1.Introduction
This is the manual for the integration between KMO Shops and Billit.
- This integration is a financial integration. It is not a logistics integration. It is not suitable for updating customers in Billit, 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 KMO Shops and in the FAQ for Billit.
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.
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
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 ....
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 Billit for the VAT in each line.
- It is checked whether the order has not already been processed.
Upon a successful check, the Billit invoice is created and processed to Billit. The debtor data is placed in the Billit invoice. Billit itself checks if the debtor is already present. One can choose to also add the products from the order. This option can be requested from us.
After the order has been forwarded and a success message from Billit has been received, the order is marked as handled. The KMO Shops order appears at the Reporting tab on the dashboard.
If Billit 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 Billit later in the manual.
3.Installation
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 Billit. This authorizes the integration to write transactions to your Billit administration and read information.
3. Configuring additional data, such as the VAT settings.
Authentication Billit
The authentication with Billit runs via OAuth. Make sure you are logged out of Billit before starting the connection. You now click on the red Connect button. A login screen for your Billit 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 Billit is established.
If you want to re-establish the connection at a later moment, you can always do so by clicking the Connect button.
Invoice layout Billit
It is possible to link an invoice layout to the invoice in Billit. At this moment, the templateID of the layout must be entered. At a later stage, the integration will show a list of available invoice layouts. This functionality is under development.
Payment status Billit
It is possible to provide the payment status to Billit invoices. The options are always set to paid, never set to paid, or set to paid depending on the status in the webshop. If you choose the last option, it concerns the payment status at the time of processing. If the payment status in the webshop changes at a later moment, the invoice in Billit will not be updated.
When processing to the Billit accounting system, the VAT percentages are transferred directly. Therefore, there is no possibility to post to separate VAT codes or ledger accounts.
4.Day-to-day: From KMO Shops
Debtors
The integration first checks if the debtor is already present in the accounting system. If not, the integration creates the debtor in Billit. Matching of debtors between KMO Shops and Billit 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.
5.Day-to-day: To Billit
Creating invoices
When creating invoices, the customer information is placed in the invoice. Therefore, no separate customer is created. Billit handles the matching of the debtor data with already existing debtors in Billit itself.
When processing customer information, all data is provided in the sales transaction and Billit will process it further.
Create products
Products are only created if this is configured in your contract. The integration first checks whether the products from the order already exist in Billit. If not, the integration adds the missing products. The rules for matching products between KMO Shops and Billit can be found in this FAQ read here.
Regarding VAT, the integration follows the VAT percentage in the order.
The integration creates the invoice in Billit, 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 Billit
| Name | Example | Note |
| OrderDate | 2022-12-02T20:23:29+01:00 | order date |
| ExpiryDate | 2022-12-16T20:23:29 | order date + 14 days - the 14 days is not adjustable. |
| OrderType | Invoice | Type, in case of negative order Credit invoice. |
| OrderTitle | 1050 | Order number, upon request order or invoice number |
| OrderDirection | Income | |
| TotalExcl | 97.98 | Quantity * unit prices excl. VAT |
| TotalIncl | 103.85 | Quantity * unit prices incl. VAT |
| TotalVat | 5.87 | VAT |
| PaymentReference | 1050 | Order number |
| Created | 2023-01-20 | current date |
| Invoice lines | ||
| Quantity | 2 | Amount |
| Description | Monthly settings check | Description |
| VATPercentage | 6.00 | VAT percentage |
| UnitPriceExcl | 20.7075 | Unit prices excl. VAT |
| UnitPriceIncl | 21.9500 | Unit prices incl. VAT |
| TotalExcl | 41.4151 | Quantity * unit prices excl. VAT |
| TotalIncl | 43.9000 | Quantity * unit prices incl. VAT |
| TotalVAT | 2.4849 | VAT |
| Currency | EUR | The currency of the order. This option is disabled by default. You can contact us if you would like to use this feature. |
| InclLeading | true | Including VAT leading, this is not adjustable. |
| Product-id | Product identifier from Billit | Only if configured that products should be processed. |
| Customer | ||
| First name | Sophie | |
| Last name | Fischer | |
| Address | Stationstraat | |
| House number | 12 | |
| Postal code | 1000AA | |
| City | Amsterdam | |
| CountryCode | NL | |
| info@sponiza.nl | ||
| Phone number | 31623138822 | |
| Name | Sophie Fischer | Company name if present, otherwise first and last name. |
| Invoice shipping address - please note, the shipping address is an additional address for the customer in Billit | ||
| Address type | DeliveryAddress | |
| Name | Marietje Geuze | |
| Address | Heesterstraat | |
| House number | 1 | |
| Postal code | 3512KL | |
| City | Utrecht | |
| CountryCode | NL | |
| Paid | 1 | |
| Name | Example | Note |
| Reference | [Reference] | The reference of the product in Billit. This reference is available after we have retrieved or potentially added the product. |
| Description | [Description] | |
| Price excl. VAT | [unitpriceExcl] | |
| Product VAT | [VAT] | |
| Amount incl. VAT | [unitpriceIncl] | |
| Created | Current date | |
| Last modified | Current date |
6.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 Billit.What if orders are missing in Billit
If orders are missing in Billit 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 Billit (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.