1.Introduction
This is the manual for the integration between Mijnwebwinkel and Exact Online.
- 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 Mijnwebwinkel and in the FAQ for Exact Online.
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.
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
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.
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 Exact Online, the integration will do so.
Read more How the integration works .... Read less How the integration works ....
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 Exact Online for the VAT in each line.
- It is checked whether the order has not already been processed.
A payment is processed for every order that has been processed to Exact Online and that has been paid in Mijnwebwinkel. It is possible to always process the payment, regardless of the status in Mijnwebwinkel. This can be requested via webcare@webwinkelfacturen.nl.
Processing a Mijnwebwinkel order 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 Mijnwebwinkel order are already present in Exact Online. Missing products are created.
- The Exact Online invoice, order or sales booking is created and added.
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.
After the order has been forwarded and a success message from Exact Online has been received, the order is marked as handled. The Mijnwebwinkel order appears at the Reporting tab on the dashboard.
If Exact Online 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.
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.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!
You can find the key itself under the API overview. If you click on Show token, the key will appear. Copy this into the login screen for the connection.
With this key, the integration can read data from your webshop without you having to provide your username and password. Therefore, you run no risk of unauthorized persons logging into your account.4.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.
5.Installation
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 Exact Online. This authorizes the integration to write transactions to your Exact Online administration and read information.
3. Configuring additional data, such as the VAT settings.
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 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.
Orders from Mijnwebwinkel 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.
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, 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.
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.
You can create a link here between the payment methods in the webshop and a fixed debtor in your Exact Online 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 Exact Online for an ICP order.
Please note: The list of debtors only includes the Exact Online debtors whose name contains a specific substring. See this FAQ for more information.
6.Day-to-day: From Mijnwebwinkel
In this section, we show how we retrieve the orders from the webshop.
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 Exact Online.
Payments (if activated)
When processing payments, the integration checks every day the Mijnwebwinkel orders that have been successfully processed to Exact Online. If the order has been processed and the payment status is met, a payment will be created in Exact Online for this order.
Status processing:
For each order, the status of the order is reviewed. Orders with the status:
- Paid
- Shipped
- Paid and shipped
are processed to Exact Online.
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.
Field-level specification orders
| 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:
|
| International indication | The integration determines as follows whether it concerns an international order:
|
| 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 Exact Online | 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. | |
| 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 Exact Online | 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. | |
| 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 Exact Online | 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. | |
| 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 Exact Online | 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. | |
| Name field | Values from Mijnwebwinkel customer |
| Customer |
Name fields
|
| 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
|
| Name field | Values from Mijnwebwinkel order line |
| Payment-identifier | [number]-[payment][gateway_name]-[payment][payment_name] |
| Payment method | [payment][gateway_name]_[payment][payment_name] |
| Order-id and transaction-id | [number] |
| Amount | [price][total] |
| Valuta | [currency] |
| Date | [status_changed_date] [status_changed_time] |
| Status | [payment_status] |
7.Day-to-day: To Exact Online
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 to Exact Online invoices or orders.
New products in Exact Online If the orders are processed to Exact Online invoices or orders, the integration first checks whether the products from the order 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 Mijnwebwinkel and Exact Online can be found in this FAQ be read.
If orders 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.
Payments from Mijnwebwinkel 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
| 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 | The order number from the order in Mijnwebwinkel. |
| Your reference | 3300 | The order number from the order in Mijnwebwinkel. |
| 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 Mijnwebwinkel 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 Mijnwebwinkel order. This option is disabled by default. On request, the currency from the sale can be added |
| 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 | |
| Your reference | 8790 | |
| Remark | # | Payment method # |
| Payment reference | 8790 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 Mijnwebwinkel 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. |
| 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 | The order number from the order in Mijnwebwinkel. |
| Your reference | 7800 | |
| Payment reference | 7800 | |
| Sales entry lines | ||
| Description | hard floor brush | Name of the product in the Mijnwebwinkel 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. |
| 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. | |
8.Support
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 Exact Online.What if orders are missing in Exact Online
If orders 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 is there. You may need to adjust the search period if the
order is from a previous month. If you find order in this overview:
- Check the error code and verify whether you can resolve it yourself.
- If yes resolve the issue and click the blue Process button to resubmit the order.
- If not use the red Report problem button to create a ticket with us.
- Note if there are multiple errors, please create only 1 or 2 tickets. We will automatically see the other issues.
- Go to the Report tab and see if order is listed there. If so, you'll often see an identifier for Exact Online (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.