shopify - eboekhouden: Manual

1.Introduction

This is the manual for the integration between Shopify and e-Boekhouden.

This integration ensures that orders from the Shopify webshop are automatically processed to mutations or invoices in e-Boekhouden. Because the orders arrive directly in the retailer's accounting system, this saves time on the financial administration.

Are you using the Shopify POS then the sales from this POS of one day can be placed as one day mutation in e-Boekhouden. This option can be requested via webcare@webwinkelfacturen.nl. Additional costs are associated with this option. It is also possible to process payments for the Shopify orders to e-Boekhouden. 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. The integration is not suitable for updating customers in e-Boekhouden, printing packing slips, or synchronizing products/inventory. The integration works only with the payment status in the Shopify order, where you can configure which statuses should trigger forwarding the order (for example 'processing', 'paid' / 'refund'; multiple statuses are possible).
An order is forwarded to e-Boekhouden only once. Changes made after the order has been forwarded will not be applied in the accounting system. Any adjustments must therefore be handled via the refund process in Shopify or updated manually in e-Boekhouden.
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 Shopify and in the FAQ for e-Boekhouden.

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Install integration
You install this integration from the Shopify App store. If you search for webwinkelfacturen, our apps will appear automatically. You can recognize us as a supplier by the blue gear icon. If you click on the App, you will see a description and the Add app button. Upon activation, you will be automatically guided through the configuration screens.

When you click the Add app button, you must first authorize the integration to read and possibly even write data from your webshop. This is indicated in the next screen. You also need to approve the monthly fee for the integration. Once you have approved the monthly fee, the connection with Shopify is established and you will be automatically redirected to your personal dashboard.
The installation is complete when both connection dots are green, and the settings in the Configuration tab have been entered and saved.

Important: Once the integration is installed, always log in to the dashboard via https://uwkoppeling.webwinkelfacturen.nl, and not via the appstore

There is a 30-day free trial.

The integration is a real-time integration. Once an order has reached a certain status, it will be processed to your accounting system as quickly as possible.

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
If you want to terminate the integration, you can simply remove the app from the app store in your backend.

Are you switching to another accounting system and want to create a new integration? You can install the new app from the app store in your backend. Make sure you are logged out of the dashboard of the old integration and preferably start the new installation in an incognito browser.

Are you switching to another webshop system? Via our integrations page you can see whether you install it from the relevant app store, or by means of an installation link.

Has the installation been successful, but do you see in the dashboard of the integration the old license key still present when you click the dropdown arrow next to the key (even though that app/key has been deleted)? If so, please send us an email requesting that the old key be removed.

2.How the integration works

A order from the Shopify webshop is processed to an e-Boekhouden mutation or invoice. By default, the integration processes to mutations. The option invoices can be requested via webcare@webwinkelfacturen.nl.

Shopify works with webhooks. We receive a notification whenever a new order is created in your webshop or when an order is changed. If the order order can be processed—this depends on the status—the integration places the order order in the processing queue. Depending on the processing queue's volume, the order will be processed quickly or slightly later. Generally, queues move quickly.

In addition to the webhooks, a sweep is done daily. This means that the integration checks daily whether all webhooks have been received correctly. If any webhooks are missed, those orders are still retrieved and forwarded.
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Processing daily revenue
When processing daily revenue, the integration creates a day mutation containing the sales and payments of the previous day. This can be split by VAT rates or based on categories.

Note: Foreign orders are never part of the daily invoice. Foreign orders are orders delivered outside the country of the webshop. If a daily invoice is chosen, payments can no longer be processed separately. That option will no longer be available.

Pre-check orders
At the start of processing an order, we perform a number of checks on the Shopify order:

It is checked whether the total of the Shopify 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 e-Boekhouden for the VAT in each line.
It is checked whether the order has not already been processed.

Pre-check payments
A payment is only added if the status of the payment is succes. A payment is only processed if the corresponding order has been processed first.

Processing orders
Processing a Shopify order to e-Boekhouden takes place in three steps:

The integration first checks if the debtor is already present in the accounting system. If not, the integration creates the debtor in e-Boekhouden. For a new debtor, we must provide a Code field. This becomes the debtor number in e-Boekhouden. We use the same logic here as e-Boekhouden. Matching of debtors between Shopify and e-Boekhouden is based on email address.
Products With the invoices option, the integration uses the SKU in the invoice lines. If this product is not present in e-Boekhouden, e-Boekhouden will reject the invoice or post it to a random product. Unfortunately, the integration cannot create new products in e-Boekhouden.
The e-Boekhouden transaction (mutation, invoice) is created and processed.

Steps for processing payment
When processing payments, the integration retrieves the mutation from e-Boekhouden that was created based on the related sale. The integration checks if this mutation is still outstanding. If so, the integration creates the payment mutation.

