1.Introduction
This is the manual for the integration between Lightspeed eCom and Exact Online.
This integration ensures that orders or invoices from the Lightspeed eCom webshop are automatically processed to orders, invoices or sales bookings in Exact Online. 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 Exact Online. 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 Exact Online, 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 Exact Online.
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 Exact Online invoice, order or sales booking. The desired option can be configured via the Configuration tab of the dashboard. There is even the possibility to have direct sales invoices created in Exact Online. This option cannot be configured via the dashboard - it causes too much confusion - but you can request it from us.
Please note: The integration always creates the invoice, order or sales booking with status Draft. This is because deleting or adjusting is otherwise very difficult in Exact Online.
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 Exact Online, 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 ....
Please note: The integration always creates the invoice, order or sales booking with status Draft. This is because deleting or adjusting is otherwise very difficult in Exact Online.
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 Exact Online, 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 Exact Online 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 Exact Online takes place in three steps:
- It is checked if the customer already exists in Exact Online. If not, the customer is created. Matching is based on the email address.
- When processing to Exact Online orders or invoices, a check is performed to see if the products from the Lightspeed eCom order or invoice are already present in Exact Online. Missing products are created.
- The Exact Online invoice, order or sales booking is created and added.
Process payments
A payment is processed to Exact Online by looking up the corresponding (draft) entry in Exact Online and adding the payment to this entry. If the corresponding entry cannot be found, the payment appears on the Errors tab on the dashboard. After processing the payment, the integration will attempt to reconcile the payment against a sales entry in Exact Online.
A payment is processed to Exact Online by looking up the corresponding (draft) entry in Exact Online and adding the payment to this entry. If the corresponding entry cannot be found, the payment appears on the Errors tab on the dashboard. After processing the payment, the integration will attempt to reconcile the payment against a sales entry in Exact Online.
Post-check
After the order or invoice has been forwarded and a success message from Exact Online has been received, the order or invoice is marked as handled. The Lightspeed eCom order appears at the Reporting tab on the dashboard.
If Exact Online 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. Both payments and reconciliation actions can be reviewed via the dashboard.
Data
Information about the data that is processed can be found in the section Day-to-day: To Exact Online later in the manual.
After the order or invoice has been forwarded and a success message from Exact Online has been received, the order or invoice is marked as handled. The Lightspeed eCom order appears at the Reporting tab on the dashboard.
If Exact Online 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. Both payments and reconciliation actions can be reviewed via the dashboard.
Data
Information about the data that is processed can be found in the section Day-to-day: To Exact Online later in the manual.
3.Preparation Exact Online
To integrate with Exact Online, a dedicated username and password are required to log in. The integration must be established using this username and password. A separate username is required for each connection. Therefore, if you have two or more integrations with Exact Online running with us, you will need two or more Exact Online usernames. See this faq more information.
Using an accountancy username/password grants the integration access to all records under the accountant's responsibility. This is highly undesirable from a security standpoint and violates GDPR regulations. See this faq for more information.
4.Installation
After installation, check using this FAQ, whether the integration works.
The integration between Lightspeed eCom and exactonline 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 Exact Online. This authorizes the integration to write transactions to your Exact Online 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.
Exact Online Authentication
Authentication with Exact Online is via OAuth. Ensure you are logged out of Exact Online before starting the connection. Now click the red Connect button. A login screen for your Exact Online account will appear automatically. Once you log in, you will see a screen asking if you allow the connection. Upon confirmation, the connection with Exact Online will be established.
Authentication with Exact Online is via OAuth. Ensure you are logged out of Exact Online before starting the connection. Now click the red Connect button. A login screen for your Exact Online account will appear automatically. Once you log in, you will see a screen asking if you allow the connection. Upon confirmation, the connection with Exact Online will be established.
If you wish to re-establish the connection at a later time - for example, because you want to connect via a different Exact Online user - you can always do so by clicking the Connect button.
Extra settings Exact Online
Orders or invoices from Lightspeed eCom can be processed to Exact Online orders, invoices or sales entries. The desired option can be selected via the contract settings.
Exact Online Division code
It is important that after establishing the connection with Exact Online, you first set the division code of your Exact Online administration. As long as the division code is unknown, data from your Exact Online administration—such as VAT codes, ledger accounts, journals, and payment conditions, which depend on this division code—cannot be retrieved. After setting the division code, it may be useful to retrieve the data from Exact Online again. You can do this via the two arrows next to the copy button.
Exact Online Journal
A journal must be set for the entries. A sales journal must be set here for creating sales entries. For Dutch administrations, this is usually journal 70 and for Belgian administrations 700. A cash journal must be set for the revenue entries. For Dutch administrations, this is usually journal 10.
Payment condition Exact Online
When creating new debtors, the integration will set a payment condition. The payment condition that the integration adds to new debtors can be selected via the dropdown. This payment condition is not added if it concerns an existing debtor.
Orders or invoices from Lightspeed eCom can be processed to Exact Online orders, invoices or sales entries. The desired option can be selected via the contract settings.
