1.Introduction
This is the manual for the integration between Opencart and Asperion.
- This integration is a financial integration. It is not a logistics integration. It is not suitable for updating customers in Asperion, 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 Opencart and in the FAQ for Asperion.
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 and remove the extension from your webshop when uninstalling the integration.
2.How the integration works
New orders from your webshop are retrieved from the webshop at least once per hour. The status of the order is reviewed, and if the order is allowed to be processed, this will occur. If the orders are not yet allowed to be processed, they are checked every night to see if the status has changed and the order can be processed.
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 Opencart order:
- It is checked whether the total of the Opencart 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 Asperion for the VAT in each line.
- It is checked whether the order has not already been processed.
Processing a Opencart order to Asperion takes place in three steps:
- It is checked if the customer already exists in Asperion. If not, the customer is created. Matching is based on the email address.
- When processing to Asperion invoices incl. products, it is checked whether the products from the Opencart order are already present in Asperion. Missing products are added to Asperion.
- The Asperion invoice or sales entry is created and added.
After the order has been forwarded and a success message from Asperion has been received, the order is marked as handled. The Opencart order appears at the Reporting tab on the dashboard.
If Asperion 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 Asperion later in the manual.
3.Required: OpenCart Secret key
The integration uses an OpenCart module. You can download this module here:
- cloudinvoiceopencart2.3.zip (OpenCart version 2.3)
- cloudinvoiceopencart3.zip (OpenCart version 3)
You install the extension on your webshop via FTP. You will see the Settings cloudinvoice platform module appear under Modules in your administration panel.
Click on Install to install the module and then on Edit to configure the connection. The license key is the key you received in the registration email. You create the API key to read orders and tax rates from OpenCart yourself. You can think of this API key as a kind of password. Just like with regular passwords, a complex password means you are protecting your data even more. We therefore advise you to enter an API key with a length of at least 15, consisting of numbers, letters, uppercase letters, and the punctuation marks !, *, @, #, (, ) and =. Compose your API key carefully. A good API key makes the connection much more secure. The maximum length of the API key is 64.
4.Required: Asperion connection
The connection to Asperion is established via OAuth. You can easily set up this connection via the Configuration tab on the dashboard https://uwkoppeling.webwinkelfacturen.nl. An image of this is included in the following section.
If you wish to switch to Asperion invoices including products, the integration will add a product if it does not yet exist. The integration will use the revenue accounts configured via the dashboard https://uwkoppeling.webwinkelfacturen.nl as far as possible, but it may happen that the revenue account cannot be determined.
In that situation, the integration will use a default Sales Type SHOPORDER. Ensure that this Sales Type is available in your Asperion account. The image below shows how to add the SHOPORDER Sales Type.
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 OpenCart webshop. Through this step, you authorize the integration to read the data from your webshop.
2. Establishing the connection with Asperion. This authorizes the integration to write transactions to your Asperion administration and read information.
3. Configuring additional data, such as the VAT settings.
Authentication with your OpenCart webshop is done via the API key you created in a previous section. Click the red Connect button next to OpenCart 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 that the API key has a maximum length of 64 and that the license key was not accidentally entered.
Authentication Asperion
The authentication with Asperion runs via OAuth. Make sure you are logged out of Asperion before starting the connection. You now click on the red Connect button. A login screen for your Asperion account will automatically appear. When you log in, you will get a screen asking if you allow the connection. If you confirm this, the connection with Asperion is established.
If you want to re-establish the connection at a later time—for example, because you want to connect via a different Asperion user—you can always do so by clicking the Connect button.
To use Asperion, select an administration within your account.
You can also set a payment condition for new debtors. One payment condition is possible per integration, and setting a payment condition is mandatory.
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 Asperion. 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.
You can create a link here between the payment methods in the webshop and a fixed debtor in your Asperion 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 Asperion for an ICP order.
6.Day-to-day: From OpenCart
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 Asperion.
7.Day-to-day: To Asperion
For orders in Opencart, sales entries or invoices can be created in Asperion. Invoices are the default. If you prefer to process to sales entries, you can configure this on the dashboard, Configuration tab. When processing to invoices in Asperion, the integration posts to the products in Asperion. This does not happen when processing to sales entries.
The invoices in Asperion are always created with draft status. Unfortunately, it is not possible to set the invoices in Asperion to paid.
