1.Introduction
This is the manual for the integration between KMO Shops and Moneybird.
- This integration is a financial integration. It is not a logistics integration. It is not suitable for updating customers in Moneybird, 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 Moneybird.
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 Moneybird for the VAT in each line.
- It is checked whether the order has not already been processed.
Processing a KMO Shops order to Moneybird happens in two steps:
- It is checked if the customer already exists in Moneybird. If not, the customer is created. Matching is based on the email address.
- The Moneybird invoice is created and processed.
After the order has been forwarded and a success message from Moneybird has been received, the order is marked as handled. The KMO Shops order appears at the Reporting tab on the dashboard.
If Moneybird 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 Moneybird 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 Moneybird. This authorizes the integration to write transactions to your Moneybird administration and read information.
3. Configuring additional data, such as the VAT settings.
Moneybird connection
The connection with Moneybird runs via OAuth. Make sure you are logged out of Moneybird before starting the connection. Now click the red Connect button. A login screen for your Moneybird account will automatically appear. If you log in, you will get a screen asking if you allow the connection. If you confirm this, the connection with Moneybird will be established.
To use the integration, you must specify to which administration the invoices should be sent. You also need to specify an invoice layout for the Moneybird invoices. If you do not do this, the invoices unfortunately cannot be created in Moneybird.
When setting up the VAT rates and general ledger accounts, a link is established between the VAT rates in webshop and the VAT codes and revenue accounts in Moneybird. You can always make adjustments by clicking the blue 'Modify' button and making a selection via the drop-down boxes.
NB: ledger numbers are shown in the image below. This is for illustration purposes only. For Moneybird integrations, a name is shown here.
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.
You can create a link here between the payment methods in the webshop and a fixed debtor in your Moneybird 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 Moneybird for an ICP order.
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 Moneybird. Matching of debtors between KMO Shops and Moneybird 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 Moneybird
At the end of this section, it is detailed at field level how we create a Moneybird invoice.
Shipping status: It is possible to set the shipping status of the Moneybird invoice to sent. For this, it is necessary that the Moneybird debtor has shipping method manual. It is possible to request from us that a Moneybird invoice always or never receives the status sent.
Automatically send invoice: Even if the integration has the status sent, that does not mean that Moneybird automatically sends the invoice. After all, in Moneybird, the invoice can be sent manually or by email. If you want the invoice to be sent automatically by email, please contact us. We can then set that up for you.
Payment status:
It is possible to set the payment status of the Moneybird invoice to paid. For this, it is necessary that the Moneybird has the status sent. In addition, the order must be paid. It is possible to request from us that a Moneybird invoice always or never receives the status paid. With Mollie payments, the Mollie transaction ID can also be processed to Moneybird. Via this transaction ID, Moneybird automatically reconciles the invoices.
Please note: Sometimes a payment for a order arrives after the integration has processed the order. In that case, the status of the invoice in Moneybird is not adjusted. Therefore, no payment request is forwarded. The only remedy is to contact us with the request to hard-set that all orders always receive the paid status.
Workflows: The integration does nothing with the Moneybird workflows. It is therefore not possible to include a workflow with the invoice.
Creating new debtors
When processing customer information, it is first checked whether the customer has been processed before. If so, this Moneybird debtor is used as the debtor for the Moneybird transaction. If the customer is not yet known, they are added to Moneybird. Matching is based on email address. Please note: The integration only creates debtors. The integration does not modify debtors.
Field-level specification Moneybird
| Name | Example | Note |
| sales_invoice | ||
| Date | 2023-01-11T19:46:56+01:00 | order date |
| Reference | 1698 | Order number, with a negative order Credit order number. |
| Invoice number | INV1234 | Only on request and equal to the on request. It is better if Moneybird determines the invoice number itself. |
| contact_id | 89387832984u987229 | Id Moneybird debtor. |
| Prices incl. VAT | true | If the prices in the webshop are incl. VAT, otherwise false. |
| Invoice profile | As set on the dashboard | |
| details_attributes | ||
| amount | 1 | Amount |
| description | A4 - poster | Description |
| tax_rate_id | 230205097768912088 | VAT code |
| price | 33.00 | Unit price incl. VAT, if the prices in the webshop are incl. VAT, otherwise unit price excl. VAT |
| ledger_account_id | 230205097213166793 | ID of the revenue category as set on the dashboard. |
| prices_are_incl_tax | 1 | |
| document_style_id | 389430293784902308 | On request, 1 default project-id (cost center) can be filled in per integration. |
| Name | Example |
| Payment date | [date] |
| Amount | The amount from the payment |
| Transaction-identifier | In case of a Mollie payment, Moneybird can automatically reconcile the invoice. |
| Account | (Ledger account) Is provided if it has been set. |
| Name | Example | Note |
| company name | [company] | |
| first name | [firstname] | |
| last name | [lastname] | If the first name & last name are not provided, the last name becomes -> NN. |
| address | [address] | |
| zipcode | [zipcode] | |
| city | [city] | |
| country | [isocode] | |
| mobile | [telnr] | |
| [email] | ||
| Chamber of commerce | [CoC] | |
| VATnumber | [vatnr] | |
| delivery method | Manual | |
| customerId | Empty, unless [customerid] or [referenceid] is provided. |
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 Moneybird.What if orders are missing in Moneybird
If orders are missing in Moneybird 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 Moneybird (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.