Exact Online Division code
It is important that after establishing the connection with Exact Online, you first set the division code of your Exact Online administration. As long as the division code is unknown, data from your Exact Online administration—such as VAT codes, ledger accounts, journals, and payment conditions, which depend on this division code—cannot be retrieved. After setting the division code, it may be useful to retrieve the data from Exact Online again. You can do this via the two arrows next to the copy button.
Exact Online Journal
A journal must be set for the entries. A sales journal must be set here for creating sales entries. For Dutch administrations, this is usually journal 70 and for Belgian administrations 700. A cash journal must be set for the revenue entries. For Dutch administrations, this is usually journal 10.
Payment condition Exact Online
When creating new debtors, the integration will set a payment condition. The payment condition that the integration adds to new debtors can be selected via the dropdown. This payment condition is not added if it concerns an existing debtor.
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 Exact Online. 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.
The Exact Online VAT codes are shown depending on the contract settings. If Exact Online excl is selected, only the Exact Online VAT codes excl will be shown. If Exact Online incl is selected, only the Exact Online VAT codes incl will be shown. Only the Profit and Loss ledger accounts on the credit side are shown.
Once the VAT settings have been configured and saved, you will always see the set VAT rates. If you want to start over, you can use the grey button 'Remove VAT settings'. Your current settings will then be deleted.
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 Exact Online. 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.
The Exact Online VAT codes are shown depending on the contract settings. If Exact Online excl is selected, only the Exact Online VAT codes excl will be shown. If Exact Online incl is selected, only the Exact Online VAT codes incl will be shown. Only the Profit and Loss ledger accounts on the credit side are shown.
Once the VAT settings have been configured and saved, you will always see the set VAT rates. If you want to start over, you can use the grey button 'Remove VAT settings'. Your current settings will then be deleted.
Configure payment methods
You can create a link here between the payment methods in the webshop and a fixed debtor in your Exact Online 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 Exact Online for an ICP order or invoice.
Please note: The list of debtors only includes the Exact Online debtors whose name contains a specific substring. See this FAQ for more information.
You can create a link here between the payment methods in the webshop and a fixed debtor in your Exact Online 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 Exact Online for an ICP order or invoice.
Please note: The list of debtors only includes the Exact Online debtors whose name contains a specific substring. See this FAQ for more information.
Setting up payment methods on clearing accounts
When processing payments, a clearing account of type Payment methods is set in Exact Online. 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 Exact Online. 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 Exact Online every day. If the order or invoice has a valid payment - a transaction with status success - this payment will also be processed to Exact Online. 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 Exact Online every day. If the order or invoice has a valid payment - a transaction with status success - this payment will also be processed to Exact Online. 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 Exact Online | 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 Exact Online | 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 Exact Online | 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 Exact Online | 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 Exact Online | 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 Exact Online | 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 Exact Online
Below, the creation of new transactions in Exact Online - orders, invoices, sales entries - is detailed at field level. The orders, invoices, and sales entries will always have the status Draft. When creating orders or invoices, new products may be created. When creating orders, invoices, or sales entries, new debtors may be created. The creation of debtors and products is also detailed at field level.
For processing payments, both the creation of the payment and the reconciliation of the payment are described.
For processing payments, both the creation of the payment and the reconciliation of the payment are described.
Create transactions
When creating sales entries (SalesEntries) in Exact Online, the order number is processed and new debtors are created if they are not yet in Exact Online.
When creating invoices (SalesInvoices) or orders (SalesOrders), the products are also processed if they are not yet present in Exact Online.
Creating new debtors
When processing customer information, a check is first made to see if the customer has been processed before. If so, this Exact Online debtor is used as the debtor for the Exact Online transaction. If the customer is not yet known, they are added to Exact Online. Matching is based on email address.
Please note: The integration only creates debtors. The integration does not modify debtors.
Create products
The following only applies if you process orders or invoices to Exact Online invoices or orders.
New products in Exact Online If the orders or invoices are processed to Exact Online invoices or orders, the integration first checks whether the products from the order or invoice already exist in Exact Online. The integration then adds missing products to Exact Online. If a product already exists in Exact Online, it is not added again. The rules for matching products between Lightspeed eCom and Exact Online can be found in this FAQ be read.
If orders or invoices are processed to Exact Online orders, new products are automatically linked to a default warehouse. During installation, you can specify the default warehouse. Only one warehouse per integration is possible. Separate dummy products are created for shipping costs, payment costs, and discounts.
Please note: The products are only created in Exact Online. Products in Exact Online are never modified.
Disable ledger mapping: When processing to Exact Online invoices, it is possible to create the invoice without a ledger account. For an explanation see this FAQ. If you wish to use this option, please contact us. For Exact Online orders, the integration never provides a ledger account; the product in Exact Online determines the ledger mapping. For Exact Online sales entries, the integration does not provide products. Therefore, ledger mapping cannot be disabled for this option either.
VAT products When creating new products in Exact Online, the integration uses the VAT percentage from the sales line.
Create payments
Payments from Lightspeed eCom are imported into Exact Online as memo entries. A memo entry consists of two lines - one line for the payment and one for the corresponding Exact Online sales entry. If no sales entry can be found for the payment, the memo entry cannot be created. Note that the integration initially offsets the payment against the accounts receivable. The sale for which the payment was made is therefore not yet reconciled.
