1.Introduction
This is the manual for the integration between Lightspeed eCom and e-Boekhouden.
This integration ensures that orders or invoices from the Lightspeed eCom webshop are automatically processed to mutations or invoices in e-Boekhouden. 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 e-Boekhouden. This can be requested via webcare@webwinkelfacturen.nl. Additional costs will be charged for this option.
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 e-Boekhouden, 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 e-Boekhouden.
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 an e-Boekhouden mutation or invoice. By default, the integration processes to mutations. The option invoices can be requested via webcare@webwinkelfacturen.nl.
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 e-Boekhouden, 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 e-Boekhouden, 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 e-Boekhouden 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 e-Boekhouden takes place in three steps:
- The integration first checks if the debtor is already present in the accounting system. If not, the integration creates the debtor in e-Boekhouden. For a new debtor, we must provide a Code field. This becomes the debtor number in e-Boekhouden. We use the same logic here as e-Boekhouden. Matching of debtors between Lightspeed eCom and e-Boekhouden is based on email address.
- Products With the invoices option, the integration uses the SKU in the invoice lines. If this product is not present in e-Boekhouden, e-Boekhouden will reject the invoice or post it to a random product. Unfortunately, the integration cannot create new products in e-Boekhouden.
- The e-Boekhouden transaction (mutation, invoice) is created and processed.
Steps for processing payment
When processing payments, the integration retrieves the mutation from e-Boekhouden that was created based on the related sale. The integration checks if this mutation is still outstanding. If so, the integration creates the payment mutation.
When processing payments, the integration retrieves the mutation from e-Boekhouden that was created based on the related sale. The integration checks if this mutation is still outstanding. If so, the integration creates the payment mutation.
Post-check
After the order or invoice has been forwarded and a success message from e-Boekhouden has been received, the order or invoice is marked as handled. The Lightspeed eCom order appears at the Reporting tab on the dashboard.
If e-Boekhouden 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 e-Boekhouden later in the manual.
After the order or invoice has been forwarded and a success message from e-Boekhouden has been received, the order or invoice is marked as handled. The Lightspeed eCom order appears at the Reporting tab on the dashboard.
If e-Boekhouden 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 e-Boekhouden later in the manual.
3.Required: e-Boekhouden codes
Registrations from March 14, 2025
To establish the integration with e-Boekhouden, you need an API token. You can find this API token via Administration > Connections > API > e-Boekhouden API > Next. We recommend entering a clear name and an end date one year in the future. Please note that after this end date, you will need to re-establish the connection with the integration.
Registrations before March 14, 2025
To establish the integration with e-Boekhouden.nl, special codes are required. These are:
- username
- Security code 1
- Security code 2
Read more Required eBoekhouden.nl ....
Read less Required eBoekhouden.nl ....
The username is the username you use to log in. You can find the security code in the Settings. Go to Administration > Settings > Webshop Invoices. You will then see the two security codes listed. You enter these codes in the next step.
4.Installation
After installation, check using this FAQ, whether the integration works.
The integration between Lightspeed eCom and eboekhouden 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 e-Boekhouden. This authorizes the integration to write transactions to your e-Boekhouden 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.
e-Boekhouden Authentication
The red dot and the red Connect button for e-Boekhouden on the Configuration screen indicate that the connection with e-Boekhouden is not yet valid. To activate the connection, click the red Connect button. You will then see a screen containing fields for a username and two security codes. Here, you enter the username and the two security codes you determined in the previous section.
Invoice layout
For e-Boekhouden invoices, an invoice template must be provided. Unfortunately, the integration cannot retrieve the invoice templates in the e-Boekhouden administration. Therefore, the integration uses the name 'Invoice template' as default. If you want to use a different invoice template, you can enter the name of the template when clicking Edit.
For e-Boekhouden invoices, an invoice template must be provided. Unfortunately, the integration cannot retrieve the invoice templates in the e-Boekhouden administration. Therefore, the integration uses the name 'Invoice template' as default. If you want to use a different invoice template, you can enter the name of the template when clicking Edit.
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 e-Boekhouden. You can always make changes by clicking the blue 'Edit' button and selecting an option from the drop-down menus.
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.
OSS settings
If you are dealing with OSS - new regulations as of July 1, 2021 - it can be configured as follows.
If you use the NL VAT rates, the following remains applicable:
- in the column VAT Code the VAT code with the relevant percentage
- in the column revenue account a revenue account for the net revenue, the payment and shipping costs
- the VAT account column has no function in this case
If you calculate with VAT percentages of the country of delivery in the webshop, please fill in the following:
Per EU country, except NL
- in the column VAT code the VAT code VAT_OSS
- in the VAT account column, a Balance Sheet account for the VAT to be paid in the respective country
- in the column revenue account a revenue account for the net revenue, the payment and shipping costs
Only when using VAT code VAT_OSS, the entry will take place based on the configured VAT account in the Configuration. For other codes, the VAT account is determined in e-boekhouden based on the code.
