jouwweb - twinfield: Manual

1.Introduction

This is the manual for the integration between JouwWeb and Twinfield.

This integration ensures that orders from the JouwWeb webshop are automatically processed to draft entries or invoices in Twinfield. Because the orders enter the webshop owner's accounting system directly, it saves time on financial administration. It is also possible to process payments for the Jouwweb orders to Twinfield. This can be requested via webcare@webwinkelfacturen.nl.

The option processing of payments is only available if the orders are processed to Twinfield draft entries. This option is not available for Twinfield invoices. Additional costs are charged for this option.

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 Twinfield, 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 Twinfield.

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

Install integration
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.

Cancel integration
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

A order from the Jouwweb webshop can be processed to Twinfield as a Twinfield draft entry or invoice. The option draft entry is default and is used most often. The option invoices can be requested from us. For the option invoices you need the paid invoice module, see also the FAQ.

It is also possible to process the payments based on the orders from to Twinfield. This is only available if the orders are processed to Twinfield draft entries. For Twinfield invoices, this option is not available.
The integration retrieves the orders from the webshop every hour and prepares them to be processed to Twinfield.
Read more How the integration works .... Read less How the integration works ....

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

Pre-check payments
A payment is processed for every order that has been processed to Twinfield 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 order
Processing a Jouwweb order to Twinfield takes place in two steps:

It is checked if the customer already exists in Twinfield. If not, the customer is created. Matching is based on the email address.
The Twinfield transaction (draft entry, invoice) is created and processed.

Process payments
When processing a payment, the integration first looks up the draft entry in Twinfield that belongs to the payment. The integration uses the following criteria to search for the draft entry:

A match is performed on the amount
If a customer email address is available, a match is performed on this email address
A match is performed on the order number and the description in the payment

If the draft entry in Twinfield is found, the memo entry is created. If the draft entry is not found, the integration will attempt to find the entry for another three days. Should the draft entry arrive later, it can be processed via the blue Process button on the dashboard.
After processing the payment, the integration will reconcile the payment and the draft entry against each other.

Post-check
After the order has been processed and a success message has been received from Twinfield, the order is marked as handled. The JouwWeb order appears in the Reporting tab on the dashboard.

If Twinfield 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 Twinfield later in the manual.

3.Preparation Twinfield

To connect with Twinfield, your own username/password is required to log in. The connection must be established using this username/password.

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.

Twinfield connection
The connection with Twinfield is handled via OAuth. Ensure you are logged out of Twinfield before starting the connection. Now click the red Connect button. A login screen for your Twinfield account will automatically appear. Once you log in, you will see a screen asking if you allow the connection. If you confirm this, the connection with Twinfield will be established.

If you want to re-establish the connection at a later time - for example because you want to use a different one - you can do so by clicking the Connect button.

Webshop
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 Twinfield. You can select multiple statuses. The integration will never forward orders twice. The integration is protected against this.

Administration and debtors account
It is important that after establishing the connection with Twinfield, you first set the administration code of your Twinfield administration. You can also change the debtors dimension. The default in Twinfield is a debtors dimension 1300.

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 Twinfield. 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.

Configure payment methods
When processing orders without processing payments, a link can be established for each payment method in with a fixed debtor. The list of debtors contains the Twinfield debtors with the specific substring WWF_. See this faq for more information, if the list is empty.

If the payments are processed, a link is established between payment methods in webshop and clearing accounts from Twinfield. The possibility to assign payment methods to fixed debtors will then lapse. Processing payments is only possible if the orders are processed to Twinfield draft entries. It is not possible if the orders are processed to Twinfield invoices.

5.Day-to-day: From Jouwweb

Processing schedule: New orders from your webshop are retrieved and processed to Twinfield at least once per hour. In addition, every night the orders that were previously retrieved and not yet forwarded to your accounting system are reviewed. The order status of these orders is checked to determine if they should now be processed.

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 Twinfield.
Please note: The integration only processes orders, no returns / refunds.

Order and invoice numbers: JouwWeb orders only have an order number, no invoice number. Therefore, only the order number can be processed.

Payments (if activated) When processing payments, the integration checks every day the Jouwweb orders that have been successfully processed to Twinfield. If the order has been processed and the payment status is met, a payment will be created in Twinfield for this order.

Processing status: For each order, the status of the order is reviewed. You have previously indicated when you want orders to be processed to your accounting system. This choice can be viewed - and changed - in the Configuration tab of the dashboard at status for processing sales. Orders that are retrieved and have a status other than one of the chosen options will be automatically processed the following night if they have been assigned one of the chosen options in Jouwweb.

VAT numbers For business orders within the EU, outside the Netherlands, a VAT number is mandatory. The integration checks for this and also verifies the validity of the VAT number.

