1.Introduction
This is the manual for the integration between JouwWeb and Asperion.
Please note: The integration only processes orders. The integration does not process refunds.
- This integration is a financial integration. It is not a logistics integration. It is not suitable for updating customers in Asperion, printing packing slips, or synchronizing products/inventory.
- This integration does not replace the work of an accountant. It saves time because you no longer have to retype documents. The accountant is still needed for advice, expertise, and control.
Tip: Other customers using this integration found the tips in the FAQ for JouwWeb and in the FAQ for Asperion.
Installing the integration starts with signing up for a trial period, via our integrations page. After registration, you will receive an email containing an installation URL and login details. With this installation URL, you start the installation of the integration.
The installation is complete when both connection dots are green, and the settings in the Configuration tab have been entered and saved.
There is a trial period of 30 days.
If you want to install another integration, you can do so in the same way. Make sure you are logged out of the integration dashboard and preferably start the new installation in an incognito browser.
At the end of the trial or subscription period, the integration will not be automatically renewed. You will receive an offer for a one-year subscription or renewal by email at the end of this period. You can confirm the renewal by using the payment link in that email. Do you want to terminate the integration in the meantime? This can be done via the dashboard, tab Profile>>Cancel 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
The integration retrieves the orders from the webshop every hour and prepares them to be processed to Asperion.
Read more How the integration works .... Read less How the integration works ....
At the start of processing an order, we perform a number of checks on the JouwWeb order:
- It is checked whether the total of the JouwWeb order is equal to the sum of the amounts in the order lines plus the shipping costs amount.
- If the order is an ICP order, the VAT number is checked.
- It is checked whether a corresponding VAT code exists in Asperion for the VAT in each line.
- It is checked whether the order has not already been processed.
A payment is processed for every order that has been processed to Asperion and that has been paid in Jouwweb. It is possible to always process the payment, regardless of the status in Jouwweb. This can be requested via webcare@webwinkelfacturen.nl.
Processing a Jouwweb order to Asperion takes place in three steps:
- It is checked if the customer already exists in Asperion. If not, the customer is created. Matching is based on the email address.
- When processing to Asperion invoices incl. products, it is checked whether the products from the Jouwweb order are already present in Asperion. Missing products are added to Asperion.
- The Asperion invoice or sales entry is created and added.
Because the integration created the Asperion invoice for the Jouwweb sale, the Asperion invoice is known. The payment entry is created for this invoice and processed to Asperion. Note: The invoice in Asperion must be processed. The payment entry cannot be processed if the invoice still has a draft status.
After the order has been processed and a success message has been received from Asperion, the order is marked as handled. The JouwWeb order appears in the Reporting tab on the dashboard.
If Asperion returns an error while processing the order, the order appears in the Errors tab on the dashboard. Via the yellow button More info more information about the problem can be found. Via the red button Report problem can the order with all necessary information easily be submitted to us after you have tried to resolve the problem yourself. If the problem is solved, in some cases the orders can be processed again with the blue Process button.
When forwarding the payment, the payment is also registered so that it cannot be processed again. Payments can also be reviewed via the dashboard.
Data
Information about the data that is processed can be found in the section Day-to-day: To Asperion later in the manual.
3.Required: Asperion connection
The connection to Asperion is established via OAuth. You can easily set up this connection via the Configuration tab on the dashboard https://uwkoppeling.webwinkelfacturen.nl. An image of this is included in the following section.
If you wish to switch to Asperion invoices including products, the integration will add a product if it does not yet exist. The integration will use the revenue accounts configured via the dashboard https://uwkoppeling.webwinkelfacturen.nl as far as possible, but it may happen that the revenue account cannot be determined.
In that situation, the integration will use a default Sales Type SHOPORDER. Ensure that this Sales Type is available in your Asperion account. The image below shows how to add the SHOPORDER Sales Type.
4.Installation
After the installation, check using this FAQ, whether the integration works.
Installing the integration starts with signing up for a trial period, via our integrations page. After registering, you'll receive an email with an installation URL and login details. Use this installation URL to start the integration installation.
Read more Installation .... Read less Installation ....
Webshop authentication
The authentication with the webshop runs via OAuth. Make sure you are logged out of your webshop before establishing the connection. Now click the red Connect button. A login screen for the JouwWeb webshop will automatically appear. If you log in, you will get 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 Asperion
The authentication with Asperion runs via OAuth. Make sure you are logged out of Asperion before starting the connection. You now click on the red Connect button. A login screen for your Asperion account will automatically appear. When you log in, you will get a screen asking if you allow the connection. If you confirm this, the connection with Asperion is established.
If you want to re-establish the connection at a later time—for example, because you want to connect via a different Asperion user—you can always do so by clicking the Connect button.
Multiple webshops can be present within one Jouwweb account. You can set here for which webshop you want to create the integration.
Processing status
You can specify which statuses orders should be processed to Asperion. You can select multiple statuses. The integration will never forward orders twice. The integration is protected against this.
To use Asperion, select an administration within your account.
You can also set a payment condition for new debtors. One payment condition is possible per integration, and setting a payment condition is mandatory.