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 e-Boekhouden. You can always make changes by clicking the blue 'Edit' button and selecting an option from the drop-down menus.
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.
OSS settings
If you are dealing with OSS - new regulations as of July 1, 2021 - it can be configured as follows.
If you use the NL VAT rates, the following remains applicable:
- in the column VAT Code the VAT code with the relevant percentage
- in the column revenue account a revenue account for the net revenue, the payment and shipping costs
- the VAT account column has no function in this case
If you calculate with VAT percentages of the country of delivery in the webshop, please fill in the following:
Per EU country, except NL
- in the column VAT code the VAT code VAT_OSS
- in the VAT account column, a Balance Sheet account for the VAT to be paid in the respective country
- in the column revenue account a revenue account for the net revenue, the payment and shipping costs
Only when using VAT code VAT_OSS, the entry will take place based on the configured VAT account in the Configuration. For other codes, the VAT account is determined in e-boekhouden based on the code.
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 e-Boekhouden 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 e-Boekhouden for an ICP order or invoice.
This option is only available when processing to Invoices.
You can create a link here between the payment methods in the webshop and a fixed debtor in your e-Boekhouden 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 e-Boekhouden for an ICP order or invoice.
This option is only available when processing to Invoices.
Setting up payment methods on clearing accounts
When processing payments, a suspense account of type Payment Methods is configured in e-Boekhouden. When setting up the suspense accounts, there is no option to post to fixed debtors per payment method.
When processing payments, a suspense account of type Payment Methods is configured in e-Boekhouden. When setting up the suspense accounts, there is no option 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 e-Boekhouden every day. If the order or invoice has a valid payment - a transaction with status success - this payment will also be processed to e-Boekhouden. 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 e-Boekhouden every day. If the order or invoice has a valid payment - a transaction with status success - this payment will also be processed to e-Boekhouden. 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, the debtor details and the payments. | |
| 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 e-Boekhouden | 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 e-Boekhouden | 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 e-Boekhouden | 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 e-Boekhouden | 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 e-Boekhouden | 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 e-Boekhouden | 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 e-Boekhouden
Below is the creation of new transactions in e-Boekhouden -
invoices or mutations
mutations
- detailed at field level.
Creating invoices / sales transactions
The orders or invoices from Lightspeed eCom are imported into e-Boekhouden as mutations or invoices. For each order or invoice, the VAT and ledger account are provided as configured during the installation of the integration.
When creating an OSS invoice or mutation in e-Boekhouden, for each line in the Lightspeed eCom order or invoice two lines appear in the e-Boekhouden mutation / invoice. The first line in the e-Boekhouden mutation / invoice contains the amount excl VAT and the second line the VAT amount. The first line is posted to a revenue account, the second line to a VAT account. The revenue and VAT accounts can be configured via the Configuration tab of the dashboard.
When creating invoices or mutations, descriptions and invoice numbers can be adjusted. Below are the options for creating invoices and mutations in e-Boekhouden. When creating invoices, new debtors may be added to e-Boekhouden.
Please note: When creating mutations, the integration provides a sales number. If a mutation with that number already exists, the existing mutation will be overwritten. Therefore, always ensure that sales numbers are unique, especially if you have multiple integrations feeding into a single e-Boekhouden account.
If your integration was installed after March 14, 2025, and the integration processes to Invoices, these are invoices without a corresponding mutation. We can change this to Invoices with a corresponding mutation. In that case, the invoice can no longer be modified in e-Boekhouden.
Creating new debtors
When creating a mutation or invoice in e-Boekhouden, the code of the relation in e-Boekhouden is used. The integration first checks if the debtor is already present in e-Boekhouden. If so, the integration will use the relation code of this existing e-Boekhouden debtor. If not, the integration creates the debtor in e-Boekhouden.
The integration creates a RelationCode for the new e-Boekhouden debtor. The procedure is the same as if you were to create the mutation or invoice in e-Boekhouden yourself. The method performed by the integration is:
1. Determine the company name and the name of the debtor. For the debtor's name, the first name is appended to the last name.
2. Determine whether the company name or personal name of the debtor is used as the base name. If the company name is present, this becomes the base name. Otherwise, the first plus last name.
3. Take at most the first 10 characters of the base name
4. Determine if the base name occurs more than once in e-Boekhouden. If so, it will have one or more sequence numbers. Determine the first available sequence number and append this to the base name.
Example: If the company name is empty and the name is Klaartje Pietersen, the base name becomes KlaartjePietersen. We take the first 10 characters of this. This results in KlaartjePi. If this already occurs 5 times and the highest is KlaartjePi4, the debtor code becomes KlaartjePi5.
