1.Introduction
This is the manual for the integration between Lightspeed eCom and Asperion.
This integration ensures that orders or invoices from the Lightspeed eCom webshop are automatically processed to invoices or sales entries in Asperion. Because the orders or invoices enter the merchant's accounting system directly, it saves time on financial administration. It is possible to process paid orders from the webshop or invoices. It is also possible to process payments for the Lightspeed eCom orders or invoices to Asperion. Processing payments can be requested via webcare@webwinkelfacturen.nl. Additional costs may be charged.
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 Asperion, 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 Lightspeed eCom and in the FAQ for Asperion.
Install integration
You install this integration from the Lightspeed eCom App Store. If you select the Accounting category, our apps will appear automatically. You can recognize us as a supplier by the blue area and the white gear icon at the top right. If you click on the App, you will see a description and the Install button. Upon activation, you will be automatically guided through the configuration screens.
The installation is complete when both connection dots are green, and the settings in the Configuration tab have been entered and saved.
Important: Once the integration is installed, always log in to the dashboard via https://uwkoppeling.webwinkelfacturen.nl, and not from the app store.
The trial period for the integration is 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.
You install this integration from the Lightspeed eCom App Store. If you select the Accounting category, our apps will appear automatically. You can recognize us as a supplier by the blue area and the white gear icon at the top right. If you click on the App, you will see a description and the Install button. Upon activation, you will be automatically guided through the configuration screens.
The installation is complete when both connection dots are green, and the settings in the Configuration tab have been entered and saved.
Important: Once the integration is installed, always log in to the dashboard via https://uwkoppeling.webwinkelfacturen.nl, and not from the app store.
The trial period for the integration is 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 simply 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 simply 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 or invoice from the Lightspeed eCom webshop is processed to a Asperion invoice or sales entry.
The integration works with webhooks from the Lightspeed eCom webshop. Processing can be done in two ways, namely based on paid orders or invoices. The advantage of the option paid orders is that orders that are not paid do not enter the accounting system. With this option, however, credit notes are not included. With the option invoices all invoices are processed to Asperion, so both debit and credit invoices. You can set the preference for paid orders or invoices via the Configuration tab of the dashboard.
Read more How the integration works .... Read less How the integration works ....
The integration works with webhooks from the Lightspeed eCom webshop. Processing can be done in two ways, namely based on paid orders or invoices. The advantage of the option paid orders is that orders that are not paid do not enter the accounting system. With this option, however, credit notes are not included. With the option invoices all invoices are processed to Asperion, so both debit and credit invoices. You can set the preference for paid orders or invoices via the Configuration tab of the dashboard.
Read more How the integration works .... Read less How the integration works ....
Pre-check orders or invoices
At the start of processing an order, we perform a number of checks on the Lightspeed eCom order or invoice:
At the start of processing an order, we perform a number of checks on the Lightspeed eCom order or invoice:
- It is checked whether the total of the Lightspeed eCom order / invoice is equal to the sum of the amounts in the order / invoice lines plus the shipping costs amount.
- If the order / invoice is an ICP sale, the VAT number is checked.
- It is checked whether a corresponding VAT code exists in Asperion for the VAT in each line.
- It is checked whether the order or invoice has not already been processed.
Pre-check payments
A payment for an order is only added if the order has been paid. For invoices, the payment is always processed, regardless of the status. A payment is only processed after the associated order / invoice has been processed first.
A payment for an order is only added if the order has been paid. For invoices, the payment is always processed, regardless of the status. A payment is only processed after the associated order / invoice has been processed first.
Processing orders or invoices
Processing a Lightspeed eCom order or invoice to Asperion takes place in three steps:
- It is checked if the customer already exists in Asperion. If not, the customer is created. Matching is based on the email address.
- When processing to Asperion invoices incl. products, it is checked whether the products from the Lightspeed eCom order or invoice are already present in Asperion. Missing products are added to Asperion.
- The Asperion invoice or sales entry is created and added.
Processing payment
Because the integration created the Asperion invoice for the Lightspeed eCom sale, the Asperion invoice is known. The payment entry is created for this invoice and processed to Asperion. Note: The invoice in Asperion must be processed. The payment entry cannot be processed if the invoice still has a draft status.
Because the integration created the Asperion invoice for the Lightspeed eCom sale, the Asperion invoice is known. The payment entry is created for this invoice and processed to Asperion. Note: The invoice in Asperion must be processed. The payment entry cannot be processed if the invoice still has a draft status.
