prestashop - asperion: Manual

1.Introduction

This is the manual for the integration between Prestashop and Asperion.

This integration ensures that orders from Prestashop webshop are automatically processed to invoices or sales entries in Asperion. Because the orders go directly into the online retailer's accounting system, this saves time on financial administration. It is also possible to process payments for the Prestashop orders to Asperion. Processing payments can be requested via webcare@webwinkelfacturen.nl. Additional costs may be charged.

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 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 Prestashop and in the FAQ for Asperion.

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 in Prestashop when uninstalling the integration.

2.How the integration works

A order from the Prestashop webshop is processed to a Asperion invoice or sales entry.

New orders from your webshop are retrieved at least once per hour. If they have the correct status, they are processed to Asperion. You can set the statuses via the dashboard, tab Configuration.
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 Prestashop order:

It is checked whether the total of the Prestashop 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.

Pre-check payments
A payment is processed for every order that has been processed to Asperion and that has been paid in Prestashop. It is possible to always process the payment, regardless of the status in Prestashop. This can be requested via webcare@webwinkelfacturen.nl.

Processing orders
Processing a Prestashop 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 Prestashop order are already present in Asperion. Missing products are added to Asperion.
The Asperion invoice or sales entry is created and added.

Processing payment
Because the integration created the Asperion invoice for the Prestashop sale, the Asperion invoice is known. The payment entry is created for this invoice and processed to Asperion. Note: The invoice in Asperion must be processed. The payment entry cannot be processed if the invoice still has a draft status.

Post-check
After the order has been forwarded and a success message from Asperion has been received, the order is marked as handled. The Prestashop 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.

When forwarding the payment, the payment is also registered so that it cannot be processed again. Payments can also be reviewed via the dashboard.

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: Prestashop API key

To create the API key in your PrestaShop webshop, go to Advanced parameters - Web services via the menu.

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.

5.Installation

After the 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 Prestashop 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.

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 PrestaShop webshop:
Authentication with your PrestaShop webshop is done via the API key you created in a previous section. Click the red Connect button next to PrestaShop 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 web service is enabled in the PrestaShop webshop.

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.

Settings Asperion
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.

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 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.

Configure payment methods
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.

Setting up payment methods on clearing accounts
When processing payments, a clearing account of type Payment methods is set in Asperion. When setting up the clearing accounts, there is no (longer a) possibility to post to fixed debtors per payment method.

6.Day-to-day: From PrestaShop

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

Processing schedule: New orders from your webshop are retrieved and processed to Asperion 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. The order status of these orders is checked to determine if they should now 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 Asperion.

Please note: Due to the load on our systems, we go back a maximum of 3 months in time to check the status of orders and process them anyway. In addition, the number of orders that can be checked is limited to 300. Therefore, ensure that orders are completed in a timely manner so that the integration can process them and you do not have to manually re-enter them.

Order and invoice numbers: It is possible to provide the Prestashop order or invoice number to the Asperion invoices or sales entries. When processing the invoice number, we only process the number and not the fixed prefix that is sometimes set in Prestashop. Sometimes it is desirable for reconciliation to process the checkout ID or cart ID of the Prestashop, but unfortunately, we cannot read those via the PrestaShop API. Here is an explanation of how other Prestashop webshop owners have solved this: Cart ID Prestashop.

Payments (if activated)
When processing payments, the integration checks every day the Prestashop orders that have been successfully processed to Asperion. If the order has been processed, a payment will be created in Asperion for this order.

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 validity of the VAT number.

VAT calculation: Prestashop webshops sometimes have VAT rates for all countries with characters from the respective country in the name. For example for Cyprus or Greece. In that case, the integration cannot store the VAT rates. We advise adjusting the names of the VAT rates in the webshop. An explanation can be found here: VAT rates Prestashop.

Field-level specification orders

Specification Prestashop order. +-

Below is an elaboration at field level when retrieving orders. The general values in the order, the order lines, discounts, surcharges are addressed, the shipping costs and the debtor details.
Name field	Values from Prestashop order
Order-identifier	[id]
Order number	[reference]
Invoice number	[invoice_number]
Date	[date]
Order date	[date_add]
Status order	[current_state]
Payment method	[payment_details][method_title]
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	[total_products_wt + total_shipping_tax_incl + total_wrapping_tax_incl - total_discounts_tax_incl]
Order total excl VAT	[total_products + total_shipping_tax_excl + total_wrapping_tax_excl - total_discounts_tax_excl]
Total VAT order	Order total incl - Order total excl
Delivery country	[], please note that the country of delivery is NOT used here.
ICP indication	The integration determines as follows whether it concerns an ICP order: If [total_paid_tax_incl] is unequal to 0 And the fields [total_paid_tax_incl] and [total_paid_tax_excl] are equal to eachother And the delivery country is not the same as the country of the Prestashop 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 [total_paid_tax_incl] is unequal to 0 And the fields [total_paid_tax_incl] and [total_paid_tax_excl] are equal to eachother And the delivery country is not the same as the country of the Prestashop 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 Prestashop order lines. +-

To read the order lines, the integration takes the field [orderlines]. In Prestashop, 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 Prestashop 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 Prestashop 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 Asperion	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 Prestashop payment costs - lines. +-

Only the payment method and possibly the set debtor are retrieved here. Payment costs are not in the Prestashop order, so they cannot be processed either.