When configuring the VAT rates and general ledger accounts, a link is created between the VAT rates in webshop and the VAT codes and revenue accounts in Asperion. You can always make changes by clicking the blue 'Edit' button and selecting an option from the drop-down menus.
By default, all EU countries are shown in the list. You only need to configure the countries you sell to, and - if applicable - ICP and International.
The integration shows the standard VAT rates for Europe. You can adjust the VAT percentage with which you sell - left column. For example: By default, sales to Germany are set to 21%, but if you sell in the webshop with 19%, you can adjust this 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.
You can create a link here between the payment methods in the webshop and a fixed debtor in your Asperion 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 Asperion for an ICP order.
5.Day-to-day: From Jouwweb
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 Asperion.
Please note: The integration only processes orders, no returns / refunds.
Payments (if activated) When processing payments, the integration checks every day the Jouwweb orders that have been successfully processed to Asperion. If the order has been processed and the payment status is met, a payment will be created in Asperion for this order.
Field-level specification orders
| Below is a detail at field level for retrieving orders. The order includes the general values in the order, the order lines, shipping costs, payment costs, and the debtor details. | |
| Name field | Values from Jouwweb order |
| Order-identifier | [id] |
| Order number | [orderNumber] |
| Date | [createdAt] |
| Order date | [date_created] |
| Status order | [status] |
| Payment method | [paymentMethod] |
| Total VAT order incl. discount | [totalTaxAmount] |
| Order total incl. VAT and discount | [totalPrice] | Order total excl. VAT with discount | [totalPrice] - [totalTaxAmount] |
| Total VAT order without discount | [totalTaxAmount] - [discountTaxAmount] |
| Order total incl VAT | [price][total] |
| Delivery country | [shippingAddress][country] if filled, otherwise [paymentAddress][country] |
| 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:
|
| To read the order lines, the integration takes the field [orderlines]. In Jouwweb, order lines have different types. These are indicated by the field [type]. For the order lines, this concerns type article or type [custom]. | ||
| Name field | Values from Jouwweb order line | |
| Amount | [quantity] | |
| Description | [title], please note, JouwWeb uses an unusual dash. This dash is replaced by a normal dash. | |
| VAT percentage | [taxPercentage], if smaller than 1, the VAT percentage is multiplied by 100. If the field taxPercentage does not exist in the line, the VAT percentage becomes [totalTaxAmount] / ([totalPrice] - [totalTaxAmount]. This percentage is also multiplied by 100. | |
| VAT amount in line | [totalTaxAmount] | |
| Line amount incl VAT | [totalPrice] | |
| Line amount excl VAT | [totalPrice] - [totalTaxAmount] | |
| Unit amounts | Divide the line item amounts by the amount | |
| VAT code and accounts Asperion | 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. | |
| A JouwWeb order can have multiple shipping cost lines with different VAT percentages. It can therefore happen that two shipping lines are created from the shipping costs. The first line will be the shipping cost line, the second line will be added to the order lines. | ||
| Name field | Values from Jouwweb shipping costs-line | |
| Amount | 1 | |
| Description | Shipping VAT percentage < |
|
| SKU | Shipping_< |
|
| Line amount incl VAT | [shippingCost], where the amount is calculated pro rata over the VAT percentages in the shopping cart. | |
| VAT amount | [shippingTaxAmount]. , where the amount is calculated pro rata over the VAT percentages in the shopping cart. | |
| VAT percentage | Dependent on the VAT on the order lines | |
| Line amount excl VAT | price incl VAT - VAT amount | |
| VAT code and accounts Asperion | 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. | |
| The discount lines in the JouwWeb orders are recalculated relative to the order lines. The integration does this to process VAT percentages correctly. The fields discountAmount and discountTaxAmount from the JouwWeb order are used. | ||
| Name field | Values from Jouwweb discount-line | |
| Amount | 1 | |
| Description | Discount (with VAT percentage xxx %) | |
| Discount amount incl VAT | relative amount incl. VAT | |
| Discount amount excl VAT | relative amount excl. VAT | |
| VAT percentage discount | VAT percentage | |
| VAT code and accounts Asperion | 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. | |
| Name field | Values from Jouwweb customer |
| Customer |
General
|
| The billing address is in field [paymentAddress] and the shipping address in field [shippingAddress]. The content of these fields is always the same, so we do not describe them separately. | |
| Address |
Address-fields
|
6.Day-to-day: To Asperion
For orders in Jouwweb, sales entries or invoices can be created in Asperion. Invoices are the default. If you prefer to process to sales entries, you can configure this on the dashboard, Configuration tab. When processing to invoices in Asperion, the integration posts to the products in Asperion. This does not happen when processing to sales entries.
The invoices in Asperion are always created with draft status. Unfortunately, it is not possible to set the invoices in Asperion to paid.
Create payments
For orders in Jouwweb, payment transactions are created in Asperion. The payment transaction consists of two lines, one line for the payment and one for the associated invoice. To create a payment transaction, the corresponding invoice must therefore already be in Asperion.
