1.Introduction
This is the manual for the integration between JouwWeb and WeFact.
This integration ensures that orders from the JouwWeb webshop are automatically processed to invoices in WeFact. Because the orders enter the webshop owner's accounting system directly, it saves time on financial administration.
Please note: The integration only processes orders. The integration does not process refunds.
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 WeFact, 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 WeFact.
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.
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.
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 is processed to a WeFact invoice.
The integration retrieves the orders from the webshop every hour and prepares them to be processed to WeFact.
Read more How the integration works .... Read less How the integration works ....
The integration retrieves the orders from the webshop every hour and prepares them to be processed to WeFact.
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:
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 WeFact for the VAT in each line.
- It is checked whether the order has not already been processed.
Processing orders
Processing a Jouwweb order to WeFact takes place in three steps:
Processing a Jouwweb order to WeFact takes place in three steps:
- It is checked if the customer already exists in WeFact. If not, the customer is created. Matching is based on the email address.
- If product synchronisation is enabled, missing products will be created in WeFact.
- The WeFact invoice is created and processed.
Post-check
After the order has been processed and a success message has been received from WeFact, the order is marked as handled. The JouwWeb order appears in the Reporting tab on the dashboard.
If WeFact 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 WeFact later in the manual.
After the order has been processed and a success message has been received from WeFact, the order is marked as handled. The JouwWeb order appears in the Reporting tab on the dashboard.
If WeFact 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 WeFact later in the manual.
3.Required: WeFact API key
To establish the connection with WeFact for the integration, you need to do the following:
Read more Required WeFact ....
Read less Required WeFact ....
- Log in to WeFact
- Go to Settings > API
- Check the box to enable the API
- Add the IP addresses. The IP addresses are 85.10.150.5 and 85.10.143.192. (Note: until recently, these were 188.241.148.36 and 141.138.138.112. The addresses in the image below are therefore not our current IP addresses)
- Copy the generated API key. You will need this key in the next section, Installation.
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.
Connection WeFact
The connection with WeFact is established via an API key that you create within your WeFact account. For the API key, you indicate which IP addresses have access to the API key. This is an extra security measure that, in principle, only needs to be filled in once.
The connection with WeFact is established via an API key that you create within your WeFact account. For the API key, you indicate which IP addresses have access to the API key. This is an extra security measure that, in principle, only needs to be filled in once.
Only if we move servers will the IP addresses need to be updated. Should this become relevant in the future, you will receive information about this in a timely manner.
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 WeFact. You can select multiple statuses. The integration will never forward orders twice. The integration is protected against this.
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 WeFact. You can select multiple statuses. The integration will never forward orders twice. The integration is protected against this.
Invoice layout
The integration can provide an invoice layout to the WeFact invoice. You can select the desired invoice layout from the list of available layouts.
The integration can provide an invoice layout to the WeFact invoice. You can select the desired invoice layout from the list of available layouts.
Configure VAT rates
When configuring the VAT rates, a link is created between the VAT rates in webshop and the VAT codes and revenue accounts in WeFact. 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.
When configuring the VAT rates, a link is created between the VAT rates in webshop and the VAT codes and revenue accounts in WeFact. 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
You can create a link here between the payment methods in the webshop and a fixed debtor in your WeFact 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 WeFact for an ICP order.
You can create a link here between the payment methods in the webshop and a fixed debtor in your WeFact 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 WeFact for an ICP order.
5.Day-to-day: From Jouwweb
Processing schedule: New orders from your webshop are retrieved and processed to WeFact 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 WeFact.
Please note: The integration only processes orders, no returns / refunds.
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 WeFact.
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.
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:
|
| International indication | The integration determines as follows whether it concerns an international order:
|
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 WeFact | 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 WeFact | 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 WeFact | 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
|
| 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 WeFact
Create transactions
A order from the Jouwweb webshop is processed to WeFact as a WeFact invoice. The draft invoice option is default and is used most often; the processed invoice option can be requested from us.
The synchronization of data between Jouwweb and WeFact is as follows:
A order from the Jouwweb webshop is processed to WeFact as a WeFact invoice. The draft invoice option is default and is used most often; the processed invoice option can be requested from us.
The synchronization of data between Jouwweb and WeFact is as follows:
Automatically sending invoice
Even if the WeFact invoice created by the integration has the status sent, that does not mean that WeFact the invoice by email has sent. The status sent can also mean that the invoice was sent manually. If you want the invoice to be sent automatically by email, please contact us via webcare@webwinkelfacturen.nl. We adjust your contract settings so that the integration - after the WeFact invoice has been created - sends an additional command to WeFact to send the invoice to the customer by email.