Specification Prestashop discount rules. +-

To read the order lines, the integration takes the fields total_discounts_tax_excl] and total_discounts_tax_incl]. This concerns a discount on the entire order. The integration calculates the discount proportionally back to the VAT percentages in the shopping cart.
Name field	Values from Prestashop discountline
Amount	1
Description	Discount <>
Line amount incl VAT	Relative with value [total_products_wt]
Line amount excl VAT	Relative with value [total_products_wt] and the VAT percentage
VAT code and accounts Asperion	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 Prestashop surcharges +-

Name field	Values from Prestashop surcharge-fields
Amount	1
Description	Surcharge
Amount excl VAT	[total_wrapping_tax_excl]
Amount incl VAT	[total_wrapping_tax_incl]
VAT amount	[total_wrapping_tax_incl] - [total_wrapping_tax_excl]
VAT percentage	Amount incl - Amount excl A percentage greater than 0.204 and smaller than 0.21 is rounded to 21%.
VAT code and accounts Asperion	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 Prestashop customer details +-

Name field	Values from Prestashop customer
A customer's addresses must be retrieved separately in the webshop. This works as follows: The integration retrieves the addresses via field [id] of the customer. Subsequently, the integration first searches for the address that matches the address ID in the Prestashop order. If this address is not present, the integration searches for the address with the same first and last name. If this address is also not present, the integration takes the first address. A similar method is used to determine the delivery address.
Customer	Customer fields Email - [email]
Address	Address-fields First name - [firstname] Last name - [lastname], part of the first space Company name - [company] Addressline1 - [address1] Addressline1 - [address1] Zipcode - [zipcode] City - [city] Iso country code - [iso_code], the iso code is retrieved from the Prestashop webshop with a separate request based on field [id_country] Country - Based on the iso country code and our own reference table between ISO code and country name Phone nr - [phone] VAT number - [vat_number]

Specification Prestashop payments +-

Name field	Values from Prestashop order line
Payment-identifier	[order_payment][id]
Paymentmethod-id	[order_payment][payment_method]
Payment method	[order_payment][module] - [order_payment][payment_method]
Order-id and transaction-id	[id] from the order
Transaction-id	[order_payment][transaction_id] from the order
Amount	[order_payment][amount]
Date	[order_payment][date_add]

7.Day-to-day: To Asperion

Create transactions
For orders in Prestashop, 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 payments
For orders in Prestashop, payment transactions are created in Asperion. The payment transaction consists of two lines, one line for the payment and one for the associated invoice. To create a payment transaction, the corresponding invoice must therefore already be in Asperion.

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 Prestashop and Asperion can be found in this FAQ read here.

Automatically sending invoices
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

Invoice or sales transaction elaboration +-

Below is an specification at field level for the creation of an invoice or sales transaction.
Name field	Values from Prestashop order
Date	orderdate
Customer number	[debtorcode] from Asperion
Subject / Reference	This field is composed of the order number and/or (credit) invoice number Order number If the invoice number is known, / invoice number is added If a credit invoice number is known, / credit invoice number is added If an affiliate number is known, # affiliate number is added
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	Determine the clean payment methods, so without _ and -, in lowercase Search the merchant's payment methods for the payment method in Asperion If found return it, otherwise the payment method is not provided
lines	Quantity Unit price excl. VAT Line price excl. VAT Booking type: G or A Product description VAT code - as configured on the dashboard General ledger account - as configured on the dashboard

Invoice lines specification products, shipping and payment costs and surcharges +-

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: If the merchant processes invoices AND the product can be found in Asperion, the booking type is A (Article). This type usually occurs in the product lines of the sale. If the merchant creates sales transactions in Asperion or the product is not in Asperion, the entry type is G (General Ledger Account). This type usually occurs in lines for shipping costs, surcharges, etc.
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 If the merchant has VAT incl. in the contract, the unit price is the price incl. VAT from the order. The line indicates that it concerns an amount incl. VAT via the field [unitPriceIncludingVat]. Otherwise, the unit price is the price excl. VAT from the order. In this case, the line price excl. VAT is also provided in the field [amount].
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.

Invoice lines specification discount +-

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 If the merchant has VAT incl. in the contract, the unit price is the discounted price incl. VAT from the order. The line indicates that it concerns an amount incl. VAT via the field [unitPriceIncludingVat]. Otherwise, the unit price is the discounted price excl. VAT from the order. In this case, the discounted price excl. VAT is also provided in the field [amount].
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.

Payment specification +-

Below is a specification at field level for the creation of a payment.
Name field	Value	Remark
Date	2023-08-01	Current date
Journal	40	Memo journal
Description	Payment identifier - invoice number	Number of the Asperion invoice
Transaction lines
Payment information line	Payment date Payment identifier Amount VAT amount Suspense account payment	The VAT amount is 0
Line Asperion invoice	Invoice date Debtor identifier Identifier invoice Invoice number invoice Debtor account number Negative payment amount

Field level specification customer +-

Name field	Values from Prestashop 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	email
Payment condition	paymentcondition

Field level specification product +-

Name field	Values from Prestashop 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

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 Prestashop webshop, and when, have been transferred to Asperion.

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 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:
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 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.

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/27/prestashop.html and https://faq.webwinkelfacturen.nl/category/13/asperion.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: Prestashop - Asperion