1.Introduction
This is the manual for the integration between KMO Shops and Factuursturen.
This integration ensures that orders from the KMO Shops webshop are processed daily to invoices in Factuursturen.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 Factuursturen, 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 Factuursturen.
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 Factuursturen 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 Factuursturen 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 Factuursturen takes place in two steps:
Processing a KMO Shops order to Factuursturen takes place in two steps:
- It is checked if the customer already exists in Factuursturen. If not, the customer is created. Matching is based on the email address.
- The Factuursturen invoice is created and processed.
Post-check
After the order has been forwarded and a success message from Factuursturen has been received, the order is marked as handled. The KMO Shops order appears at the Reporting tab on the dashboard.
If Factuursturen 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 Factuursturen later in the manual.
After the order has been forwarded and a success message from Factuursturen has been received, the order is marked as handled. The KMO Shops order appears at the Reporting tab on the dashboard.
If Factuursturen 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 Factuursturen later in the manual.
3.Required: Factuursturen key
To connect to Factuursturen, you need a username and an API key. The username is the same one you use to log in. You create the API key within factuursturen.nl. To do this, go to Settings > Connections. There you will see a button to create the API key. Ensure the API key is set to Active and enter a description so you know later what this key is used for.
Read more Required Factuursturen.nl ....
Read less Required Factuursturen.nl ....
After you click the blue Add button, the new key appears in the Current API keys list.
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 Factuursturen. This authorizes the integration to write transactions to your Factuursturen 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 Factuursturen
You establish the connection with Factuursturen using your username and API key that you determined in the previous step. You click the red Connect button next to Factuursturen. You can enter the username and API key in the popup window.
Invoice layout
You can choose an invoice layout for the invoices in Factuursturen.
You can choose an invoice layout for the invoices in Factuursturen.
Configure VAT rates and general ledger accounts
With Factuursturen, the VAT percentages are used as they appear in the orders. It is not possible to configure separate VAT rates and general ledger accounts.
With Factuursturen, the VAT percentages are used as they appear in the orders. It is not possible to configure separate VAT rates and general 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 Factuursturen.
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 Factuursturen. Matching of debtors between KMO Shops and Factuursturen 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 Factuursturen
Invoices
Invoices are not automatically sent by Factuursturen. Please contact us if you would like invoices to be sent automatically.
Invoices are not automatically sent by Factuursturen. Please contact us if you would like invoices to be sent automatically.
Create debtors
When processing customer information, it is first checked whether the customer has been processed before. If so, this Factuursturen debtor is used as the debtor for the Factuursturen transaction. If the customer is not yet known, they are added to Factuursturen. Matching is based on email address.
When processing customer information, it is first checked whether the customer has been processed before. If so, this Factuursturen debtor is used as the debtor for the Factuursturen transaction. If the customer is not yet known, they are added to Factuursturen. Matching is based on email address.
Please note: The integration only creates debtors. The integration does not modify debtors.
Products
The integration does not create products in Factuursturen.
The integration does not create products in Factuursturen.
Automatically sending invoices
The integration creates the invoice in Factuursturen, 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 Factuursturen, 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 Factuursturen
Field-level specification of the Factuursturen invoice. +-
| Name | Example | Note |
| clientnr | 647 | Factuursturen customer ID |
| action | send | |
| sendmethod | mail - Manual (default), or request email - automatic invoice sending | |
| profile | 1 | |
| sent | 2023-02-13 | order date |
| alreadypaid | full | |
| Paid price | Sales amount if the status is paid | |
| reference | ||
| line1 | : 367439 | |
| line2 | Payment method: Credit card | if name of the payment method is present |
| lines | ||
| Amount | 1 | |
| description | Bed Boxspring | |
| tax_rate | 21.00 | VAT percentage |
| price | 249.00 | Depending on the VAT type of the debtor, the unit price incl. or excl. VAT is used. |
Field-level specification of the Factuursturen customer. +-
| Name | Example | Note |
| Contact | [firstname][lastname] | |
| showcontact | true | |
| company | [company] | |
| address | [address1] [address2] [house_number] | |
| zipcode | [zipcode] | |
| city | [city] | |
| country | [country] |
If the string length of [country] is equal to 2 or 3, then country = [countryname]. If no country is provided, the default is the Netherlands. |
| phone number | [telnr] | |
| mobile | [mobile] | |
| [email] | ||
| bank code | empty by default. | |
| VAT number | [vatnumber] | |
| tax_shifted | false | |
| sendmethod | [mail] |
If sendinvoice is equal to debtorsend, then sendmethod=[email]. Otherwise always [mail]. |
| paymentmethod | 'bank' | |
| mailintro | Dear [first_name] [last_name] | |
| reference | Thank you for your order | |
| notes_on_invoice | false | |
| tax_type | [extax] | If a priceincltax is passed, then tax_type = [intax], otherwise it is always [extax]. |
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 Factuursturen.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 Factuursturen
If orders are missing in Factuursturen 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 Factuursturen (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/20/factuursturen.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.