Post-check
After the order or invoice has been forwarded and a success message from Asperion has been received, the order or invoice is marked as handled. The Lightspeed eCom order appears at the Reporting tab on the dashboard.
If Asperion returns an error while processing the order or invoice, the order or invoice 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 or invoice 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 or invoices can be processed again with the blue Process button.
When forwarding the payment, the payment is also registered so that it cannot be processed again. Payments can also be reviewed via the dashboard.
Data
Information about the data that is processed can be found in the section Day-to-day: To Asperion later in the manual.
After the order or invoice has been forwarded and a success message from Asperion has been received, the order or invoice is marked as handled. The Lightspeed eCom order appears at the Reporting tab on the dashboard.
If Asperion returns an error while processing the order or invoice, the order or invoice 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 or invoice 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 or invoices can be processed again with the blue Process button.
When forwarding the payment, the payment is also registered so that it cannot be processed again. Payments can also be reviewed via the dashboard.
Data
Information about the data that is processed can be found in the section Day-to-day: To Asperion later in the manual.
3.Required: Asperion connection
The connection to Asperion is established via OAuth. You can easily set up this connection via the Configuration tab on the dashboard https://uwkoppeling.webwinkelfacturen.nl. An image of this is included in the following section.
Read more Required Asperion.nl ....
Read less Required Asperion.nl ....
If you wish to switch to Asperion invoices including products, the integration will add a product if it does not yet exist. The integration will use the revenue accounts configured via the dashboard https://uwkoppeling.webwinkelfacturen.nl as far as possible, but it may happen that the revenue account cannot be determined.
In that situation, the integration will use a default Sales Type SHOPORDER. Ensure that this Sales Type is available in your Asperion account. The image below shows how to add the SHOPORDER Sales Type.
4.Installation
After installation, check using this FAQ, whether the integration works.
The integration between Lightspeed eCom and asperion is installed via the Lightspeed App Store. First, the connection with your webshop is established and you authorize the integration to read data from your webshop.
Read more Installation .... Read less Installation ....
Two more steps need to be completed:
1. Establishing the connection with Asperion. This authorizes the integration to write transactions to your Asperion administration and to read information.
2. The configuration itself.
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.
Authentication Asperion
The authentication with Asperion runs via OAuth. Make sure you are logged out of Asperion before starting the connection. You now click on the red Connect button. A login screen for your Asperion 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 Asperion is established.
If you want to re-establish the connection at a later time—for example, because you want to connect via a different Asperion user—you can always do so by clicking the Connect button.
Settings Asperion
To use Asperion, select an administration within your account.
You can also set a payment condition for new debtors. One payment condition is possible per integration, and setting a payment condition is mandatory.
To use Asperion, select an administration within your account.
You can also set a payment condition for new debtors. One payment condition is possible per integration, and setting a payment condition is mandatory.
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 Asperion. You can always make changes by clicking the blue 'Edit' button and selecting an option from the drop-down menus.
By default, the integration shows a fixed list of VAT rates per EU country. You can configure this fixed list. If you provide OSS, you can easily adjust the list with the correct VAT percentage per country. If you prefer to use the VAT rates from your webshop, you can adjust this in the contract settings. 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 Asperion. You can always make changes by clicking the blue 'Edit' button and selecting an option from the drop-down menus.
By default, the integration shows a fixed list of VAT rates per EU country. You can configure this fixed list. If you provide OSS, you can easily adjust the list with the correct VAT percentage per country. If you prefer to use the VAT rates from your webshop, you can adjust this in the contract settings. 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 Asperion administration. Orders or invoices 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 or invoices. For an ICP order or invoice, a valid VAT number must be transmitted. Therefore, a debtor will always be created in Asperion for an ICP order or invoice.
You can create a link here between the payment methods in the webshop and a fixed debtor in your Asperion administration. Orders or invoices 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 or invoices. For an ICP order or invoice, a valid VAT number must be transmitted. Therefore, a debtor will always be created in Asperion for an ICP order or invoice.
Setting up payment methods on clearing accounts
When processing payments, a clearing account of type Payment methods is set in Asperion. When setting up the clearing accounts, there is no (longer a) possibility to post to fixed debtors per payment method.
When processing payments, a clearing account of type Payment methods is set in Asperion. When setting up the clearing accounts, there is no (longer a) possibility to post to fixed debtors per payment method.
5.Day-to-day: From Lightspeed
Processing schedule: This integration is a real-time integration. It is possible to process either the paid orders or the invoices from your Lightspeed eCom. Paid orders are processed as soon as the order in the webshop is set to paid. Invoices are processed as soon as they are created.
