mijnwebwinkel - afas: Manual

1.Introduction

This is the manual for the integration between Mijnwebwinkel and AFAS.

This integration ensures that orders from the Mijnwebwinkel webshop are processed daily to orders or financial entries in AFAS. Because the orders enter the merchant's accounting system directly, it saves time on financial administration.

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 AFAS, 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.
It is possible to process to AFAS sales orders, but there are restrictions. For example, new products are placed in item group 900 by default, VAT type 1 is used for low VAT and VAT type 2 for high VAT in new products.
Tip: Other customers using this integration found the tips in the FAQ for Mijnwebwinkel and in the FAQ for AFAS.

Read more Introduction .... Read less Introduction ....

Install integration
Installing the integration starts with signing up for a trial period, via our integrations page. After registration, you will receive an email containing an installation URL and login details. With this installation URL, you start the installation of the integration.
The installation is complete when both connection dots are green, and the settings in the Configuration tab have been entered and saved.
There is a trial period of 30 days.
If you want to install another integration, you can do so in the same way. Make sure you are logged out of the integration dashboard and preferably start the new installation in an incognito browser.

Cancel integration
At the end of the trial or subscription period, the integration will not be automatically renewed. You will receive an offer for a one-year subscription or renewal by email at the end of this period. You can confirm the renewal by using the payment link in that email. Do you want to terminate the integration in the meantime? This can be done via the dashboard, tab Profile>>Cancel integration.
Are you switching to another web shop/accounting system and do you want to re-establish a connection? In this faq we explain how to do this.
We advise you to revoke the API key of your Mijnwebwinkel shop when uninstalling the integration.

2.How the integration works

A order from the Mijnwebwinkel webshop is processed to a AFAS order or financial entry.

New orders from your webshop are retrieved at least once per hour. Additionally, every night previous orders that have not yet been forwarded to your accounting system are reviewed. If the status of an order has changed so that it may be processed to AFAS, the integration will do so.
Read more How the integration works .... Read less How the integration works ....

Pre-check orders
At the start of processing an order, we perform a number of checks on the Mijnwebwinkel order:

It is checked whether the total of the Mijnwebwinkel order is equal to the sum of the amounts in the order lines plus the shipping cost amount.
If the order is an ICP order, the VAT number is checked.
It is checked whether a corresponding VAT code exists in AFAS for the VAT in each line.
It is checked whether the order has not already been processed.

Processing orders
Processing a Mijnwebwinkel order to AFAS takes place in three steps:

It is checked if the customer already exists in AFAS. If not, the customer is created. Matching is based on the email address.
When processing to AFAS orders, it is checked whether the products from the Mijnwebwinkel order are already present in AFAS. Missing products are created.
The AFAS order or financial entry is created and added.

Post-check
After the order has been forwarded and a success message from AFAS has been received, the order is marked as handled. The Mijnwebwinkel order appears at the Reporting tab on the dashboard.

If AFAS returns an error while processing the order, the order appears in the Errors tab on the dashboard. Via the yellow button More info more information about the problem can be found. Via the red button Report problem can the order with all necessary information easily be submitted to us after you have tried to resolve the problem yourself. If the problem is solved, in some cases the orders can be processed again with the blue Process button.

Data
Information about the data that is processed can be found in the section Day-to-day: To AFAS later in the manual.

3.Required: Mijnwebwinkel key

You set up the connection with MijnWebWinkel using a key. You create this key in your webshop administration environment via Settings > API > Add Token. Please note: When selecting the partner in the dropdown menu, you must choose webwinkelfacten and not the name of your accounting software!

4.Required: AFAS Key and connectors

To get the connection working, an AppConnector must be created in the Afas Administration. The AppConnector must be populated with GetConnectoren and UpdateConnectoren.

5.Installation

After installation, check using this FAQ, whether the integration works.

Installing the integration starts with signing up for a trial period, via our integrations page. After registering, you'll receive an email with an installation URL and login details. Use this installation URL to start the integration installation.

Activating the integration consists of three steps:
1. Establishing the connection with the Mijnwebwinkel webshop. Through this step, you authorize the integration to read the data from your webshop.
2. Establishing the connection with AFAS. This authorizes the integration to write transactions to your AFAS administration and read information.
3. Configuring additional data, such as the VAT settings.