Create debtors
When processing customer information, it is first checked whether the customer has been processed before. If so, this Asperion debtor is used as the debtor for the Asperion invoice or sales entry. If the customer is not yet known, they are added to Asperion.
Matching is based on email address. Please note: The integration only creates debtors. The integration does not modify debtors.
Create products
This only applies when processing to Asperion invoices. When creating a new product, the integration will, where possible, use the revenue account configured in the dashboard. If the revenue account cannot be determined, products will be assigned a default sales type SHOPORDER. Therefore, ensure this sales type is present in your Asperion account.
Please note: The integration only creates products. The integration does not modify products.
When processing to Asperion invoices, products in the sales lines will be looked up in Asperion. When posting to Asperion invoices, the SKU of the Asperion product will be included in the lines of the Asperion invoice. No separate revenue account is provided in the Asperion invoice lines, as that revenue account is already associated with the product in Asperion. This means that if a product is not yet present in Asperion, the integration will create this product using a revenue account from the settings.
The rules for matching products between Jouwweb and Asperion can be found in this FAQ read here.
The integration creates the invoice in Asperion with the status draft. The invoice must first be processed in Asperion. Only then can the invoice be sent to the customer. Therefore, the integration cannot ensure that sending happens automatically.
Field level specification creating Asperion invoice / sales transaction
| Below is an specification at field level for the creation of an invoice or sales transaction. | |
| Name field | Values from Jouwweb order |
| Date | orderdate |
| Customer number | [debtorcode] from Asperion |
| Subject / Reference | This field is composed of the order number and/or (credit) invoice number
|
| Company - invoice | Company name in the invoice address |
| For the attention of - invoice | First name Last name in the invoice address |
| Address - invoice | Invoice address house number in the invoice address |
| Postcode - invoice | Postcode in the invoice address, max length 10 |
| City - invoice | City in the invoice address |
| Country code - invoice | Country code in the invoice address |
| Company - shipping | Company name in the shipping address |
| For the attention of - shipping | Shipping first name shipping last name in the shipping address |
| Address - shipping | Shipping address house number in the shipping address |
| Postcode - shipping | Postcode in the shipping address, max length 10 |
| City - shipping | City in the shipping address |
| Country code - shipping | Country code in shipping address |
| Payment condition | Payment term |
| Payment method |
|
| lines |
|
| Separate lines are created for the various components of the order. For an order with five individual products and shipping costs, there will be (5 + 1 =) six lines in the Asperion invoice. If the order has five individual products and two surcharges, the Asperion invoice will have (5 + 2 =) seven lines. | |
| Name field | Value |
| Entry type | Is calculated as follows:
|
| SKU | If the product is in Asperion, the SKU of the product is used. Thus, it is only added for entry type A. |
| Description | name or description from the line |
| Amount | quantity |
| Unit price | The unit price is determined as follows
|
| VAT-code | Based on the VAT and ledger settings in the dashboard |
| Revenue account | Based on the VAT and ledger settings in the dashboard. Only added if the booking type is G. |
| This concerns discounts on the entire order that have been allocated proportionally to the VAT percentages on the lines. | |
| Name field | Value |
| Entry type | G, this is a discount line |
| SKU | If the product is in Asperion, the SKU of the product is used. Only added for booking type A. |
| Description | name or description from the line |
| Amount | Quantity |
| Unit price | The unit price is determined as follows
|
| VAT-code | Based on the VAT and ledger settings in the dashboard |
| Revenue account | Based on the VAT and ledger settings in the dashboard. Only added if the booking type is G. |
| Below is a specification at field level for the creation of a payment. | ||
| Name field | Value | Remark |
| Date | 2023-08-01 | Current date |
| Journal | 40 | Memo journal |
| Description | Payment identifier - invoice number | Number of the Asperion invoice |
| Transaction lines | ||
| Payment information line |
|
The VAT amount is 0 |
| Line Asperion invoice |
|
|
| Name field | Values from Jouwweb order | |
| Name | firstname lastname, max length 50 | |
| Phone number | phone no, max length 15 | |
| City | city | |
| Address | address housenumber | |
| Zip code | zipcode, max length 10 | |
| Country code | isocountry | |
| VAT number | VAT number | |
| Emailaddress | ||
| Payment condition | paymentcondition |
| Name field | Values from Jouwweb order |
| SKU | articlekey following the logic SKU, EAN, article code |
| Description | description, max length 100 |
| Keep track of article stock | true, cannot be adjusted |
| Fixed selling price | 0, cannot be adjusted |
| General ledger account | revenue account |
| Date added | Current date Y-m-d |
| Date modified | Current date Y-m-d |
7.Support
Read more Support .... Read less Support ....
Explanation tabs dashboard
On the Dashboard >> Report you can see which orders from your Jouwweb webshop, and when, have been transferred to Asperion.What if orders are missing in Asperion
If orders are missing in Asperion we recommend following the steps below:- Log in to the dashboard: https://uwkoppeling.webwinkelfacturen.nl. The username and password are included in the registration email.
- Go to the Errors tab and check if order 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 Asperion (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.