Credit invoices: When choosing invoices, the integration will also process the credit invoices. When processing paid orders, credit invoices are not included.
Payments (if activated)
When processing payments, the integration checks the Lightspeed eCom orders or invoices that have been successfully processed to Asperion every day. If the order or invoice has a valid payment - a transaction with status success - this payment will also be processed to Asperion. Checking payments on Lightspeed eCom orders or invoices is not performed in real-time, but six times a day.
VAT numbers: For business orders within the EU, outside the Netherlands, a VAT number is mandatory. The integration performs a check on the validity of VAT numbers.
Field-level specification orders
Payments (if activated)
When processing payments, the integration checks the Lightspeed eCom orders or invoices that have been successfully processed to Asperion every day. If the order or invoice has a valid payment - a transaction with status success - this payment will also be processed to Asperion. Checking payments on Lightspeed eCom orders or invoices is not performed in real-time, but six times a day.
VAT numbers: For business orders within the EU, outside the Netherlands, a VAT number is mandatory. The integration performs a check on the validity of VAT numbers.
Field-level specification orders
Specification Lightspeed eCom order. +-
| Below is an elaboration at field level when retrieving orders. The general values in the order and the order rules are discussed, the shipping costs and the debtor details. | |
| Name field | Values from Lightspeed eCom order |
| Order-identifier | [id] |
| Order number | [ordernumber_full] |
| Affiliate number | This must be requested separately by the merchant. The field [comment] is used for this. |
| Customer number | [customer][resource][id], this is not used |
| Order and booking date | [createdAt] |
| ICP indication |
An order is an ICP order if:
|
| International indication |
An order is an international order if:
|
| Order status | [status] |
| Payment status | [paymentStatus] |
| Payment method | [paymentTitle] |
| Paymentmethod-id | [paymentId] |
| Total amounts excl VAT | [priceExcl] |
| Total amounts incl VAT | [priceIncl] |
| Total VAT | Total incl - Total excl |
| Total discounts incl or excl VAT | The amounts in the order can be incl. or excl. VAT. This is determined by the field [order_row_taxes_included] |
| Total discounts | 0 |
Specification Lightspeed eCom order lines. +-
| Name field | Values from Lightspeed eCom order |
| VAT percentage | [taxRate] * 100 |
| Name product | The name of the product is determined as follows
|
| SKU | [sku] |
| Ean | [ean] |
| Productcode | [articleCode] |
| Amount | [quantityOrdered] |
| Discount excl / incl VAT | [discountExcl] / [discountIncl] |
| Line amounts incl or excl VAT without discount | [basePriceExcl] / [basePriceIncl] * quantity |
| Line amounts incl or excl VAT with discount | [priceExcl] / [priceIncl] |
| Unit amounts incl or excl VAT without discount | [basePriceExcl] / [basePriceIncl] |
| Unit amounts incl or excl VAT with discount | [priceExcl] / [priceIncl] divide by the quantity |
| Accounts and VAT codes from Asperion | These are determined based on the settings in the integration, the delivery country of the order and the VAT percentages. The type for order lines is turnover / revenue. |
Specification Lightspeed eCom shipping costs. +-
| Name field | Values from Lightspeed eCom order |
| Name | Shipping costs [shipmentTitle] |
| VAT percentage | [shopmentTaxRate] * 100 |
| Shipping costs incl or excl VAT without discount | [shipmentBasePriceExcl] / [shipmentBasePriceIncl] |
| Discount Shipping costs incl or excl VAT | [shipmentDiscountExcl] / [shipmentDiscountIncl] |
| Shipping costs incl or excl VAT with discount | [shipmentBasePriceExcl] / [shipmentBasePriceIncl] minus [shipmentDiscountExcl] / [shipmentDiscountIncl] |
| Accounts and VAT codes from Asperion | These are determined based on the settings in the integration, the delivery country of the order and the VAT percentages. The type for shipping costs is shipping / shipping costs. |
Specification Lightspeed eCom payment costs. +-
| Name field | Values from Lightspeed eCom order |
| Name | Payment costs [paymentTitle] |
| VAT percentage | [paymentTaxRate] |
| Payment costs incl and excl VAT | [paymentBasePriceExcl] / [paymentBasePriceIncl] |
| Accounts and VAT codes from Asperion | These are determined based on the settings in the integration, the delivery country of the order and the VAT percentages. The type for payment costs is payment / payment costs. |
Specification Lightspeed eCom payments +-