Field-level specification orders

Specification Jouwweb order. +-

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: If the merchant has configured a margin, it is never an ICP order If the total VAT of the order is 0 And there is no VAT on the order lines And the delivery country is not the same as the country of the Jouwweb 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 total VAT of the order is 0 And there is no VAT on the order lines And the delivery country is not the same as the country of the Jouwweb 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 Jouwweb order lines. +-

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 Twinfield	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 Jouwweb shipping costs. +-

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 Twinfield	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 Jouwweb discount lines. +-

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 Twinfield	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 Jouwweb customer details +-

Name field	Values from Jouwweb customer
Customer	General Email - [emailAddress] Telnr - [phoneNumber] VAT number - [taxNumber]
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 First name - [firstName] Last name - [lastName] Company name - [companyName] Addressline1 - [streetAddress] Zipcode - [postalCode] City - [city] Iso-countrycode - [country] Country - [country]

6.Day-to-day: To Twinfield

Create draft entries
For orders in Jouwweb, draft entries or invoices can be created in Twinfield. The option draft entry is default and is used most often. The option invoices can be requested from us. For the invoices option, you need the paid invoice module, see also the FAQ. If you are in doubt between draft entries (financial transactions) or invoices, we recommend draft entries / transactions.

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

Create payments
Payments from Jouwweb are imported into as memo entries. A memo entry consists of two lines, one line for the payment and one for the associated sales entry. If the sales entry for the payment cannot be found, the memo entry cannot be created.
Please note: we can only process payments if they are processed to draft sales entries, not with invoices. Additionally, the invoice number that is in the outstanding sales entry in Twinfield must be present in the payment transaction of the sale.

Reconcile
After processing the payment, the integration will perform an additional action to reconcile the payment and sale.

Automatically sending invoices
The integration cannot automatically have Twinfield invoices or draft entries sent from Twinfield.

Field-level specification Twinfield

Field-level specification of the Twinfield draft entry. +-

Name	Example	Note
@attributes
destiny	temporary
raisewarning	true
header
code	VRK
office	300333
invoicenumber	5869	order number
date	20230203	order date
Currency	EUR	Default, variable on request.
Totalline
type	total
id	4	debtor id
dim1	1600	Debtor dimension
dim2	4539	Debtor dimension
debitcredit	debit
value	82.20	Total price Incl. VAT
basevalue	82.20	Total price Incl. VAT
description	4121	Description: order number, or invoice number - this cannot be adjusted.
Detaillines
@attributes
type	detail
id	5
dim1	2000	Debtor dimension
debitcredit	credit
basevalue	33.47	Line price Excl. VAT
value	33.47	Line price Excl. VAT
description	24 pcs Prof. drawing paper.	Product description, max length 35.
vatvalue	7.03	VAT amount
vatcode	VH	VAT code
Cost center		1 default cost center per integration.
ICP	If it is an ICP entry:
Performancetype	goods
Performancecountry	[isocountry]	Country of delivery
Performancevatnumber	[vatnr]	VAT number
In the VAT amounts, any rounding difference is processed if the rounding difference is at most 5 cents.

Field-level specification of the Twinfield invoice. +-

Name	Example	Note
header
office	KJ903932
invoicetype	INVOICE	This cannot be adjusted.
invoicedate	20230308	order date
headertext	Order 3234002342	If the invoice number is equal to the order number: Order order number Otherwise Invoice invoice number.
customer	9023	Customer code
currency	EUR	Default, variable on request.
status	draft
Payment method	Bank
Detailline
@attributes
id	4
article	0
description	70 x 70 painter's canvas	Description
quantity	9	quantity
units	1
unitspriceexcl	21.50	unit price excl. VAT
dim1	3456	Ledger account
vatcode	VH	VAT code

Field-level specification of the Twinfield customer. +-

Name	Example	Note
name	[name]
website
Cocnumber	[coc]
VATnumber	[VATnr]
Address
contact	[firstname][lastname]
Country	[isocountry]
City	[city]
Postal code	[zipcode]
Phone number	[telnr]
Email	[email]	not longer than 200 characters.

Detailed specification at field level Twinfield payment. +-

Name	Example	Note
Payment line		The information of the payment.
Suspense account	As set in the configuration tab of the dashboard.	This is the field dim1 in Twinfield
Type	debit	This is the field debitcredit in Twinfield
Description	[transaction_id] payment
Invoicenumber	[ordernumber]	If the length > 40, the last 40 characters are shown. This is to keep the invoice numbers unique.
Amount	Amount from the payment
Sales line		The information from the sales entry.
Debtors-account	1300	This is the field dim1 in Twinfield. This is usually 1300 but can be adjusted in the configuration tab of the dashboard.
Customer code	[Debtor code]	This is the field dim2 in Twinfield
Type	credit	This is the field debitcredit in Twinfield
Description	[ordernumber]	If the length > 40, the first 40 characters are shown.
Invoicenumber	[ordernumber]	If the length > 40, the last 40 characters are shown. This is to keep the invoice numbers unique.
Amount	Amount from the sale

7.Support

We believe it is important that you as 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 from your Jouwweb webshop, and when, have been transferred to Twinfield.

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 Twinfield

If orders are missing in Twinfield 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 Twinfield (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 . 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: and https://faq.webwinkelfacturen.nl/category/41/twinfield.html.

Would you prefer that we perform the installation of the integration for you? That is possible. Send an email to webcare@webwinkelfacturen.nl with the request. For an installation, we charge € 39.50 excl. VAT. 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: Jouwweb - Twinfield