Matching between and e-Boekhouden for debtors is based on the email address.
Please note: The integration will never modify debtors in e-Boekhouden. The email address field is used for matching debtors. For integrations started before October 28, 2023, that process to e-Boekhouden mutations, we provide the debtor data within the mutation, and e-Boekhouden determines the debtor code itself.
Creating payment transactions
Payments from Lightspeed eCom are imported into e-Boekhouden as mutations. For each payment, the financial account is provided as configured in the integration settings. If you want to change this account, you can easily do so via the Configuration tab of the dashboard.
To process a payment, the integration attempts to find the corresponding item in e-Boekhouden.
Since the sale has also been processed under the same key, the integration will attempt to find the mutation for the processed sale.
Processing without outstanding item
It is possible to process payments for which there is no outstanding item to e-Boekhouden. To do this, we need to adjust a contract setting. It is certainly not the best method, so we advise using this sparingly or not at all. Please note: There are two things to keep in mind when processing payments to e-Boekhouden:
- There is a technical limit to the number of outstanding items the integration can retrieve. We cannot say exactly where that limit lies, but a few hundred outstanding items is very many.
- e-Boekhouden has its own reconciliation option. This means that if payments come in through the bank book, for example, and the debtor and order number match, e-Boekhouden automatically matches that payment to the sales mutation. e-Boekhouden does not take the outstanding amount into account because there may also be partial payments. Always ensure that the order numbers of the mutations are unique.
Specification field level creating e-Boekhouden
Field-level specification of the e-Boekhouden invoice. +-
| Name | Example | Note |
| Invoice number | 3908 | This is optional; we recommend letting e-Boekhouden determine the invoice numbers itself. Then they are guaranteed to be unique and sequential. If you still want to provide the invoice number, the Lightspeed eCom order number (default) or invoice number can be used for this. |
| Relation code | 2023031416200123 | The RelationCode of the debtor in e-Boekhouden. It is possible that the debtor was added to e-Boekhouden by the integration in a previous step. |
| Date | 2023-01-11 | Order date |
| Payment term | 14 | A default payment term can be set for invoices |
| Accounting mutation description | ORD145 - mollie | Order number - payment method (if present) |
| DirectDebit | false | Cannot be adjusted |
| Invoice template | Invoice template | The name of the invoice profile, default Invoice template. If you cannot set the invoice profile in the Configuration tab, you can provide the name to us, and we will set it. |
| Products | The article codes of the products in e-Boekhouden. It is possible that the integration created products in e-Boekhouden for this in a previous step. | |
| PostInAccounting | true | Cannot be adjusted |
| Lines | ||
| Amount | 1 | |
| Code | 6940478067395 | Product code in e-Boekhouden |
| Description | 2-week extension | The description in the line |
| PricePerUnit | 8.22 | Unit price excl. VAT |
| VATCode | HIGH_SALES_21 | As configured via the dashboard |
| OffsetAccountCode | 8000 | As configured via the dashboard |
| CostCenterID | 0 | This is never provided |
Specification at field level e-Boekhouden mutation. +-
| Name | Example | Note |
| TYPE | 2 | Invoice payment received, this cannot be adjusted. |
| ACCOUNT | 1300 |
Usually 1300, but can be adjusted on request. Account configured for the payment method - this is a financial account in e-Boekhouden. |
| DESCRIPTION | ORD235 | Payment payment method - sales number in payment. |
| INVOICE | ORD235 | sales number in payment |
| PAYMENT REFERENCE | ORD235 | order number (default) or invoice number |
| DATE | 01-01-2023 | |
| INEX | EX | |
| RelationCode | Debtor from the Open Items list at the sales mutation | |
| Lines | ||
| AMOUNTEXCL | 99.09 | Amount ex VAT |
| AMOUNTINCL | 119.90 | Amount incl. VAT |
| VATAMOUNT | 20.81 | VAT amount |
| VATPERC | HIGH_SALES_21 | As set on the dashboard |
| OFFSET ACCOUNT | 8000 | As set on the dashboard |
Specification at field level e-Boekhouden payment mutation +-
| Name | Example | Note |
| MutationNo | Empty | e-Boekhouden determines this number automatically. This cannot be adjusted. |
| Type | InvoicePaymentReceived | This cannot be adjusted. |
| Relation code | Relation debtor in e-Boekhouden | |
| Date | 2023-10-02 | Sales date |
| Description | iDEAL - 123 - trx_qwer | Payment method - mutation number - transaction_id |
| Invoice number | 90282 | Invoice number |
| Entry document | tr_qwer | transaction ID payment |
| Payment term | 14 | Not editable |
| InExVAT | IN | Not editable |
| Line |
|
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 e-Boekhouden.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 e-Boekhouden
If orders or invoices are missing in e-Boekhouden 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 e-Boekhouden (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/15/e_boekhouden.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.