Is only filled in for paid orders. Finding the payments is done based on the Embedded array with the order. This embedded array is located in [events][resource][embedded]. This embedded array has so-called [events] and the integration searches for the payment event with the order. This event is characterized by:
|
|
| Name field | Values from Lightspeed eCom order |
| Payment-identifier | [id] |
| Payment method identifier | [paymentId] |
| Payment method | [paymentTitle] |
| Payment date | [createdAt] where the T is replaced by a space |
| Order id | [id] |
| Order number | [number] |
| Amount | [priceIncl], note from the associated invoice with the order if there is one, and otherwise from the order itself |
| Status | paid |
| Transaction-id | [comment] |
Specification Lightspeed eCom customer details +-
| Name field | Values from Lightspeed eCom order |
| First name | [first_name] |
| Last name | [last_name] |
| Company name | [companyName] |
| Phone number | [phone] |
| Chamber of Commerce number | [companyCoCnumber], a clean-up action takes place here |
| Address line 1 | [addressBillingStreet] [addressBillingNumber] [addressBillingExtension] |
| Address line 2 | [addressBillingStreet2] |
| Zip code | [addressBillingZipcode] |
| City | [addressBillingCity] |
| Country | [addressBillingCountry][code], and the name is determined based on that code |
| Iso country | [addressBillingCountry][code] |
| Shipping address | Same as for the billing address, but now with [addressShipping] instead of [addressBilling] |
| VAT number | [companyVatNumber] - this is checked for correctness |
| Emailaddress | [email] |
Field-level specification invoices
Specification Lightspeed eCom invoices. +-
| Below is a specification at field level for retrieving invoices. The debtors from the invoice are read in the same way as for orders. The fields are listed above. | |
| Name field | Values from Lightspeed eCom invoice |
| Invoice-identifier | [id] |
| Invoice number | [number] |
| Order-identifier | [id] of the order associated with the invoice |
| Affiliate number | This must be requested separately by the merchant. The field [comment] is used for this. |
| Invoice date | [createdAt] |
| ICP indication |
An order is an ICP order if:
|
| International indication |
An order is an international order if:
|
| Payment status | [paymentStatus] |
| Payment method | [paymentTitle] |
| Paymentmethod-id | [paymethodId] |
| Total amounts incl or excl VAT | [priceIncl] and [priceExcl] |
| Total VAT | [priceIncl] - [priceExcl] |
Specification Lightspeed eCom debtor+-
| Similar to retrieving customer data from the order, see above. |
Specification Lightspeed eCom invoice lines. +-
| The invoice lines in the Lightspeed invoice have a type. The lines with type equal to product or custom are designated as invoice lines. These invoice lines are processed one by one. | |
| Name field | Values from the Lightspeed eCom invoice line |
| VAT percentage | [taxRate] * 100 |
| Name product | The name of the product is determined as follows
|
| SKU | [sku] |
| Ean | [ean] |
| Productcode | [articleCode] |
| Amount | [quantity] |
| Discount excl / incl VAT | [discountExcl] / [discountIncl] |
| Line amounts incl or excl VAT without discount | [basePiceExcl] / [basePriceIncl] * [quantity] |
| Line amounts incl or excl VAT with discount | [priceExcl] / [priceIncl] |
| Unit amounts incl or excl VAT without discount | [basePriceExcl] / [basePriceIncl] |
| Unit amounts incl or excl VAT with discount | [priceExcl] / [priceIncl] divide by [quantity] |
| Accounts and VAT codes from Asperion | These are determined based on the settings in the integration, the delivery country of the invoice and the VAT percentages. The type for invoice lines is turnover / revenue. |
Specification Lightspeed eCom shipping costs. +-
| The invoice lines in the Lightspeed invoice have a type. The lines with type equal to shipment. The integration expects a maximum of 1 shipping line. | |
| Name field | Values from the Lightspeed eCom shipping line |
| VAT percentage | [taxRate] * 100. If the VAT percentage is 0, it is checked whether the VAT percentage can be determined from [basePriceIncl] and [basePriceExcl] |
| Name | Shipping costs [variant] |
| Amount | 1 |
| Discount excl / incl VAT | [discountExcl] / [discountIncl] |
| Line amounts incl or excl VAT without discount | [basePiceExcl] / [basePriceIncl] |
| Line amounts incl or excl VAT with discount | [priceExcl] / [priceIncl] |
| Unit amounts incl or excl VAT without discount | [basePriceExcl] / [basePriceIncl] |
| Unit amounts incl or excl VAT with discount | [priceExcl] / [priceIncl] |
| Accounts and VAT codes from Asperion | These are determined based on the settings in the integration, the delivery country of the invoice and the VAT percentages. The type for shipping lines is shipment / shipping costs. |