Read more Installation .... Read less Installation ....

Before the integration can be used, the terms and conditions must first be accepted. The terms and conditions are based on the general ICT Terms and Conditions (industry organization) and the general GDPR guidelines. We also need a name, email address, and the country of the webshop.

Authentication Mijnwebwinkel webshop:
Authentication with your Mijnwebwinkel webshop is done via the API key you created in a previous section. Click the red Connect button next to Mijnwebwinkel and enter the API key in the popup window. If the connection is correctly established, the indicator will turn green. If the connection is not established, check whether the API key for the correct provider - being Webwinkelfacturen - was created in the previous section.

Authentication AFAS
Establishing the connection with AFAS is done via the red Connect button in the Configuration tab. In the pop-up, you enter your Customer Code (this is the AFAS online 5-digit member number), and the token you created in the previous section. Please note, you need the entire code as a token, including the 1-part.

Settings AFAS
To use AFAS, select an administration within your account. You also indicate in which journal the revenue should be posted and what the debtors account is. The journal for processing (individual) orders will be a Sales journal.

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 AFAS. You can always make changes by clicking the blue 'Edit' button and selecting an option from the drop-down menus.

By default, all EU countries are shown in the list. You only need to configure the countries you sell to, and - if applicable - ICP and International.
The integration shows the standard VAT rates for Europe. You can adjust the VAT percentage with which you sell - left column. For example: By default, sales to Germany are set to 21%, but if you sell in the webshop with 19%, you can adjust that in the left column. Intra-Community (ICP) and international deliveries
The Intra-Community supplies / ICP option is intended for business-to-business deliveries within the EU. These sales are invoiced with 0% VAT. A VAT number from the customer is required. The International option applies to deliveries outside the EU. For these sales, the integration expects 0% VAT; otherwise, the sales cannot be processed. Separate VAT codes and general ledger accounts can be configured for both ICP and international deliveries.

Once the VAT settings have been configured and saved, you will always see the selected VAT rates. If you want to start over, you can use the grey 'Remove VAT settings' button. Your current settings will then be deleted and you can begin again.

Configure payment methods
You can create a link here between the payment methods in the webshop and a fixed debtor in your AFAS administration. Orders with a payment method from the list will then always be posted to this debtor. In that case, no new debtors will be created.
Note: It is not possible to set fixed debtors for ICP orders. For an ICP order, a valid VAT number must be transmitted. Therefore, a debtor will always be created in AFAS for an ICP order.

6.Day-to-day: From Mijnwebwinkel

In this section, we show how we retrieve the orders from the webshop.

Processing schedule: New orders from your webshop are retrieved at least once per hour. Additionally, every night previous orders are reviewed that have not yet been forwarded to AFAS. The integration goes back a maximum of 60 days in time to update orders. The reason is that the integration is allowed a maximum of 60 requests per hour.

Once an order has been processed, it cannot be processed again. Any order changed in the webshop after it has been processed will not be updated in AFAS.

Status processing: For each order, the status of the order is reviewed. Orders with the status:
- Paid
- Shipped
- Paid and shipped
are processed to AFAS.

It is possible to have orders processed to the accounting system for other statuses. You can easily set this in the Configuration tab of the dashboard.

VAT numbers: For business orders within the EU, outside the Netherlands, a VAT number is mandatory. The integration checks for this and also verifies the correctness of the VAT number. In Mijnwebwinkel orders, the VAT number is located in the billing address of the order's debtor.

Field-level specification orders

Specification Mijnwebwinkel 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 Mijnwebwinkel order
Order-identifier	[number]
Order number	[number]
Invoice number	[number]
Date	[date]
Order date	[date_created]
Status order	[status]
Payment status	With status 2, 3 and 5, the payment status becomes paid
Payment method	[payment][gateway_name] or [payment][0][gateway_name]
Order total incl. VAT and discounts	[total_price]
Total VAT order	[price][tax][amount] or - if [price][tax] consists of multiple lines, the sum of the [amount] fields of the [price][tax] lines
Order total incl VAT	[price][total]
Order total excl VAT	Order total incl VAT minus Total VAT order
Delivery country	The delivery country will be the [shipping][country] field if it is filled in. Otherwise, the [billing][country] field will be used.
ICP indication	The integration determines as follows whether it concerns an ICP order: If the merchant has configured a margin, it is never an ICP order If the field [total_tax] has value 0 And the delivery country is not the same as the country of the Mijnwebwinkel webshop And the delivery country is an EU country Then it is an ICP delivery, otherwise it is not an ICP delivery
International indication	The integration determines as follows whether it concerns an international order: If the merchant has configured a margin, it is never an international order If the field [total_tax] has value 0 And the delivery country is not the same as the country of the Mijnwebwinkel webshop And the delivery country is not an EU country Then it is an international delivery outside the EU, otherwise it is not an international delivery outside the EU

