1.Introduction
This is the manual for the integration between KMO Shops and Silvasoft.
This integration ensures that orders from the KMO Shops webshop are processed daily to invoices or orders in Silvasoft.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 Silvasoft, 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 Silvasoft.
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 Silvasoft as invoice or order. The desired option can be set via the Configuration tab of the dashboard.
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 Silvasoft 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 Silvasoft takes place in three steps:
Processing a KMO Shops order to Silvasoft takes place in three steps:
- It is checked if the customer already exists in Silvasoft. If not, the customer is created. Matching is based on the email address.
- It is checked whether the products from the KMO Shops order are already present in Silvasoft. Missing products are created.
- The Silvasoft invoice or order is created and processed.
Post-check
After the order has been forwarded and a success message from Silvasoft has been received, the order is marked as handled. The KMO Shops order appears at the Reporting tab on the dashboard.
If Silvasoft 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 Silvasoft later in the manual.
After the order has been forwarded and a success message from Silvasoft has been received, the order is marked as handled. The KMO Shops order appears at the Reporting tab on the dashboard.
If Silvasoft 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 Silvasoft later in the manual.
3.Required: Silvasoft key
To establish the connection with your Silvasoft account, you need to create an API key. An API key is a secret key that authorizes the connection to read from your Silvasoft account and, for example, add debtors and orders to your account. Essentially, an API key is a special password for the connection.
Read more Required Silvasoft ....
Read less Required Silvasoft ....
Silvasoft has a good explanation of how to generate the API key, including the associated costs. You can find it here: https://www.silvasoft.nl/artikel/hoe-api-activeren-silvasoft-gebruiker/. The contract you need depends on the number of orders in your store or webshop. You can start with a low contract and upgrade if you encounter problems. Sales that are not processed due to limits appear in the integration dashboard, in the error queue. You can simply process them afterwards, so you won't lose anything should the API limits be too low.
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 Silvasoft. This authorizes the integration to write transactions to your Silvasoft 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. 
Silvasoft connection
You establish the connection with Silvasoft via the username and API key you determined in the previous step. Click the red Connect button next to Silvasoft. You can now enter the username and the API key in the popup window.
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 Silvasoft. 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 Silvasoft. 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 Silvasoft 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 Silvasoft for an ICP order.
You can create a link here between the payment methods in the webshop and a fixed debtor in your Silvasoft 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 Silvasoft 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 Silvasoft.
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 Silvasoft. Matching of debtors between KMO Shops and Silvasoft 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 Silvasoft
Create transactions
The orders from KMO Shops are imported into Silvasoft as invoices or orders.
This data is processed to Silvasoft:
The orders from KMO Shops are imported into Silvasoft as invoices or orders.
This data is processed to Silvasoft:
Create debtors
When processing customer information, it is first checked whether the customer has been processed before. If so, this Silvasoft debtor is used as the debtor for the Silvasoft transaction. If the customer is not yet known, they are added to Silvasoft. 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 Silvasoft debtor is used as the debtor for the Silvasoft transaction. If the customer is not yet known, they are added to Silvasoft. Matching is based on email address. Please note: The integration only creates debtors. The integration does not modify debtors.
Create products
Products not yet in Silvasoft are added to Silvasoft. They are added with a price excl. VAT and the VAT percentage as indicated in the order. New products are placed in the category Webshop in Silvasoft.
Please note: The products are only created in Silvasoft. Products in Silvasoft are never modified.
The rules for matching products between KMO Shops and Silvasoft can be found in this FAQ be read.
Products not yet in Silvasoft are added to Silvasoft. They are added with a price excl. VAT and the VAT percentage as indicated in the order. New products are placed in the category Webshop in Silvasoft.
Please note: The products are only created in Silvasoft. Products in Silvasoft are never modified.
The rules for matching products between KMO Shops and Silvasoft can be found in this FAQ be read.
Automatically processing payments
The integration is not suitable for forwarding payments to Silvasoft
Automatically sending invoices
The integration cannot have the invoices created in Silvasoft automatically sent by Silvasoft.
The integration cannot have the invoices created in Silvasoft automatically sent by Silvasoft.
Field-level specification Silvasoft
Field-level specification of the Silvasoft invoice +-
| Name | Example | Note |
| CustomerNumber | 4765 | Default debtor id. |
| AddAsDraft | false | This cannot be adjusted |
| InvoiceReference | 3894029204 |
For orders: order number, on request invoice number |
| InvoiceDate | 09-03-2023 |
For orders: order date |
| InvoiceNotes | ||
| Invoice_InvoiceLine | ||
| ProductNumber | 0293498320939 | SKU product, Shipping costs, Payment costs, Discount or Surcharge. |
| Quantity | 1 | Amount |
| TaxPc | 21 | VAT percentage |
| UnitPriceExclTax | 24.75 | Unit price excl. VAT |
| SubTotalInclTax | 29.95 | Line price incl. VAT |
| Description | Fireplace Bio-ethanol gel | Description |
| TaxCode | 21.0% - VAT high Netherlands | VAT code |
| LedgerAccountNumber | 8159 | Revenue account |
| Invoice_Address | ||
| Address_Street | Stationstraat | street |
| Address_City | Amsterdam | city |
| Address_PostalCode | 1000AA | zipcode |
| Address_Unit | 12 | house number |
| Address_Type | InvoiceAddress | Can have InvoiceAddress or ShippingAddress as value. |
Field-level specification of the Silvasoft order +-
| Name | Example | Note |
| CustomerNumber | 4765 | Default debtor id. |
| OrderReference | 3894029204 | order number, on request invoice number. |
| OrderDate | 09-03-2023 | Order date |
| OrderNotes | ||
| order_orderline | ||
| ProductNumber | 0293498320939 | SKU product, Shipping costs, Payment costs, Discount or Surcharge. |
| Quantity | 1 | Amount |
| TaxPc | 21 | VAT percentage |
| UnitPriceExclTax | 24.75 | Unit price excl. VAT |
| SubTotalInclTax | 29.95 | Line price incl. VAT |
| Description | Fireplace Bio-ethanol gel | Description |
| TaxCode | 21.0% - VAT high Netherlands | VAT code |
| LedgerAccountNumber | 8159 | Revenue account |
| Invoice_Address | ||
| Address_Street | Stationstraat | street |
| Address_City | Amsterdam | city |
| Address_PostalCode | 1000AA | zipcode |
| Address_Unit | 12 | house number |
| Address_Type | InvoiceAddress | Can have InvoiceAddress or ShippingAddress as value. |
Field-level specification of the Silvasoft product +-
| Name | Example | Note |
| Item number | [articleNumber] | If a productId is provided. Itemnumber -> productId |
| Category name | [CategoryName] | |
| CategoryCreateIfMissing | true | |
| EAN | [eannumber] | |
| New name | [Name] | max length 50 |
| New selling price | [priceExcl] | |
| StockUpdateMode | Absolute | |
| NewStockQuantity | [stock] | |
| NewVATPercentage | [VATpercentage] | |
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 Silvasoft.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 Silvasoft
If orders are missing in Silvasoft 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 Silvasoft (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/39/silvasoft.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.