1.Introduction
This is the manual for the integration between KMO Shops and AFAS.
This integration ensures that orders from the KMO Shops webshop are processed daily to orders or financial entries in AFAS.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 AFAS, 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.
- It is possible to process to AFAS sales orders, but there are restrictions. For example, new products are placed in item group 900 by default, VAT type 1 is used for low VAT and VAT type 2 for high VAT in new products.
Tip: Other customers using this integration found the tips in the FAQ for KMO Shops and in the FAQ for AFAS.
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
If you want to terminate the integration, you can remove the app from the app store 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.
If you want to terminate the integration, you can remove the app from the app store 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.
2.How the integration works
A order from the KMO Shops webshop is processed to a AFAS order or financial entry.
KMO Shops works with webhooks. We receive a notification as soon as a new order is created in your webshop or if an order changes. If the order can be processed - this depends on the status - the integration places the order in the processing queue. Depending on how busy the processing queue is, the order will be processed quickly or slightly later. In general, the queues move quickly.
Read more How the integration works .... Read less How the integration works ....
KMO Shops works with webhooks. We receive a notification as soon as a new order is created in your webshop or if an order changes. If the order can be processed - this depends on the status - the integration places the order in the processing queue. Depending on how busy the processing queue is, the order will be processed quickly or slightly later. In general, the queues move quickly.
Read more How the integration works .... Read less How the integration works ....
Pre-check
At the start of processing an order, we perform a number of checks on the KMO Shops order:
At the start of processing an order, we perform a number of checks on the KMO Shops order:
- It is checked whether the total of the KMO Shops 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 AFAS for the VAT in each line.
- It is checked whether the order has not already been processed.
Processing orders
Processing a KMO Shops order to AFAS takes place in three steps:
Processing a KMO Shops order to AFAS takes place in three steps:
- It is checked if the customer already exists in AFAS. If not, the customer is created. Matching is based on the email address.
- When processing to AFAS orders, it is checked whether the products from the KMO Shops order are already present in AFAS. Missing products are created.
- The AFAS order or financial entry is created and added.
Post-check
After the order has been forwarded and a success message from AFAS has been received, the order is marked as handled. The KMO Shops order appears at the Reporting tab on the dashboard.
If AFAS 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 AFAS later in the manual.
After the order has been forwarded and a success message from AFAS has been received, the order is marked as handled. The KMO Shops order appears at the Reporting tab on the dashboard.
If AFAS 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 AFAS later in the manual.
3.Required: AFAS Key and connectors
To get the connection working, an AppConnector must be created in the Afas Administration. The AppConnector must be populated with GetConnectoren and UpdateConnectoren.
Read more Required Afas.nl ....
Read less Required Afas.nl ....
Step 0: Create user group and special user
Afas advises you to create a separate username and user group for the connection.
- Creating a separate user group is done via General > Administration > Authorization tool
- Create the new user group via Group > New and fill in the details.
- For more information see: https://help.afas.nl/help/NL/SE/App_Auth_Group_Add.htm
- Create system user and place in group
- Go to User > New system user
- Vul de gebruikersnaam en omschrijving in.
- Click on: Next.
- Profit Windows must be unchecked.
- Complete the wizard. You do not need to enter an email address and UPN.
- Go to the tab: Group maintenance.
- Select the user group you created in step 1.
- Go to the tab: Users in group.
- Click on New.
- Check the connector user.
- Click on: Ok.
- Close the Authorization tool. You do not need to reopen the environment.
- Also see https://help.afas.nl/help/NL/SE/App_Auth_Group_Add.htm
Step 1: Create AppConnector
To create the AppConnector, log in to the Profit environment and go to General > Administration > AppConnector.
Enter a clear description for the AppConnector and specify a user group. Afas users in that user group can use the connector.
Then click Finish.
The AppConnector opens. The check mark next to Blocked is pre-checked. Remove this check mark.
Step 2: Add GetConnectoren
We make the GetConnectors available as a zip file. You can download this file here: https://www.webwinkelfacturen.nl/afas_getconnectors.zip
Extract the zip file on your own computer.
