prestashop - exactonline: Manual

1.Introduction

This is the manual for the integration between Prestashop and Exact Online.

This integration ensures that orders from Prestashop webshop are automatically processed to orders, invoices or sales bookings in Exact Online. 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 Exact Online. This can be requested via webcare@webwinkelfacturen.nl. Additional costs will be charged for this option.

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 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 Prestashop and in the FAQ for Exact Online.

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 an Exact Online invoice, order or sales booking. The desired option can be configured via the Configuration tab of the dashboard. There is even the possibility to have direct sales invoices created in Exact Online. This option cannot be configured via the dashboard - it causes too much confusion - but you can request it from us.
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. If they have the correct status, they are processed to Exact Online. 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 Exact Online 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 Exact Online 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 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 Prestashop order are already present in Exact Online. Missing products are created.
The Exact Online invoice, order or sales booking is created and added.

Process payments
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.

Post-check
After the order has been forwarded and a success message from Exact Online has been received, the order is marked as handled. The Prestashop 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: Prestashop API key

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

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

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 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.

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.

Exact Online Authentication
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.

Extra settings Exact Online
Orders from Prestashop 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.

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 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.

Configure payment methods
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.

Setting up payment methods on clearing accounts
When processing payments, a clearing account of type Payment methods is set in Exact Online. 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 Exact Online 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 Exact Online.

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 Exact Online orders, invoices or sales bookings. 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 Exact Online. If the order has been processed, a payment will be created in Exact Online 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 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.

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 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.

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 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.

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 Exact Online

Below, the creation of new transactions in Exact Online - orders, invoices, sales entries - is detailed at field level. The orders, invoices, and sales entries will always have the status Draft. When creating orders or invoices, new products may be created. When creating orders, invoices, or sales entries, new debtors may be created. The creation of debtors and products is also detailed at field level.

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 Prestashop 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.

Create payments
Payments from Prestashop 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

Field-level specification of the Exact Online order. +-

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 Prestashop.
Your reference	3300	The order number from the order in Prestashop.
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 Prestashop 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 Prestashop order. This option is disabled by default. On request, the currency from the sale can be added

Field-level specification of the Exact Online invoice. +-

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 Prestashop 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.

Specification at field level Exact Online sales entry. +-

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 Prestashop.
Your reference	7800
Payment reference	7800
Sales entry lines
Description	hard floor brush	Name of the product in the Prestashop 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.

Field-level specification of the Exact Online memo-booking. +-

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

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 Exact Online.

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 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:
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 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.

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/19/exact-online.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 - Exact Online