mijnwebwinkel - factuursturen: Manual

1.Introduction

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

This integration ensures that orders from the Mijnwebwinkel webshop are processed daily to invoices in Factuursturen. 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 Factuursturen, 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 Factuursturen.

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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 Factuursturen invoice.

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 Factuursturen, the integration will do so.
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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 Factuursturen for the VAT in each line.
It is checked whether the order has not already been processed.

Processing orders
Processing a Mijnwebwinkel order to Factuursturen takes place in two steps:

It is checked if the customer already exists in Factuursturen. If not, the customer is created. Matching is based on the email address.
The Factuursturen invoice is created and processed.

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

If Factuursturen 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 Factuursturen 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: Factuursturen key

To connect to Factuursturen, you need a username and an API key. The username is the same one you use to log in. You create the API key within factuursturen.nl. To do this, go to Settings > Connections. There you will see a button to create the API key. Ensure the API key is set to Active and enter a description so you know later what this key is used for.

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After you click the blue Add button, the new key appears in the Current API keys list.

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 Factuursturen. This authorizes the integration to write transactions to your Factuursturen administration and read information.
3. Configuring additional data, such as the VAT settings.

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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 Factuursturen
You establish the connection with Factuursturen using your username and API key that you determined in the previous step. You click the red Connect button next to Factuursturen. You can enter the username and API key in the popup window.

Invoice layout
You can choose an invoice layout for the invoices in Factuursturen.

Configure VAT rates and general ledger accounts
With Factuursturen, the VAT percentages are used as they appear in the orders. It is not possible to configure separate VAT rates and general ledger accounts.

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 Factuursturen. 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 Factuursturen.

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

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 Factuursturen	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 Factuursturen	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 Factuursturen	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 Factuursturen	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 Factuursturen

Invoices
Invoices are not automatically sent by Factuursturen. Please contact us if you would like invoices to be sent automatically.

Create debtors
When processing customer information, it is first checked whether the customer has been processed before. If so, this Factuursturen debtor is used as the debtor for the Factuursturen transaction. If the customer is not yet known, they are added to Factuursturen. Matching is based on email address.

Please note: The integration only creates debtors. The integration does not modify debtors.

Products
The integration does not create products in Factuursturen.

Automatically sending invoices
The integration creates the invoice in Factuursturen, but will not automatically send the invoice to the debtor. It is possible to set an invoice layout. This can be done via the dashboard https://uwkoppeling.webwinkelfacturen.nl, tab Configuration.

Field-level specification Factuursturen

Field-level specification of the Factuursturen invoice. +-

Name	Example	Note
clientnr	647	Factuursturen customer ID
action	send
sendmethod	email	mail - Manual (default), or request email - automatic invoice sending
profile	1
sent	2023-02-13	order date
alreadypaid	full
Paid price		Sales amount if the status is paid
reference
line1	order number: 367439	order number
line2	Payment method: Credit card	if name of the payment method is present
lines
Amount	1
description	Bed Boxspring
tax_rate	21.00	VAT percentage
price	249.00	Depending on the VAT type of the debtor, the unit price incl. or excl. VAT is used.

Field-level specification of the Factuursturen customer. +-

Name	Example	Note
Contact	[firstname][lastname]
showcontact	true
company	[company]
address	[address1] [address2] [house_number]
zipcode	[zipcode]
city	[city]
country	[country]	If the string length of [country] is equal to 2 or 3, then country = [countryname]. If no country is provided, the default is the Netherlands.
phone number	[telnr]
mobile	[mobile]
email	[email]
bank code		empty by default.
VAT number	[vatnumber]
tax_shifted	false
sendmethod	[mail]	If sendinvoice is equal to debtorsend, then sendmethod=[email]. Otherwise always [mail].
paymentmethod	'bank'
mailintro	Dear [first_name] [last_name]
reference	Thank you for your order
notes_on_invoice	false
tax_type	[extax]	If a priceincltax is passed, then tax_type = [intax], otherwise it is always [extax].

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.
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Explanation tabs dashboard

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

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 Factuursturen

If orders are missing in Factuursturen 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 Factuursturen (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/20/factuursturen.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 - Factuursturen