Reconcile
After processing the payment, the integration will perform an additional action to reconcile the payment and sale.
Payments from Lightspeed eCom are imported into Exact Online as memo entries. A memo entry consists of two lines - one line for the payment and one for the corresponding Exact Online sales entry. If no sales entry can be found for the payment, the memo entry cannot be created. Note that the integration initially offsets the payment against the accounts receivable. The sale for which the payment was made is therefore not yet reconciled.
Reconcile
After processing the payment, the integration will perform an additional action to reconcile the payment and sale.
Field-level specification Exact Online
Field-level specification of the Exact Online order. +-
| Name | Example | Note |
| Customer ID | 6a7...e44 | The integration looks up the customer in Exact Online. If the customer is not yet present, the integration creates the customer in Exact Online. Matching is based on email address. |
| Date | 2022-12-05 | The order date |
| Status | 10 | Fixed value, cannot be adjusted |
| Description | 3300 # BOL1234 | The order number from the order in Lightspeed eCom. If an affiliate number is known, it is added. The affiliate number is only upon request. |
| Your reference | 3300 | The order number from the order in Lightspeed eCom. |
| Payment reference | 3300 | The order number |
| WarehouseID | f40...cec | As configured on the dashboard, Configuration tab |
| Shipping address | Identifier | If the shipping address differs from the billing address, the integration creates a separate shipping address in Exact Online. The identifier from the shipping address is provided. |
| Order lines | ||
| Description | Gloss - 5 mtr | Name of the product in the Lightspeed eCom sales line |
| Item | 227...2ed | The identifier of the product from Exact Online |
| Amount | 39 | |
| Price | 5.2000 | Depending on the contract settings. Usually the unit price incl. VAT. |
| VAT code | 2 | As configured on the dashboard, Configuration tab |
| Currency | EUR | The currency of the Lightspeed eCom order. This option is disabled by default. On request, the currency from the sale can be added |
Field-level specification of the Exact Online invoice. +-
| Name | Example | Note |
| Customer ID | 6a7...e44 | The integration looks up the customer in Exact Online. If the customer is not yet present, the integration creates the customer in Exact Online. Matching is based on email address. |
| Date | 2022-12-11 | The order date |
| Type | 8020 or 8023 | 8020 for regular invoices, 8023 for direct sales invoices. |
| Status | 20 | Draft, the integration only creates invoices with draft status. |
| Journal | 70 | Sales journal |
| Description | Order number 8790 # BOL1234 | If an affiliate number is known, it is added. The affiliate number is only upon request. |
| Your reference | 8790 | |
| Remark | # | Payment method # |
| Payment reference | 8790 | |
| WarehouseID | f40...cec | Only for Direct invoices. This must be requested separately. As configured on the dashboard, Configuration tab |
| Invoice lines | ||
| Description | Guide guidebook | Name of the product in the Lightspeed eCom sales line |
| Item | 227...2ed | The identifier of the product from Exact Online |
| Amount | 1 | |
| Price | 79.99 | Depending on the contract settings. Usually the unit price incl. VAT. |
| VAT code | 4 | As configured on the dashboard, Configuration tab |
| Revenue account | 239...5fa | As configured on the dashboard, Configuration tab. On request, this field can be omitted. Ledger mapping will then be disabled. |
Specification at field level Exact Online sales entry. +-
| Name | Example | Note |
| Customer ID | f40...cec | The integration looks up the customer in Exact Online. If the customer is not yet present, the integration creates the customer in Exact Online. Matching is based on email address. |
| Date | 2022-12-12 | The Order Date |
| Journal | 70 | Sales journal |
| Status | 20 | Draft, the integration only creates sales entries with draft status. |
| Description | 7800 # BOL1234 | The order number from the order in Lightspeed eCom. If an affiliate number is known, it is added. The affiliate number is only upon request. |
| Your reference | 7800 | |
| Payment reference | 7800 | |
| Sales entry lines | ||
| Description | hard floor brush | Name of the product in the Lightspeed eCom sales line |
| Amount | 1 | |
| Price | 5.95 | Depending on the contract settings. Usually the unit price incl. VAT. |
| VAT code | 4 | As configured on the dashboard, Configuration tab |
| Revenue account | 3f3...219 | As configured on the dashboard, Configuration tab. |
Field-level specification of the Exact Online memo-booking. +-
| A memo entry consists of two lines | ||
| Name | Example | Note |
| Sales line | ||
| Description | [sales_number] | For example: the order or invoice number. |
| Amount | (-1) * the sales amount | |
| Payment date | [currentDate] | |
| Account | 1300 | Debtor account |
| Customer code | 2345 | |
| Payment line | ||
| Description | The payment identifier | |
| Amount | Payment | |
| Payment date | [currentDate] | |
| Account | As configured in the configuration tab of the dashboard. | |
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 Exact Online.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 Exact Online
If orders or invoices are missing in Exact Online 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 Exact Online (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/19/exact-online.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.