prestashop - snelstart: Manual

1.Introduction

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

This integration ensures that orders from Prestashop webshop are automatically processed to orders / sales entries in SnelStart. 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 SnelStart. 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 SnelStart, 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 SnelStart.

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 can be processed to SnelStart as a SnelStart order / sales entry. The desired option can be set via the Configuration tab of the dashboard. Should this option not be available in the contract settings, please send us an email and we will set it up. To process to orders, the InBalans or InZicht package is required. For processing as sales entries, InKaart is also suitable in addition to these packages.

New orders from your webshop are retrieved at least once per hour. If they have the correct status, they are processed to SnelStart. 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 SnelStart 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 SnelStart 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 SnelStart takes place in three steps:

It is checked if the customer already exists in SnelStart. If not, the customer is created. Matching is based on the email address.
When processing to SnelStart orders, it is checked whether the products from the Prestashop order are already present in SnelStart. Missing products are created.
The SnelStart transaction (financial entry, order) is created and processed.

Process payments
When processing a payment, the integration first looks up the outstanding item in SnelStart that belongs to the invoice. The integration uses the following criteria to search for the outstanding item:

A match is performed on the amount
If a customer email address is available, a match is performed on this email address
A match is performed on the order number and the description in the payment

If the outstanding item in SnelStart is found, the memo entry is created with a reference to the identifier in the outstanding item. If the outstanding item is not found, the integration will attempt to find the outstanding item for another three days. Should the outstanding item arrive later, it can be processed via the blue Process button on the dashboard.

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

If SnelStart 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 SnelStart 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: Snelstart API key

To establish the connection with your Snelstart account, you need to create a special key. This key is a secret key that authorizes the integration to read from your Snelstart account and, for example, add debtors and sales entries to your account. Essentially, the key is a special password for the connection.

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 SnelStart. This authorizes the integration to write transactions to your SnelStart 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.

SnelStart connection
You establish the connection with SnelStart via the key you determined in the previous step. Click the red Connect button next to SnelStart. You can now enter the key in the popup window.

Journal
It is possible to set a journal. If you process to SnelStart financial entries, setting it is optional, and you fill in Debtors.

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 SnelStart. 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 SnelStart 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 SnelStart for an ICP order.

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

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 SnelStart orders / 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 SnelStart. If the order has been processed, a payment will be created in SnelStart 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 SnelStart	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 SnelStart	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 SnelStart	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 Snelstart

The synchronization of data between Prestashop and SnelStart is as follows.

Create transactions
The orders are imported into SnelStart as orders or financial entries.
By default, the integration is set up to create financial entries. This choice can be changed in the contract settings in the dashboard, Configuration tab, or can be requested from us via email. To process to orders, the InBalans or InZicht package is required. For processing to financial entries, InKaart is also suitable in addition to these packages.

Create debtors
When processing customer information, it is first checked whether the customer has been processed before. If so, this SnelStart debtor is used as the debtor for the SnelStart transaction. If the customer is not yet known, they are added to SnelStart. Matching is based on email address. Please note: The integration only creates debtors. The integration does not modify debtors.

Shipping address With the SnelStart orders option, the integration includes a separate shipping address with the order, provided the shipping address differs from the billing address.

Create products
If the orders are processed to SnelStart orders, the integration first checks whether the products from the order already exist in SnelStart. The integration then adds missing products to the accounting system. If a product already exists in SnelStart, the product is not added again.
The rules for matching products between Prestashop and SnelStart can be found in this FAQ be read.

The default setting in SnelStart for item numbers is length 10 and digits only. This should be increased to length 25 and digits and letters. The reason is that at least the dummy products need this space. See also the FAQ.
Please note: The products are only created in SnelStart. Products in SnelStart are never modified.

Create payments
Payments from Prestashop are imported into SnelStart as memo entries. A reference to the sales entry will be included in the entry.

If no sale can be found for the payment, the memo entry cannot be created.

Automatically sending invoices
The integration creates an order or financial entry in SnelStart, not an invoice. Therefore, the integration cannot ensure that an invoice is automatically sent from SnelStart. It is however possible to set an invoice layout. This can be done via the dashboard https://uwkoppeling.webwinkelfacturen.nl, tab Configuration.

Field-level specification SnelStart

Field-level specification of the SnelStart financial booking. +-

Required package: InKaart, InBalans or InZicht
Name	Example	Note
Invoice date	[orderdate]	order date
Invoice number	[ordernumber]	order number / invoice number on request
Payment term	14 days	This cannot be adjusted.
Description	Order number / Invoice number / Payment method if present	Prestashop orders: order number / invoice number / payment method if present in the order
Invoice amount	The total amount of the order incl. VAT.
Customer
Id	[debtorID]	SnelStart debtor id.
uri	/relations/[debtorID]
Entry line
Description	[name]
Ledger account	As configured via the tab Configuration of the dashboard.
Amount	Amount excl. VAT.
Cost center	1 default cost center per integration.
VATlines
VAT amount	[price]
VATtype		High Low None Other

Field-level specification of the SnelStart order. +-

Required package: InBalans or InZicht
Name	Example	Note
relation
id	7382g324-8f90-76b8-h999-fv4sh870c87j	SnelStart debtor-ID.
uri	/relations/7382g324-8f90-76b8-h999-fv4sh870c87j
processStatus	Order
date	2023-03-01	order date
salesOrderVatEntryModel	Exclusive	Default Exclusive, can be adjusted to inclusive.
description	890492 / iDEAL	Order number / Invoice number / Payment method if present
payment reference	890492	Prestashop orders: order number.
memo
lines
item
id	8d76f75n-9283-9291-93m2-fv5682e34akd
uri	/items/8d76f75n-9283-9291-93m2-fv5682e34akd
description	Digital Xbox one - white
unit price	245.45	Unit price excl. VAT, on request incl. VAT - discounts are included in this amount.
quantity	1
total	245.45	Total excl. VAT, on request incl. VAT - discounts are included in this amount
salesordersjabloon
id	8fe5j5y8-h8a1-9084-760h-98k979h4ujk4
uri	/salesordertemplates/8fe5j5y8-h8a1-9084-760h-98k979h4ujk4
The SnelStart orders never have negative unit prices. With a negative unit price, the quantity and amount are multiplied by (-1).

Field-level specification of the SnelStart memo-booking. +-

Name	Example	Note
orderdate	Payment date
Sales number	[transaction-identifier]
Journal	as set in the dashboard
Memorial entry line
Description	[name]	For example payment method and postfix order number
debit	[PaidAmount]
credit	0
ledger	The clearing account as set in the dashboard
sales line
Id	Identifier of the sales entry
Amount	Amount incl. VAT of the sales entry
description	order number
Amount	[salesAmount]

Field-level specification of the SnelStart product. +-

Name	Example	Note
item code	[articlekey]
Description	[productName]
Item Revenue Group	id -> [productLedgercode] uri -> itemrevenuegroups/[productLedgercode]
ModifiedOn	[date]
isNonActive	false

Field-level specification of the SnelStart customer. +-

Name	Example	Note
relationtype	Customer
Name	[name]
Phone	[Telnr]
Mobile	[Mobile]
Email	[Email]
CoCnumber	[CoC]
Iban	[Bankaccount_iban]
SettlementAddress	[street] [zipcode] [city]
correspondence Address	Same as SettlementAddress.
vatNumber	[VATnr]

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 SnelStart.

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 SnelStart

If orders are missing in SnelStart 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 SnelStart (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/40/snelstart.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 - Snelstart