Then go to General > Output > Management > GetConnector and click on import.
You can import the GetConnectors one by one. After that, you can add them to the AppConnector. If you are working in a browser, you can upload the GetConnectors to your temporary Afas drive via the lines at the top of the screen and the upload circle.
Step 3: Add UpdateConnectoren
Go to the Update Connectors option and click New to add a new Update Connector. We recommend adding these connectors:
- FbItemArticle - for adding products
- FiEntries - for adding financial transactions
- FbSales - for adding orders
- KnSalesRelationOrg - for adding customer organizations
- KnSalesRelationPer - for adding customer relationships
Step 4: Add user tokens
Via the User Token tab, you can generate a code to authorize the connection to the Afas environment. Click on New to create a new user token.
Select the user and provide a description. You can create multiple tokens for one user.
A screen with a special code will now appear. Save this code carefully. You will need this code during the configuration of the connection on the dashboard https://uwkoppeling.webwinkelfacturen.nl. Please note that you need the entire code, including the 1 part.
If you are working via the browser, you can copy the code from the top of the screen. This saves a lot of typing and prevents errors.
4.Installation
After 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.
Activating the integration consists of three steps:
1. Establishing the connection with the KMO Shops webshop. Through this step, you authorize the integration to read the data from your webshop.
2. Establishing the connection with AFAS. This authorizes the integration to write transactions to your AFAS administration and read information.
3. Configuring additional data, such as the VAT settings.
Before the integration can be used, the terms and conditions must first be accepted. The terms and conditions are based on the general ICT Terms and Conditions (industry organization) and the general GDPR guidelines. We also need a name, email address, and the country of the webshop. 
Authentication AFAS
Establishing the connection with AFAS is done via the red Connect button in the Configuration tab. In the pop-up, you enter your Customer Code (this is the AFAS online 5-digit member number), and the token you created in the previous section. Please note, you need the entire code as a token, including the 1-part.
Settings AFAS
To use AFAS, select an administration within your account. You also indicate in which journal the revenue should be posted and what the debtors account is. The journal for processing (individual) orders will be a Sales journal.
To use AFAS, select an administration within your account. You also indicate in which journal the revenue should be posted and what the debtors account is. The journal for processing (individual) orders will be a Sales journal.
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 AFAS. You can always make changes by clicking the blue 'Edit' button and selecting an option from the drop-down menus.
By default, all EU countries are shown in the list. You only need to configure the countries you sell to, and - if applicable - ICP and International.
The integration shows the standard VAT rates for Europe. You can adjust the VAT percentage with which you sell - left column. For example: By default, sales to Germany are set to 21%, but if you sell in the webshop with 19%, you can adjust that in the left column. Intra-Community (ICP) and international deliveries
The Intra-Community supplies / ICP option is intended for business-to-business deliveries within the EU. These sales are invoiced with 0% VAT. A VAT number from the customer is required. The International option applies to deliveries outside the EU. For these sales, the integration expects 0% VAT; otherwise, the sales cannot be processed. Separate VAT codes and general ledger accounts can be configured for both ICP and international deliveries.
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 and general ledger accounts, a link is created between the VAT rates in webshop and the VAT codes and revenue accounts in AFAS. You can always make changes by clicking the blue 'Edit' button and selecting an option from the drop-down menus.
By default, all EU countries are shown in the list. You only need to configure the countries you sell to, and - if applicable - ICP and International.
The integration shows the standard VAT rates for Europe. You can adjust the VAT percentage with which you sell - left column. For example: By default, sales to Germany are set to 21%, but if you sell in the webshop with 19%, you can adjust that in the left column. Intra-Community (ICP) and international deliveries
The Intra-Community supplies / ICP option is intended for business-to-business deliveries within the EU. These sales are invoiced with 0% VAT. A VAT number from the customer is required. The International option applies to deliveries outside the EU. For these sales, the integration expects 0% VAT; otherwise, the sales cannot be processed. Separate VAT codes and general ledger accounts can be configured for both ICP and international deliveries.
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 AFAS 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 AFAS for an ICP order.