Even if the WeFact invoice created by the integration has the status sent, that does not mean that WeFact the invoice by email has sent. The status sent can also mean that the invoice was sent manually. If you want the invoice to be sent automatically by email, please contact us via webcare@webwinkelfacturen.nl. We adjust your contract settings so that the integration - after the WeFact invoice has been created - sends an additional command to WeFact to send the invoice to the customer by email.
Create debtors
When processing customer information, it is first checked whether the customer has been processed before. If so, this WeFact debtor is used as the debtor for the WeFact transaction. If the customer is not yet known, they are added to WeFact. Matching is based on email address.
Please note: The integration only creates debtors. The integration does not modify debtors.
When processing customer information, it is first checked whether the customer has been processed before. If so, this WeFact debtor is used as the debtor for the WeFact transaction. If the customer is not yet known, they are added to WeFact. Matching is based on email address.
Please note: The integration only creates debtors. The integration does not modify debtors.
Create products
We can add products to WeFact. This is disabled by default; please contact us if you would like to enable it. If enabled, the integration first checks whether the products from the order already exist in WeFact. The integration then adds missing products to the accounting system. If a product already exists in WeFact, it will not be added again. The integration automatically creates the following products in WeFact: Shipping costs, Payment costs, Surcharge, Discount, and Additional costs.
WeFact only accepts SKUs consisting of numbers/letters, without special characters.
When creating invoices, the integration uses the VAT percentage as it is in the of Jouwweb. Even if there is a different VAT percentage in the product of WeFact.
We can add products to WeFact. This is disabled by default; please contact us if you would like to enable it. If enabled, the integration first checks whether the products from the order already exist in WeFact. The integration then adds missing products to the accounting system. If a product already exists in WeFact, it will not be added again. The integration automatically creates the following products in WeFact: Shipping costs, Payment costs, Surcharge, Discount, and Additional costs.
WeFact only accepts SKUs consisting of numbers/letters, without special characters.
When creating invoices, the integration uses the VAT percentage as it is in the of Jouwweb. Even if there is a different VAT percentage in the product of WeFact.
Automatically sending invoices
The integration creates the invoice in WeFact, 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.
The integration creates the invoice in WeFact, 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 WeFact
Field-level specification of the WeFact invoice. +-
| Name | Example | Note |
| xml | ||
| VatCalcMethod | incl | This means that the invoice in WeFact will display amounts including VAT. This cannot be changed. WeFact has indicated that invoices are correctly submitted in this way. |
| Debtor | 906 | WeFact debtorID |
| Date | 2023-03-01 21:25:08 | order date |
| InvoiceCode | Empty, upon request order number | |
| Description | 000000906/000000345 | order number |
| Term | 14 | Not editable |
| Status | 0 | Selecting status 4 - Processed is possible. |
| Invoice profile | As set on the dashboard. | |
| InvoiceLines | ||
| Number | 1 | Amount |
| Description | 3-in-1 Magazine Bundle | Description |
| PriceExcl | 20.65 | Unit price excl VAT. |
| TaxCode | V21 | VAT code |
| ReferenceNumber | 000000906 | order number |
| Cost center | It is possible to have the revenue posted to a default cost center. | |
| Shipping address - via CustomFields. The name fields - such as [verzend_bedrijf] - cannot be adjusted. | ||
| [shipping_company] | BV Sponiza IT | Company name |
| [shipping_firstname] | Soumaya | First name |
| [shipping_lastname] | van Spanje | Last name |
| [shipping_address] | Stationstraat 12 | Shipping address |
| [shipping_zipcode] | 1000 AA | Zipcode shipping address |
| [shipping_city] | Amsterdam | City shipping address |
| [shipping_country] | The Netherlands | Country shipping address |
Field-level specification of the WeFact customer. +-
| Name | Example | Note |
| CompanyName | [company] | Company name |
| Initials | [firstname] | first name |
| Surname | [lastname] | If [lastname] is not provided, we will fill in NN. |
| Taxnumber | [VATnr] | VATnumber |
| Address | [address] | If a house number is provided then: [adres][housenr] |
| Zipcode | [zipcode] | Zip code |
| City | [city] | City |
| Country | [isocountry] | Country |
| emailaddress | [email] | |
| Phonenumber | [telnr] |
Field-level specification of the WeFact product. +-
| Name | Example | Note |
| productcode | [articlekey] | |
| productname | [name] | |
| productkeyphrase | [description] | |
| price excl | [unitpriceexcl] | Unit price excl VAT. |
| taxcode | VAT code | As set on the dashboard. |
| CostCentre | [defaultcostcenter] | If this is present, we will display it. |
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 ....
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 WeFact.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 WeFact
If orders are missing in WeFact 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 WeFact (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/57/wefact.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.