1.Introduction
This is the manual for the integration between KMO Shops and Eenvoudigfactureren.
This integration ensures that orders from the KMO Shops webshop are processed daily to invoices in Eenvoudigfactureren.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 Eenvoudigfactureren, 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 Eenvoudigfactureren.
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 Eenvoudigfactureren invoice.
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 Eenvoudigfactureren for the VAT in each line.
- It is checked whether the order has not already been processed.
Processing orders
Upon a successful check, the Eenvoudigfactureren invoice is created and processed to Eenvoudigfactureren. The debtor details are placed in the Eenvoudigfactureren invoice. Eenvoudigfactureren itself checks if the debtor is already present.
Upon a successful check, the Eenvoudigfactureren invoice is created and processed to Eenvoudigfactureren. The debtor details are placed in the Eenvoudigfactureren invoice. Eenvoudigfactureren itself checks if the debtor is already present.
Post-check
After the order has been forwarded and a success message from Eenvoudigfactureren has been received, the order is marked as handled. The KMO Shops order appears at the Reporting tab on the dashboard.
If Eenvoudigfactureren 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 Eenvoudigfactureren later in the manual.
After the order has been forwarded and a success message from Eenvoudigfactureren has been received, the order is marked as handled. The KMO Shops order appears at the Reporting tab on the dashboard.
If Eenvoudigfactureren 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 Eenvoudigfactureren later in the manual.
3.Required: EenvoudigFactureren
To establish the connection with EenvoudigFactureren for the integration, you need to do the following:
Read more Required EenvoudigFactureren ....
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- Log in to EenvoudigFactureren
- Go to Profile (top right) > Access Management
- Click on add API key
- In terms of management, you can select either All or a limited set. With a limited set, the integration requires access to Invoices, Customers, Items, and Layouts.
- Make a copy of the generated API key. You will need this key in the next Installation section.
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 Eenvoudigfactureren. This authorizes the integration to write transactions to your Eenvoudigfactureren 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 Eenvoudigfactureren
Authentication with Eenvoudigfactureren is done via the token you created in the previous section. You click the red Connect button next to the Eenvoudigfactureren Connection. A popup will automatically appear where you can enter the token.
If you wish to re-establish the connection at a later time, you can always do so by clicking the ReConnect button.
Configure VAT rates and general ledger accounts
When processing to the Eenvoudigfactureren accounting system, the VAT percentages are transferred directly. Therefore, there is no possibility to post to separate VAT codes or ledger accounts.
When processing to the Eenvoudigfactureren accounting system, the VAT percentages are transferred directly. Therefore, there is no possibility to post to separate VAT codes or ledger accounts.
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 Eenvoudigfactureren.
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 Eenvoudigfactureren. Matching of debtors between KMO Shops and Eenvoudigfactureren 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 Eenvoudigfactureren
Below is the creation of new Eenvoudigfactureren invoices specified at field level.
Creating invoices
When creating invoices, an invoice is created by default with the amounts incl. VAT and the order number in the reference field. The invoice number is empty by default, so that the invoice number is determined within Eenvoudigfactureren. We recommend this method.
However, it is possible to process the amounts excl. VAT. In some situations, there are also possibilities to add an order or invoice number to the reference and fill in the invoice number of Eenvoudigfactureren.
Create debtor
When processing customer information, it is first checked whether the customer has been processed before. If so, this Eenvoudigfactureren debtor is used as the debtor for the Eenvoudigfactureren transaction. If the customer is not yet known, they are added to Eenvoudigfactureren. 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 Eenvoudigfactureren debtor is used as the debtor for the Eenvoudigfactureren transaction. If the customer is not yet known, they are added to Eenvoudigfactureren. Matching is based on email address. Please note: The integration only creates debtors. The integration does not modify debtors.
It is currently not possible to post to products.
Automatically sending invoices
The integration creates the invoice in Eenvoudigfactureren, but will not automatically send the invoice to the debtor. This is possible and can be requested by sending us an email stating the license key.
The integration creates the invoice in Eenvoudigfactureren, but will not automatically send the invoice to the debtor. This is possible and can be requested by sending us an email stating the license key.
Field-level specification Eenvoudigfactureren
Field-level specification of the Eenvoudigfactureren invoice. +-
| Name | Example | Note |
| Customer identifier | 1234567 | Customer identifier within Eenvoudigfactureren |
| Invoice number | Empty by default | Can be filled with order number upon request |
| Payment period | 14 | Not adjustable |
| Reference | order number | Adjustable |
| Date | 2024-05-23 | Sales date - please note, this is the order date in KMO Shops |
| Amounts incl. VAT | yes | Upon request, amounts excl. VAT can be processed |
| Invoice lines | ||
| Product name | Bicycle | As on the line in the sale |
| VAT percentage | 21 | Depending on the VAT percentage in the sales line |
| Amount | 2 | |
| Unit price | 19.99 | |
Field-level specification of the Eenvoudigfactureren customer. +-
| Name | Example | Note |
| Name | Bakery De Witte | If the company name is not filled, the first name plus last name will appear here |
| To the attention of | Karin de Wit | If the company name is not filled, this field is empty |
| Address line 1 | Stationstraat 12 | |
| Postal code | 1000 AA | |
| City | Amsterdam | |
| info@sponiza.nl | ||
| Telnr | 0632281625 | |
| Contacts | ||
| Contact name | Karin de Wit | |
| info@sponiza.nl | ||
| Telnr | Karin de Wit | 0632281625 |
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 Eenvoudigfactureren.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 Eenvoudigfactureren
If orders are missing in Eenvoudigfactureren 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 Eenvoudigfactureren (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://www.webwinkelfacturen.nl/veelgesteldevragen#boekhoud-systemen/eenvoudig-factureren.
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.