Specification Lightspeed eCom payment costs +-
| The invoice lines in the Lightspeed invoice have a type. The lines with type equal to payment. The integration expects a maximum of 1 payment line. | |
| Name field | Values from the Lightspeed eCom payment line |
| VAT percentage | [taxRate] * 100. If the VAT percentage is 0, it is checked whether the VAT percentage can be determined from [basePriceIncl] and [basePriceExcl] |
| Name | Payment costs [variant] |
| Amount | 1 |
| Discount excl / incl VAT | [discountExcl] / [discountIncl] |
| Line amounts incl or excl VAT without discount | [basePiceExcl] / [basePriceIncl] |
| Line amounts incl or excl VAT with discount | [priceExcl] / [priceIncl] |
| Unit amounts incl or excl VAT without discount | [basePriceExcl] / [basePriceIncl] |
| Unit amounts incl or excl VAT with discount | [priceExcl] / [priceIncl] |
| Accounts and VAT codes from Asperion | These are determined based on the settings in the integration, the delivery country of the invoice and the VAT percentages. The type for payment lines is payment / payment costs. |
Specification Lightspeed eCom payments +-
|
Payment fields - on request Similar to retrieving the payments from the order, see above. |
6.Day-to-day: To Asperion
Create transactions
For orders or invoices in Lightspeed eCom, sales entries or invoices can be created in Asperion. Invoices are the default. If you prefer to process to sales entries, you can configure this on the dashboard, Configuration tab. When processing to invoices in Asperion, the integration posts to the products in Asperion. This does not happen when processing to sales entries.
The invoices in Asperion are always created with draft status. Unfortunately, it is not possible to set the invoices in Asperion to paid.
Field level specification creating Asperion invoice / sales transaction
For orders or invoices in Lightspeed eCom, sales entries or invoices can be created in Asperion. Invoices are the default. If you prefer to process to sales entries, you can configure this on the dashboard, Configuration tab. When processing to invoices in Asperion, the integration posts to the products in Asperion. This does not happen when processing to sales entries.
The invoices in Asperion are always created with draft status. Unfortunately, it is not possible to set the invoices in Asperion to paid.
Create payments
For orders or invoices in Lightspeed eCom, payment transactions are created in Asperion. The payment transaction consists of two lines, one line for the payment and one for the associated invoice. To create a payment transaction, the corresponding invoice must therefore already be in Asperion.
Create debtors
When processing customer information, it is first checked whether the customer has been processed before. If so, this Asperion debtor is used as the debtor for the Asperion invoice or sales entry. If the customer is not yet known, they are added to Asperion.
Matching is based on email address. Please note: The integration only creates debtors. The integration does not modify debtors.
Create products
This only applies when processing to Asperion invoices. When creating a new product, the integration will, where possible, use the revenue account configured in the dashboard. If the revenue account cannot be determined, products will be assigned a default sales type SHOPORDER. Therefore, ensure this sales type is present in your Asperion account.
Please note: The integration only creates products. The integration does not modify products.
When processing to Asperion invoices, products in the sales lines will be looked up in Asperion. When posting to Asperion invoices, the SKU of the Asperion product will be included in the lines of the Asperion invoice. No separate revenue account is provided in the Asperion invoice lines, as that revenue account is already associated with the product in Asperion. This means that if a product is not yet present in Asperion, the integration will create this product using a revenue account from the settings.
The rules for matching products between Lightspeed eCom and Asperion can be found in this FAQ read here.
Automatically sending invoices
The integration creates the invoice in Asperion with the status draft. The invoice must first be processed in Asperion. Only then can the invoice be sent to the customer. Therefore, the integration cannot ensure that sending happens automatically.
The integration creates the invoice in Asperion with the status draft. The invoice must first be processed in Asperion. Only then can the invoice be sent to the customer. Therefore, the integration cannot ensure that sending happens automatically.