Specification Mijnwebwinkel order lines. +-

To read the order lines, the integration takes the field [orderlines]. In Mijnwebwinkel, order lines have different types. These are indicated by the field [type]. For the order lines, this concerns type article or type custom.
Name field	Values from Mijnwebwinkel order line
Productid	[articles][0][id]
Amount	[quantity]. Please note, if the quantity is 0, the line is skipped.
SKU	[articles][0][sku] if it is filled. If not, the product is retrieved from Mijnwebwinkel and the SKU is determined based on that.
Description	[description]
VAT percentage	[price][rate], if smaller than 1, the VAT percentage is multiplied by 100.
Line amount excl VAT	Amount in the field [price][amount]
Line amount incl VAT	Amount in the field [price][amount_including_tax]
Unit amounts	Divide the line item amounts by the amount
VAT code and accounts AFAS	These are determined based on the settings, the VAT percentage and the delivery country. It also takes into account whether it is an ICP or international order.

Specification Mijnwebwinkel shipping costs. +-

To read the order lines, the integration takes the field [orderlines]. In Mijnwebwinkel, order lines have different types. These are indicated by the field [type]. For the lines with shipping costs, this concerns type shipping. An order can have multiple shipping cost lines. Often with different VAT percentages.
Name field	Values from Mijnwebwinkel shipping costs-line
Amount	1
Description	[description]
VAT percentage	[price][rate], if smaller than 1, the VAT percentage is multiplied by 100.
Line amount excl VAT	Amount in the field [price][amount]
Line amount incl VAT	Amount in field [price][amount] multiplied by the VAT percentage
Unit amounts	Divide the line item amounts by the amount
VAT code and accounts AFAS	These are determined based on the settings, the VAT percentage and the delivery country. It also takes into account whether it is an ICP or international order.

Specification Mijnwebwinkel payment costs. +-

To read the order lines, the integration takes the field [orderlines]. In Mijnwebwinkel, order lines have different types. These are indicated by the field [type]. For the lines with payment costs, this concerns type payment. An order can have multiple payment cost lines. Often with different VAT percentages.
Name field	Values from Mijnwebwinkel payment cost line
Amount	1
Description	[description]
VAT percentage	[price][rate], if smaller than 1, the VAT percentage is multiplied by 100.
Line amount excl VAT	Amount in the field [price][amount]
Line amount incl VAT	Amount in field [price][amount] multiplied by the VAT percentage
Unit amounts	Divide the line item amounts by the amount
VAT code and accounts AFAS	These are determined based on the settings, the VAT percentage and the delivery country. It also takes into account whether it is an ICP or international order.

Specification Mijnwebwinkel discount. +-

To read the order lines, the integration takes the field [orderlines]. In Mijnwebwinkel, order lines have different types. These are indicated by the field [type]. For the lines with payment costs, this concerns type discount. An order can have multiple discount lines. Often with different VAT percentages.
Name field	Values from Mijnwebwinkel discountline
Amount	1
Description	[description]
VAT percentage	[price][rate], if smaller than 1, the VAT percentage is multiplied by 100.
Line amount excl VAT	Amount in the field [price][amount]
Line amount incl VAT	Amount in field [price][amount] multiplied by the VAT percentage
Unit amounts	Divide the line item amounts by the amount
VAT code and accounts AFAS	These are determined based on the settings, the VAT percentage and the delivery country. It also takes into account whether it is an ICP or international order.