You can create a link here between the payment methods in the webshop and a fixed debtor in your AFAS 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 AFAS for an ICP order.
5.Day-to-day: From KMO Shops
Processing schedule: New orders from your webshop are retrieved at least once per hour.
Once an order has been processed, it cannot be processed again. An order that is modified in the webshop after it has been processed will not be adjusted in AFAS.
Please note: The integration only processes orders. For now, the integration does not process refunds.
Debtors
The integration first checks if the debtor is already present in the accounting system. If not, the integration creates the debtor in AFAS. Matching of debtors between KMO Shops and AFAS 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.
6.Day-to-day: To AFAS
This data is processed to AFAS:
Creating orders / sales transactions
The orders from KMO Shops are imported into AFAS as financial entries or orders. For each order, the VAT and general ledger account are provided as configured during the installation of the integration.
When creating entries / orders, new debtors and/or products may be added to AFAS.
Cost center
It is possible to provide one default cost center to the order or sales transaction. One default cost center is possible per integration. Contact webcare@webwinkelfacturen.nl stating the license key to make use of this.
Create debtors
When processing customer information, it is first checked whether the customer has been processed before. If so, this AFAS debtor is used as the debtor for the AFAS order or financial entry. If the customer is not yet known, they are added to AFAS. 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 AFAS debtor is used as the debtor for the AFAS order or financial entry. If the customer is not yet known, they are added to AFAS. Matching is based on email address. Please note: The integration only creates debtors. The integration does not modify debtors.
Create products
When processing to AFAS orders incl. products, products that are not yet in AFAS will be added. See here for an explanation of how product codes are determined FAQ. The product is assigned VAT group 1 if the product has 9% or 6% in the sales line. Otherwise, the new product is assigned VAT group 2. The product is automatically placed in AFAS item group 900. Ensure that this is also configured in the AFAS administration, otherwise the entries may go wrong.
Please note: The integration only creates products. The integration does not modify products.
The rules for matching products between KMO Shops and AFAS can be found in this FAQ be read.
When processing to AFAS orders incl. products, products that are not yet in AFAS will be added. See here for an explanation of how product codes are determined FAQ. The product is assigned VAT group 1 if the product has 9% or 6% in the sales line. Otherwise, the new product is assigned VAT group 2. The product is automatically placed in AFAS item group 900. Ensure that this is also configured in the AFAS administration, otherwise the entries may go wrong.
Please note: The integration only creates products. The integration does not modify products.
The rules for matching products between KMO Shops and AFAS can be found in this FAQ be read.
Automatically sending invoices
The integration creates an order or financial entry in AFAS, not an invoice. Therefore, the integration cannot ensure that the invoice is automatically sent to the customer.
The integration creates an order or financial entry in AFAS, not an invoice. Therefore, the integration cannot ensure that the invoice is automatically sent to the customer.
Field-level specification AFAS
Field-level specification of the AFAS financial booking.+-
| Name | Example | Note |
| Paragraph | ||
| Year | 2023 | Invoice date year (KMO Shops order) |
| period(Peri) | 03 | Invoice date month (KMO Shops order) |
| UniqueId(UnId) | 3 | Administration - One administration is possible per integration. |
| Journal(JoCo) | 01 | Journal |
| (AutoNumber)AuNu | 1 | |
| AFAS assigns the invoice numbers (default) - can be adjusted to the invoice or order number upon request. | ||
| Total line | ||
| AccountNumber(AcNr) | 89302 | |
| EnDa | 2023-03-01 | Order date |
| BpDa | 2023-03-01 | Order date |