Field level specification creating Asperion invoice / sales transaction
Invoice or sales transaction elaboration +-
| Below is an specification at field level for the creation of an invoice or sales transaction. | |
| Name field | Values from Lightspeed eCom order |
| Date | orderdate |
| Customer number | [debtorcode] from Asperion |
| Subject / Reference | This field is composed of the order number and/or (credit) invoice number
|
| Company - invoice | Company name in the invoice address |
| For the attention of - invoice | First name Last name in the invoice address |
| Address - invoice | Invoice address house number in the invoice address |
| Postcode - invoice | Postcode in the invoice address, max length 10 |
| City - invoice | City in the invoice address |
| Country code - invoice | Country code in the invoice address |
| Company - shipping | Company name in the shipping address |
| For the attention of - shipping | Shipping first name shipping last name in the shipping address |
| Address - shipping | Shipping address house number in the shipping address |
| Postcode - shipping | Postcode in the shipping address, max length 10 |
| City - shipping | City in the shipping address |
| Country code - shipping | Country code in shipping address |
| Payment condition | Payment term |
| Payment method |
|
| lines |
|
Invoice lines specification products, shipping and payment costs and surcharges +-
| Separate lines are created for the various components of the order. For an order with five individual products and shipping costs, there will be (5 + 1 =) six lines in the Asperion invoice. If the order has five individual products and two surcharges, the Asperion invoice will have (5 + 2 =) seven lines. | |
| Name field | Value |
| Entry type | Is calculated as follows:
|
| SKU | If the product is in Asperion, the SKU of the product is used. Thus, it is only added for entry type A. |
| Description | name or description from the line |
| Amount | quantity |
| Unit price | The unit price is determined as follows
|
| VAT-code | Based on the VAT and ledger settings in the dashboard |
| Revenue account | Based on the VAT and ledger settings in the dashboard. Only added if the booking type is G. |
Invoice lines specification discount +-
| This concerns discounts on the entire order that have been allocated proportionally to the VAT percentages on the lines. | |
| Name field | Value |
| Entry type | G, this is a discount line |
| SKU | If the product is in Asperion, the SKU of the product is used. Only added for booking type A. |
| Description | name or description from the line |
| Amount | Quantity |
| Unit price | The unit price is determined as follows
|
| VAT-code | Based on the VAT and ledger settings in the dashboard |
| Revenue account | Based on the VAT and ledger settings in the dashboard. Only added if the booking type is G. |
Payment specification +-
| Below is a specification at field level for the creation of a payment. | ||
| Name field | Value | Remark |
| Date | 2023-08-01 | Current date |
| Journal | 40 | Memo journal |
| Description | Payment identifier - invoice number | Number of the Asperion invoice |
| Transaction lines | ||
| Payment information line |
|
The VAT amount is 0 |
| Line Asperion invoice |
|
|
Field level specification customer +-
| Name field | Values from Lightspeed eCom order | |
| Name | firstname lastname, max length 50 | |
| Phone number | phone no, max length 15 | |
| City | city | |
| Address | address housenumber | |
| Zip code | zipcode, max length 10 | |
| Country code | isocountry | |
| VAT number | VAT number | |
| Emailaddress | ||
| Payment condition | paymentcondition |
Field level specification product +-
| Name field | Values from Lightspeed eCom order |
| SKU | articlekey following the logic SKU, EAN, article code |
| Description | description, max length 100 |
| Keep track of article stock | true, cannot be adjusted |
| Fixed selling price | 0, cannot be adjusted |
| General ledger account | revenue account |
| Date added | Current date Y-m-d |
| Date modified | Current date Y-m-d |
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 or invoices from your Lightspeed eCom webshop, and when, have been transferred to Asperion.At Dashboard >> Errors you can see which orders or invoices have not been processed. Via the blue Process button you can (re)submit the order or invoice. Via the red Report problem button you can create a ticket with us.
At Dashboard >> Open the orders or invoices 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 or invoice.
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 or invoices are missing in Asperion
If orders or invoices are missing in Asperion 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 or invoice is there. You may need to adjust the search period if the
order or invoice is from a previous month. If you find order or invoice 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 or invoice.
- 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 or invoice is listed there. If so, you'll often see an identifier for Asperion (in the purple section of the overview) that you can use to search for order or invoice.
- Go to the Open tab and check if order or invoice 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 or invoices 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/22/lightspeed-ecom.html and https://faq.webwinkelfacturen.nl/category/13/asperion.html.
Would you prefer us to perform the installation of the integration for you? That is possible. Send an email to webcare@webwinkelfacturen.nl with the request. We charge €39.50 excl. VAT for an installation. For installations we require access to the webshop and the accounting system.
We can perform migrations for orders or invoices 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 or invoices.