Specification Mijnwebwinkel customer details +-

Name field	Values from Mijnwebwinkel customer
Customer	Name fields First name - [name], part before the first space Last name - [last_name], part after the first space Company name - [company] Email - [email] Phone nr - [phone] VAT number - [taxnumber]
The billing address is in field[address][invoice] and the shipping address in field [address][delivery]. The content of these fields is always the same, so we do not describe them separately.
Address	Address-fields Address line 1 - [street] [number] Zipcode - [zipcode] City - [city] Iso-countryode - [country_code] Country - [country]

7.Day-to-day: To AFAS

This data is processed to AFAS:

Creating orders / sales transactions
The orders from Mijnwebwinkel are imported into AFAS as financial entries or orders. For each order, the VAT and general ledger account are provided as configured during the installation of the integration.
When creating entries / orders, new debtors and/or products may be added to AFAS.

Cost center It is possible to provide one default cost center to the order or sales transaction. One default cost center is possible per integration. Contact webcare@webwinkelfacturen.nl stating the license key to make use of this.

Create debtors
When processing customer information, it is first checked whether the customer has been processed before. If so, this AFAS debtor is used as the debtor for the AFAS order or financial entry. If the customer is not yet known, they are added to AFAS. Matching is based on email address. Please note: The integration only creates debtors. The integration does not modify debtors.

Create products
When processing to AFAS orders incl. products, products that are not yet in AFAS will be added. See here for an explanation of how product codes are determined FAQ. The product is assigned VAT group 1 if the product has 9% or 6% in the sales line. Otherwise, the new product is assigned VAT group 2. The product is automatically placed in AFAS item group 900. Ensure that this is also configured in the AFAS administration, otherwise the entries may go wrong.
Please note: The integration only creates products. The integration does not modify products.

The rules for matching products between Mijnwebwinkel and AFAS can be found in this FAQ be read.

Automatically sending invoices
The integration creates an order or financial entry in AFAS, not an invoice. Therefore, the integration cannot ensure that the invoice is automatically sent to the customer.

Field-level specification AFAS

Field-level specification of the AFAS financial booking.+-

Name	Example	Note
Paragraph
Year	2023	Invoice date year (Mijnwebwinkel order)
period(Peri)	03	Invoice date month (Mijnwebwinkel order)
UniqueId(UnId)	3	Administration - One administration is possible per integration.
Journal(JoCo)	01	Journal
(AutoNumber)AuNu	1
AFAS assigns the invoice numbers (default) - can be adjusted to the invoice or order number upon request.
Total line
AccountNumber(AcNr)	89302
EnDa	2023-03-01	Order date
BpDa	2023-03-01	Order date
Description(Ds)	ORD08725	Description - Mijnwebwinkel order number.
BpNr	ORD08725	Payment reference - Mijnwebwinkel invoice or order number.
AmountDebet(AmDe)	24.95	Total price incl. VAT - debit.
Cost center(DiC1)	xxxx	The default cost center if configured.
If AFAS does not determine the invoice number - order number or invoice number
Revenue line
VaAs	2	1 = General ledger account. 2 = debtor
AccountNumber(AcNr)	89302
EnDa	2023-03-01	order date
BpDa	2023-03-01
Description(Ds)	ORD08725, INV09854	Description - Mijnwebwinkel order or invoice number.
BpNr	ORD08725	Payment reference - Mijnwebwinkel invoice or order number.
AmountDebet(AmDe)	24.95	Total price incl. VAT - debit.
If AFAS does not determine the invoice number - order number or invoice number
VAT lines
VaAs	1	1 = General ledger account. 2 = debtor
AccountNumber(AcNr)	8000
EnDa	2023-03-01	Order date
BpDa	2023-03-01	Order date
Description(Ds)	Garden light	Description: VAT - Name in the order line - Amount excl. VAT.
BpNr	ORD08725	Entry number: Mijnwebwinkel invoice number or order number.
AmountCredit(AmCr)	20.62	VAT amount - credit.
VatId(VaId)	101	VAT account
If AFAS does not determine the invoice number - order number or invoice number.
Any rounding difference is processed in the VAT amounts if the rounding difference is 5 cents at most.

