-
| Name field | Values from Ecwid customer |
| The billing address is in field[billingPerson] and the shipping address in field [shippingPerson]The content of these fields is always the same, so we do not describe them separately. It sometimes happens that the fields for [shippingPerson] are filled in and those for [billingPerson] are not. In that case, the fields in [shippingPerson] are used for the fields in [billingPerson]. | |
| Address |
If present based on [billing_address] in the Ecwid order
|
| VAT number | Field [customerTaxid] in the order |
6.Day-to-day: To Exact Online
Below, the creation of new transactions in Exact Online - orders, invoices, sales entries - is detailed at field level. The orders, invoices, and sales entries will always have the status Draft. When creating orders or invoices, new products may be created. When creating orders, invoices, or sales entries, new debtors may be created. The creation of debtors and products is also detailed at field level.
Create transactions
When creating sales entries (SalesEntries) in Exact Online, the is processed and new debtors are created if they are not yet in Exact Online.
When creating invoices (SalesInvoices) or orders (SalesOrders), the products are also processed if they are not yet present in Exact Online.
Creating new debtors
When processing customer information, a check is first made to see if the customer has been processed before. If so, this Exact Online debtor is used as the debtor for the Exact Online transaction. If the customer is not yet known, they are added to Exact Online. Matching is based on email address.
Please note: The integration only creates debtors. The integration does not modify debtors.
Create products
The following only applies if you process orders to Exact Online invoices or orders.
New products in Exact Online If the orders are processed to Exact Online invoices or orders, the integration first checks whether the products from the order already exist in Exact Online. The integration then adds missing products to Exact Online. If a product already exists in Exact Online, it is not added again. The rules for matching products between Ecwid and Exact Online can be found in this FAQ be read.
If orders are processed to Exact Online orders, new products are automatically linked to a default warehouse. During installation, you can specify the default warehouse. Only one warehouse per integration is possible. Separate dummy products are created for shipping costs, payment costs, and discounts.
Please note: The products are only created in Exact Online. Products in Exact Online are never modified.
Disable ledger mapping: When processing to Exact Online invoices, it is possible to create the invoice without a ledger account. For an explanation see this FAQ. If you wish to use this option, please contact us. For Exact Online orders, the integration never provides a ledger account; the product in Exact Online determines the ledger mapping. For Exact Online sales entries, the integration does not provide products. Therefore, ledger mapping cannot be disabled for this option either.
VAT products When creating new products in Exact Online, the integration uses the VAT percentage from the sales line.
Field-level specification Exact Online
Field-level specification of the Exact Online order. +-
| Name | Example | Note |
| Customer ID | 6a7...e44 | The integration looks up the customer in Exact Online. If the customer is not yet present, the integration creates the customer in Exact Online. Matching is based on email address. |
| Date | 2022-12-05 | The order date |
| Status | 10 | Fixed value, cannot be adjusted |
| Description | 3300 | The order number from the order in Ecwid. |
| Your reference | 3300 | The order number from the order in Ecwid. |
| Payment reference | 3300 | The order number |
| WarehouseID | f40...cec | As configured on the dashboard, Configuration tab |
| Shipping address | Identifier | If the shipping address differs from the billing address, the integration creates a separate shipping address in Exact Online. The identifier from the shipping address is provided. |
| Order lines | ||
| Description | Gloss - 5 mtr | Name of the product in the Ecwid sales line |
| Item | 227...2ed | The identifier of the product from Exact Online |
| Amount | 39 | |
| Price | 5.2000 | Depending on the contract settings. Usually the unit price incl. VAT. |
| VAT code | 2 | As configured on the dashboard, Configuration tab |
| Currency | EUR | The currency of the Ecwid order. This option is disabled by default. On request, the currency from the sale can be added |
Field-level specification of the Exact Online invoice. +-
| Name | Example | Note |
| Customer ID | 6a7...e44 | The integration looks up the customer in Exact Online. If the customer is not yet present, the integration creates the customer in Exact Online. Matching is based on email address. |
| Date | 2022-12-11 | The order date |
| Type | 8020 or 8023 | 8020 for regular invoices, 8023 for direct sales invoices. |
| Status | 20 | Draft, the integration only creates invoices with draft status. |
| Journal | 70 | Sales journal |
| Description | Order number 8790 | |
| Your reference | 8790 | |
| Remark | # | Payment method # remark |
| Payment reference | 8790 8790 | |
| WarehouseID | f40...cec | Only for Direct invoices. This must be requested separately. As configured on the dashboard, Configuration tab |
| Invoice lines | ||
| Description | Guide guidebook | Name of the product in the Ecwid sales line |
| Item | 227...2ed | The identifier of the product from Exact Online |
| Amount | 1 | |
| Price | 79.99 | Depending on the contract settings. Usually the unit price incl. VAT. |
| VAT code | 4 | As configured on the dashboard, Configuration tab |
| Revenue account | 239...5fa | As configured on the dashboard, Configuration tab. On request, this field can be omitted. Ledger mapping will then be disabled. |
Specification at field level Exact Online sales entry. +-
| Name | Example | Note |
| Customer ID | f40...cec | The integration looks up the customer in Exact Online. If the customer is not yet present, the integration creates the customer in Exact Online. Matching is based on email address. |
| Date | 2022-12-12 | The Order Date |
| Journal | 70 | Sales journal |
| Status | 20 | Draft, the integration only creates sales entries with draft status. |
| Description | 7800 | The order number from the order in Ecwid. |
| Your reference | 7800 | |
| Payment reference | 7800 | |
| Sales entry lines | ||
| Description | hard floor brush | Name of the product in the Ecwid sales line |
| Amount | 1 | |
| Price | 5.95 | Depending on the contract settings. Usually the unit price incl. VAT. |
| VAT code | 4 | As configured on the dashboard, Configuration tab |
| Revenue account | 3f3...219 | As configured on the dashboard, Configuration tab. |
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 from your Ecwid webshop, and when, have been transferred to Exact Online.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 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 are missing in Exact Online
If orders are missing in Exact Online 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 Exact Online (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.
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 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/52/ecwid.html and https://faq.webwinkelfacturen.nl/category/19/exact-online.html.
Would you prefer us to handle the installation of the integration for you? That is possible. Send an email to webcare@webwinkelfacturen.nl with your request. We charge €39.50 excluding VAT for an installation. 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 faq. For migrations we charge €67.50 excl. VAT per 1000 orders.