| Description(Ds) | ORD08725 | Description - KMO Shops order number. |
| BpNr | ORD08725 | Payment reference - KMO Shops invoice or order number. |
| AmountDebet(AmDe) | 24.95 | Total price incl. VAT - debit. |
| Cost center(DiC1) | xxxx | The default cost center if configured. |
| If AFAS does not determine the invoice number - order number or invoice number | ||
| Revenue line | ||
| VaAs | 2 | 1 = General ledger account. 2 = debtor |
| AccountNumber(AcNr) | 89302 | |
| EnDa | 2023-03-01 | order date |
| BpDa | 2023-03-01 | |
| Description(Ds) | ORD08725, INV09854 | Description - KMO Shops order or invoice number. |
| BpNr | ORD08725 | Payment reference - KMO Shops invoice or order number. |
| AmountDebet(AmDe) | 24.95 | Total price incl. VAT - debit. |
| If AFAS does not determine the invoice number - order number or invoice number | ||
| VAT lines | ||
| VaAs | 1 | 1 = General ledger account. 2 = debtor |
| AccountNumber(AcNr) | 8000 | |
| EnDa | 2023-03-01 | Order date |
| BpDa | 2023-03-01 | Order date |
| Description(Ds) | Garden light | Description: VAT - Name in the order line - Amount excl. VAT. |
| BpNr | ORD08725 | Entry number: KMO Shops invoice number or order number. |
| AmountCredit(AmCr) | 20.62 | VAT amount - credit. |
| VatId(VaId) | 101 | VAT account |
| If AFAS does not determine the invoice number - order number or invoice number. | ||
| Any rounding difference is processed in the VAT amounts if the rounding difference is 5 cents at most. | ||
Field-level specification of the AFAS order. +-
| Name | Example | Note |
| Paragraph | ||
| OrderNumber (OrNu) | [number] | KMO Shops - invoice or order number. |
| OrderDate(OrDa) | [date] | KMO Shops - order date.. |
| DebtorID(DbId) | [debtornr] | AFAS debtor ID |
| Unit | [division] | Administration - Per integration, the administration is fixed. |
| CurrencyId(CuId) | EUR | Currency - This option is disabled by default. You can contact us if you wish to use this. |
| InclVat(InVa) | true | Total price incl. VAT (true), unless afasexcltax is configured. |
| War | ***** | Default for the warehouse, can be overwritten via the settings |
| Reference(Re) | [notes] | Comment - if present. |
| FRef | [number] | InvoiceReference (payment reference) KMO Shops order number |
| line | ||
| Description(Ds) | [name] | Description |
| Ledger account | as configured on the dashboard. | |
| Quantity(QuUn) | 1 | Amount |
| ItemCode(ItCd) | [productid] | Productcode |
| Unitprice(Upri) | excl. / incl. VAT | Unit price, as configured on the dashboard. |
Field-level specification of the AFAS customer. +-
| Name | Example | Note |
| CuId | EUR | Not editable |
| IsDb | true | Not editable |
| PaCd | 14 | Not editable |
| PersonDetails | ||
| Padadr | true | Not adjustable |
| AutoNum | true | Not editable |
| MatchPer | 7 | Not editable |
| SpNm | false | Not editable |
| FiNm | Karin | |
| Last name | de Wit | |
| ViGe | 0 | Not editable |
| EmAd | info@sponiza.nl | |
| AdresDetails | ||
| CoId | NL | AFAS country code |
| PbAd | false | Not editable |
| StAd | Not editable | |
| Ad | Stationstraat | |
| HmNr | 12 | |
| ZpCd | 1000 AA | |
| Rs | Amsterdam | |
Field-level specification of the AFAS product. +-
| Name | Example | Note |
| AutomaticID(AuId) | false | |
| ItemCode(ItCd) | [ArticleKey] | |
| ChDs | false | |
| Group(Grp) | 900 | |
| BiSt | false | |
| BiUn | ***** | |
| VaRc | [Vattype] | VAT type |
| CostPrice(CoPrice) | [costprice] | |
| SalePrice(SaPrice) | [priceIncl] | Unit price INCL. |
| BatchCode(BaCo) | [eannumber] | Product Number |
7.Support
We believe it is important that you as online retailer have direct access to information about the integration whenever you want. That is why every customer has a personal dashboard.
Read more Support .... Read less Support ....
Read more Support .... Read less Support ....
Explanation tabs dashboard
On the Dashboard >> Report you can see which orders from your KMO Shops webshop, and when, have been transferred to AFAS.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 AFAS
If orders are missing in AFAS 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 AFAS (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/73/kmoshops.html and https://faq.webwinkelfacturen.nl/category/69/afas.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.