opencart - billit: Manual

1.Introduction

This is the manual for the integration between Opencart and Billit.

This integration ensures that orders from the Opencart webshop are automatically processed to invoices in Billit. Because the orders arrive directly in the retailer's accounting system, this saves time on the 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 Billit, 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 Billit.

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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 and remove the extension from your webshop when uninstalling the integration.

2.How the integration works

An order from the Opencart webshop is processed to an Billit invoice. It is possible to ensure that the Billit invoices refer to a product in Billit. We call this posting to products. This can be requested via webcare@webwinkelfacturen.nl.

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.
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Pre-check orders
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 Billit for the VAT in each line.
It is checked whether the order has not already been processed.

Processing orders
Upon a successful check, the Billit invoice is created and processed to Billit. The debtor data is placed in the Billit invoice. Billit itself checks if the debtor is already present. One can choose to also add the products from the order. This option can be requested from us.

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

If Billit 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 Billit 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.

4.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 OpenCart webshop. Through this step, you authorize the integration to read the data from your webshop.
2. Establishing the connection with Billit. This authorizes the integration to write transactions to your Billit 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 OpenCart webshop:
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 Billit
The authentication with Billit runs via OAuth. Make sure you are logged out of Billit before starting the connection. You now click on the red Connect button. A login screen for your Billit 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 Billit is established.

If you want to re-establish the connection at a later moment, you can always do so by clicking the Connect button.

Invoice layout Billit
It is possible to link an invoice layout to the invoice in Billit. At this moment, the templateID of the layout must be entered. At a later stage, the integration will show a list of available invoice layouts. This functionality is under development.

Payment status Billit
It is possible to provide the payment status to Billit invoices. The options are always set to paid, never set to paid, or set to paid depending on the status in the webshop. If you choose the last option, it concerns the payment status at the time of processing. If the payment status in the webshop changes at a later moment, the invoice in Billit will not be updated.

Configure VAT rates and general ledger accounts
When processing to the Billit accounting system, the VAT percentages are transferred directly. Therefore, there is no possibility to post to separate VAT codes or ledger accounts.

5.Day-to-day: From OpenCart

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. In addition, every night the orders that were previously retrieved and not yet forwarded to your accounting system are reviewed. An order is processed depending on the status of that order. You can use the dashboard, tab Configuration, set at which statuses orders should be processed.

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 Billit.

VAT calculation: The VAT setup of OpenCart is complex and the work of specialists. For OpenCart VAT, the geozone IDs, tax rules, and tax rates must be correctly configured, especially if you deliver to multiple countries. Unfortunately, we do not provide support for the VAT setup of the OpenCart webshop.

6.Day-to-day: To Billit

Below is the creation of new Billit invoices elaborated at field level. It is possible to post to products in the Billit invoice. We then include the Billit product ID in the invoice. You can request this via webcare@webwinkelfacturen.nl stating your license key.

Creating invoices
When creating invoices, the customer information is placed in the invoice. Therefore, no separate customer is created. Billit handles the matching of the debtor data with already existing debtors in Billit itself.

Create debtor
When processing customer information, all data is provided in the sales transaction and Billit will process it further.

Create products
Products are only created if this is configured in your contract. The integration first checks whether the products from the order already exist in Billit. If not, the integration adds the missing products. The rules for matching products between Opencart and Billit can be found in this FAQ read here.

Regarding VAT, the integration follows the VAT percentage in the order.

Automatically sending invoices
The integration creates the invoice in Billit, 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 Billit

Field-level specification of the Billit invoice. +-

Name	Example	Note
OrderDate	2022-12-02T20:23:29+01:00	order date
ExpiryDate	2022-12-16T20:23:29	order date + 14 days - the 14 days is not adjustable.
OrderType	Invoice	Type, in case of negative order Credit invoice.
OrderTitle	1050	Order number, upon request order or invoice number
OrderDirection	Income
TotalExcl	97.98	Quantity * unit prices excl. VAT
TotalIncl	103.85	Quantity * unit prices incl. VAT
TotalVat	5.87	VAT
PaymentReference	1050	Order number
Created	2023-01-20	current date
Invoice lines
Quantity	2	Amount
Description	Monthly settings check	Description
VATPercentage	6.00	VAT percentage
UnitPriceExcl	20.7075	Unit prices excl. VAT
UnitPriceIncl	21.9500	Unit prices incl. VAT
TotalExcl	41.4151	Quantity * unit prices excl. VAT
TotalIncl	43.9000	Quantity * unit prices incl. VAT
TotalVAT	2.4849	VAT
Currency	EUR	Is not processed
InclLeading	true	Including VAT leading, this is not adjustable.
Product-id	Product identifier from Billit	Only if configured that products should be processed.
Customer
First name	Sophie
Last name	Fischer
Address	Stationstraat
House number	12
Postal code	1000AA
City	Amsterdam
CountryCode	NL
Email	info@sponiza.nl
Phone number	31623138822
Name	Sophie Fischer	Company name if present, otherwise first and last name.
Invoice shipping address - please note, the shipping address is an additional address for the customer in Billit
Address type	DeliveryAddress
Name	Marietje Geuze
Address	Heesterstraat
House number	1
Postal code	3512KL
City	Utrecht
CountryCode	NL
Paid	1

Field-level specification of the Billit product. +-

Name	Example	Note
Reference	[Reference]	The reference of the product in Billit. This reference is available after we have retrieved or potentially added the product.
Description	[Description]
Price excl. VAT	[unitpriceExcl]
Product VAT	[VAT]
Amount incl. VAT	[unitpriceIncl]
Created	Current date
Last modified	Current date

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.
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Explanation tabs dashboard

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

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 Billit

If orders are missing in Billit 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 Billit (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/26/opencart.html and https://faq.webwinkelfacturen.nl/category/46/billit.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: Opencart - Billit