ecwid - factuursturen: Manual

1.Introduction

This is the manual for the integration between Ecwid and Factuursturen.

This integration ensures that orders from the Ecwid webshop are processed daily to invoices in Factuursturen.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 Factuursturen, 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 Factuursturen.

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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.

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.

2.How the integration works

A order from the Ecwid webshop is processed to a Factuursturen invoice.

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.
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Pre-check
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 Factuursturen for the VAT in each line.
It is checked whether the order has not already been processed.

Processing orders
Processing a Ecwid order to Factuursturen takes place in two steps:

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

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

If Factuursturen 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 Factuursturen later in the manual.

3.Required: Factuursturen key

To connect to Factuursturen, you need a username and an API key. The username is the same one you use to log in. You create the API key within factuursturen.nl. To do this, go to Settings > Connections. There you will see a button to create the API key. Ensure the API key is set to Active and enter a description so you know later what this key is used for.

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After you click the blue Add button, the new key appears in the Current API keys list.

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.
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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.

When you click the Open button, you must first authorize the integration to read data from your webshop. This is clearly indicated in the following screen. You also need to approve the monthly fee for the integration. Once you have approved the monthly fee, the connection with your Ecwid account is established. You will automatically receive a registration email from us containing a username and password for your personal dashboard https://uwkoppeling.webwinkelfacturen.nl.

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 Factuursturen. This gives the integration permission to write transactions to your Factuursturen 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.

Authentication Factuursturen
You establish the connection with Factuursturen using your username and API key that you determined in the previous step. You click the red Connect button next to Factuursturen. You can enter the username and API key in the popup window.

Invoice layout
You can choose an invoice layout for the invoices in Factuursturen.

Configure VAT rates and general ledger accounts
With Factuursturen, the VAT percentages are used as they appear in the orders. It is not possible to configure separate VAT rates and general ledger accounts.

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 Factuursturen.

Debtors The integration first checks if the debtor is already present in the accounting system. If not, the integration creates the debtor in Factuursturen. Matching of debtors between Ecwid and Factuursturen 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: If the merchant has configured a margin, it is never an ICP order If the field [tax] has the value 0 And the total amount incl. VAT or excl. VAT is not equal to 0 And the delivery country is not the same as the country of the Ecwid webshop And the delivery country is an EU country Then it is an ICP delivery, otherwise it is not an ICP delivery
International indication	The integration determines as follows whether it concerns an international order: If the merchant has configured a margin, it is never an international order If the field [total_tax] has value 0 And the total amount incl. VAT or excl. VAT is not equal to 0 And the delivery country is not the same as the country of the Ecwid webshop And the delivery country is not an EU country Then it is an international delivery outside the EU, otherwise it is not an international delivery outside the EU

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: If the order is an ICP or international order, then the VAT percentage is 0% If the field [taxable] has the value 1, the [taxlines] are iterated. The value in field [value] is returned from the first taxline with [name] equal to btw verlaagd, btw or vat or if the field taxOnDiscountedSubtotal exists. If the field [taxable] does not exist in the line or does not have the value 1, there is no VAT on the order, it is a b2b order - recognizable by the field [b2b_b2c] in the order itself and the field [reversedTaxApplied] in the order itself has the value 1, then the value 0 is returned. In all other cases, the VAT percentage is calculated by dividing the amount in field [tax] by the sum of the field [shipping] plus field [quantity] times the unit price, found in the field [itemWithoutTax].
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 Factuursturen	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 Factuursturen	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 Factuursturen	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 Factuursturen	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 Firstname - [name] Company name - [companyName] Addressline 1 - [street] Zipcode - [postalCode] Phone nr - [phone] City - [city] Iso-country code - [countryCode] Country - [countryName]
VAT number	Field [customerTaxid] in the order

6.Day-to-day: To Factuursturen

Invoices
Invoices are not automatically sent by Factuursturen. Please contact us if you would like invoices to be sent automatically.

Create debtors
When processing customer information, it is first checked whether the customer has been processed before. If so, this Factuursturen debtor is used as the debtor for the Factuursturen transaction. If the customer is not yet known, they are added to Factuursturen. Matching is based on email address.

Please note: The integration only creates debtors. The integration does not modify debtors.

Products
The integration does not create products in Factuursturen.

Automatically sending invoices
The integration creates the invoice in Factuursturen, but will not automatically send the invoice to the debtor. It is possible to set an invoice layout. This can be done via the dashboard https://uwkoppeling.webwinkelfacturen.nl, tab Configuration.

Field-level specification Factuursturen

Field-level specification of the Factuursturen invoice. +-

Name	Example	Note
clientnr	647	Factuursturen customer ID
action	send
sendmethod	email	mail - Manual (default), or request email - automatic invoice sending
profile	1
sent	2023-02-13	order date
alreadypaid	full
Paid price		Sales amount if the status is paid
reference
line1	: 367439
line2	Payment method: Credit card	if name of the payment method is present
lines
Amount	1
description	Bed Boxspring
tax_rate	21.00	VAT percentage
price	249.00	Depending on the VAT type of the debtor, the unit price incl. or excl. VAT is used.

Field-level specification of the Factuursturen customer. +-

Name	Example	Note
Contact	[firstname][lastname]
showcontact	true
company	[company]
address	[address1] [address2] [house_number]
zipcode	[zipcode]
city	[city]
country	[country]	If the string length of [country] is equal to 2 or 3, then country = [countryname]. If no country is provided, the default is the Netherlands.
phone number	[telnr]
mobile	[mobile]
email	[email]
bank code		empty by default.
VAT number	[vatnumber]
tax_shifted	false
sendmethod	[mail]	If sendinvoice is equal to debtorsend, then sendmethod=[email]. Otherwise always [mail].
paymentmethod	'bank'
mailintro	Dear [first_name] [last_name]
reference	Thank you for your order
notes_on_invoice	false
tax_type	[extax]	If a priceincltax is passed, then tax_type = [intax], otherwise it is always [extax].

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.
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Explanation tabs dashboard

On the Dashboard >> Report you can see which orders from your Ecwid webshop, and when, have been transferred to Factuursturen.

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 Factuursturen

If orders are missing in Factuursturen 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:
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.
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 is listed there. If so, you'll often see an identifier for Factuursturen (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/20/factuursturen.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.

Manual: Ecwid - Factuursturen