Create debtors
When processing customer information, it is first checked whether the customer has been processed before. If so, this Asperion debtor is used as the debtor for the Asperion invoice or sales entry. If the customer is not yet known, they are added to Asperion.
Matching is based on email address. Please note: The integration only creates debtors. The integration does not modify debtors.
Create products
This only applies when processing to Asperion invoices. When creating a new product, the integration will, where possible, use the revenue account configured in the dashboard. If the revenue account cannot be determined, products will be assigned a default sales type SHOPORDER. Therefore, ensure this sales type is present in your Asperion account.
Please note: The integration only creates products. The integration does not modify products.
When processing to Asperion invoices, products in the sales lines will be looked up in Asperion. When posting to Asperion invoices, the SKU of the Asperion product will be included in the lines of the Asperion invoice. No separate revenue account is provided in the Asperion invoice lines, as that revenue account is already associated with the product in Asperion. This means that if a product is not yet present in Asperion, the integration will create this product using a revenue account from the settings.
The rules for matching products between Opencart and Asperion can be found in this FAQ read here.
The integration creates the invoice in Asperion with the status draft. The invoice must first be processed in Asperion. Only then can the invoice be sent to the customer. Therefore, the integration cannot ensure that sending happens automatically.
Field level specification creating Asperion invoice / sales transaction
| Below is an specification at field level for the creation of an invoice or sales transaction. | |
| Name field | Values from Opencart order |
| Date | orderdate |
| Customer number | [debtorcode] from Asperion |
| Subject / Reference | This field is composed of the order number and/or (credit) invoice number
|
| Company - invoice | Company name in the invoice address |
| For the attention of - invoice | First name Last name in the invoice address |
| Address - invoice | Invoice address house number in the invoice address |
| Postcode - invoice | Postcode in the invoice address, max length 10 |
| City - invoice | City in the invoice address |
| Country code - invoice | Country code in the invoice address |
| Company - shipping | Company name in the shipping address |
| For the attention of - shipping | Shipping first name shipping last name in the shipping address |
| Address - shipping | Shipping address house number in the shipping address |
| Postcode - shipping | Postcode in the shipping address, max length 10 |
| City - shipping | City in the shipping address |
| Country code - shipping | Country code in shipping address |
| Payment condition | Payment term |
| Payment method |
|
| lines |
|
| Separate lines are created for the various components of the order. For an order with five individual products and shipping costs, there will be (5 + 1 =) six lines in the Asperion invoice. If the order has five individual products and two surcharges, the Asperion invoice will have (5 + 2 =) seven lines. | |
| Name field | Value |
| Entry type | Is calculated as follows:
|
| SKU | If the product is in Asperion, the SKU of the product is used. Thus, it is only added for entry type A. |
| Description | name or description from the line |
| Amount | quantity |
| Unit price | The unit price is determined as follows
|
| VAT-code | Based on the VAT and ledger settings in the dashboard |
| Revenue account | Based on the VAT and ledger settings in the dashboard. Only added if the booking type is G. |
| This concerns discounts on the entire order that have been allocated proportionally to the VAT percentages on the lines. | |
| Name field | Value |
| Entry type | G, this is a discount line |
| SKU | If the product is in Asperion, the SKU of the product is used. Only added for booking type A. |
| Description | name or description from the line |
| Amount | Quantity |
| Unit price | The unit price is determined as follows
|
| VAT-code | Based on the VAT and ledger settings in the dashboard |
| Revenue account | Based on the VAT and ledger settings in the dashboard. Only added if the booking type is G. |
| Name field | Values from Opencart order | |
| Name | firstname lastname, max length 50 | |
| Phone number | phone no, max length 15 | |
| City | city | |
| Address | address housenumber | |
| Zip code | zipcode, max length 10 | |
| Country code | isocountry | |
| VAT number | VAT number | |
| Emailaddress | ||
| Payment condition | paymentcondition |
| Name field | Values from Opencart order |
| SKU | articlekey following the logic SKU, EAN, article code |
| Description | description, max length 100 |
| Keep track of article stock | true, cannot be adjusted |
| Fixed selling price | 0, cannot be adjusted |
| General ledger account | revenue account |
| Date added | Current date Y-m-d |
| Date modified | Current date Y-m-d |
8.Support
Read more Support .... Read less Support ....
Explanation tabs dashboard
On the Dashboard >> Report you can see which orders from your Opencart webshop, and when, have been transferred to Asperion.What if orders are missing in Asperion
If orders are missing in Asperion 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 Asperion (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.