Field-level specification of the AFAS order. +-

Name	Example	Note
Paragraph
OrderNumber (OrNu)	[number]	Mijnwebwinkel - invoice or order number.
OrderDate(OrDa)	[date]	Mijnwebwinkel - order date..
DebtorID(DbId)	[debtornr]	AFAS debtor ID
Unit	[division]	Administration - Per integration, the administration is fixed.
CurrencyId(CuId)	EUR	Currency - This option is disabled by default. You can contact us if you wish to use this.
InclVat(InVa)	true	Total price incl. VAT (true), unless afasexcltax is configured.
War	*****	Default for the warehouse, can be overwritten via the settings
Reference(Re)	[notes]	Comment - if present.
FRef	[number]	InvoiceReference (payment reference) Mijnwebwinkel order number
line
Description(Ds)	[name]	Description
Ledger account		as configured on the dashboard.
Quantity(QuUn)	1	Amount
ItemCode(ItCd)	[productid]	Productcode
Unitprice(Upri)	excl. / incl. VAT	Unit price, as configured on the dashboard.

Field-level specification of the AFAS customer. +-

Name	Example	Note
CuId	EUR	Not editable
IsDb	true	Not editable
PaCd	14	Not editable
PersonDetails
Padadr	true	Not adjustable
AutoNum	true	Not editable
MatchPer	7	Not editable
SpNm	false	Not editable
FiNm	Karin
Last name	de Wit
ViGe	0	Not editable
EmAd	info@sponiza.nl
AdresDetails
CoId	NL	AFAS country code
PbAd	false	Not editable
StAd		Not editable
Ad	Stationstraat
HmNr	12
ZpCd	1000 AA
Rs	Amsterdam

Field-level specification of the AFAS product. +-

Name	Example	Note
AutomaticID(AuId)	false
ItemCode(ItCd)	[ArticleKey]
ChDs	false
Group(Grp)	900
BiSt	false
BiUn	*****
VaRc	[Vattype]	VAT type
CostPrice(CoPrice)	[costprice]
SalePrice(SaPrice)	[priceIncl]	Unit price INCL.
BatchCode(BaCo)	[eannumber]	Product Number

8.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 ....

Explanation tabs dashboard

On the Dashboard >> Report you can see which orders from your Mijnwebwinkel webshop, and when, have been transferred to AFAS.

At Dashboard >> Errors you can see which orders have not been processed. Via the blue Process button you can (re)submit the order. Via the red Report problem button you can create a ticket with us.

At Dashboard >> Open the orders are listed that have not yet been processed because they do not yet have the correct status in the webshop. Every night jobs run to review the status again and still process the order.

At Dashboard >> Configuration the settings of your integration are listed. You can adjust the settings there.

At Dashboard >> Profile invoices are available for download. You can also specify an additional email address here for sending emails and stop the integration.

What if orders are missing in AFAS

If orders are missing in AFAS we recommend following the steps below:

Log in to the dashboard: https://uwkoppeling.webwinkelfacturen.nl. The username and password are included in the registration email.
Go to the Errors tab and check if order is there. You may need to adjust the search period if the order is from a previous month. If you find order in this overview:
1. Check the error code and verify whether you can resolve it yourself.
2. If yes resolve the issue and click the blue Process button to resubmit the order.
3. If not use the red Report problem button to create a ticket with us.
4. Note if there are multiple errors, please create only 1 or 2 tickets. We will automatically see the other issues.
Go to the Report tab and see if order is listed there. If so, you'll often see an identifier for AFAS (in the purple section of the overview) that you can use to search for order.
Go to the Open tab and check if order is there.
If you cannot resolve the issue, you can always create a ticket via the green Ask us button.

You can send any other questions or comments to webcare@webwinkelfacturen.nl. For a quick response, please always include the license key and as much information as possible. If you encounter any problems during installation, please let us know where you're experiencing the issue. And if there's an error message, please include that as well. If you think orders is missing, please provide the number and date. This way, we can perform a more targeted search and tell you what's wrong.

We have an extensive FAQ-section on the website. Pay particular attention to these sections: https://faq.webwinkelfacturen.nl/category/25/mijnwebwinkel.html and https://faq.webwinkelfacturen.nl/category/69/afas.html.

Would you rather have us do the installation of the integration for you? That is possible. Send an email to webcare@webwinkelfacturen.nl with the request. For an installation, we charge € 39.50 excl. VAT. For installations, we need access to the webshop and the accounting system.

We can perform migrations for orders that took place in the past. The request procedure and method are described in this faq. For migrations we charge €67.50 excl. VAT per 1000 orders.

Manual: Mijnwebwinkel - AFAS