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

If e-Boekhouden 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 e-Boekhouden later in the manual.

3.Required: e-Boekhouden codes

Registrations from March 14, 2025

To establish the integration with e-Boekhouden, you need an API token. You can find this API token via Administration > Connections > API > e-Boekhouden API > Next. We recommend entering a clear name and an end date one year in the future. Please note that after this end date, you will need to re-establish the connection with the integration.

Registrations before March 14, 2025

To establish the integration with e-Boekhouden.nl, special codes are required. These are:
- username
- Security code 1
- Security code 2

4.Installation

After installation, check using this FAQ, whether the integration works.

You install the integration between Shopify and e-Boekhouden from the Shopify App store. First, the connection with your webshop is established and you authorize the integration to read data from your webshop. If you use the Shopify POS (Shopify POS) and want to administer the revenue from this POS per day as one day mutation in e-Boekhouden, please contact us. For this extra option, a modest fee of $5 extra per month will be charged.

Activating the integration now continues with:
1. Accepting the terms and conditions.
2. Establishing the connection with e-Boekhouden. This authorizes the integration to write transactions to your e-Boekhouden administration and read information.
3. The configuration itself.
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Accept terms and conditions
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.

e-Boekhouden Authentication
The red dot and the red Connect button for e-Boekhouden on the Configuration screen indicate that the connection with e-Boekhouden is not yet valid. To activate the connection, click the red Connect button. You will then see a screen containing fields for a username and two security codes. Here, you enter the username and the two security codes you determined in the previous section.

Processing status
You can specify which statuses orders should be processed to e-Boekhouden. You can select multiple statuses. The integration will never forward orders twice. The integration is protected against this.

Invoice layout
For e-Boekhouden invoices, an invoice template must be provided. Unfortunately, the integration cannot retrieve the invoice templates in the e-Boekhouden administration. Therefore, the integration uses the name 'Invoice template' as default. If you want to use a different invoice template, you can enter the name of the template when clicking Edit.

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 e-Boekhouden. You can always make changes by clicking the blue 'Edit' button and selecting an option from the drop-down menus.

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.

OSS settings
If you are dealing with OSS - new regulations as of July 1, 2021 - it can be configured as follows.

If you use the NL VAT rates, the following remains applicable:
- in the column VAT Code the VAT code with the relevant percentage
- in the column revenue account a revenue account for the net revenue, the payment and shipping costs
- the VAT account column has no function in this case

If you calculate with VAT percentages of the country of delivery in the webshop, please fill in the following:
Per EU country, except NL
- in the column VAT code the VAT code VAT_OSS
- in the VAT account column, a Balance Sheet account for the VAT to be paid in the respective country
- in the column revenue account a revenue account for the net revenue, the payment and shipping costs

Only when using VAT code VAT_OSS, the entry will take place based on the configured VAT account in the Configuration. For other codes, the VAT account is determined in e-boekhouden based on the code.

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 e-Boekhouden 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 e-Boekhouden for an ICP order.

Please note: Unfortunately, Shopify does not allow us to read the payment methods you use in your webshop. Therefore we work with a fixed list of payment methods. It may be that there are payment methods listed that you do not use and that there are payment methods not listed that you do use. There is a workaround for this, described in this faq.

This option is only available when processing to Invoices.

Setting up payment methods on clearing accounts
When processing payments, a suspense account of type Payment Methods is configured in e-Boekhouden. When setting up the suspense accounts, there is no option to post to fixed debtors per payment method.

Categories
It is possible to process revenue based on product categories. You can configure the general ledger accounts here. We recommend a maximum of 40 categories, and there is a technical maximum of 99 categories. When accounts are configured at the category level, they take precedence. The revenue accounts set under the VAT rates will no longer apply.

5.Day-to-day: From Shopify

Processing schedule: Shopify works with webhooks. We receive a notification as soon as a new order is created in your webshop or if an order changes. If the order can be processed - this depends on the status - then the integration places the order in the processing queue. Depending on the activity in the processing queue, the order is processed quickly or slightly later. In general, the queues move quickly.

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 e-Boekhouden.

The integration performs an extra check for orders in the Shopify webshop that are loaded from Bol.com or Amazon. This loading happens via an external app that the Shopify merchant can enable. For these imported orders, the integration performs an extra check whether the VAT is present in the order. If not, the order will not be processed. See our FAQ for more information.

Old orders processing
It is possible to process orders that are already in the Shopify webshop via a migration. You can request this via webcare@webwinkelfacturen.nl. We ask a modest fee for this. We cannot process orders from more than two years ago.
Note: Because the Shopify integration works with webhooks, you should not import orders retroactively in your Shopify webshop after activating the integration. If you do this and for example import 500 orders at once or change the status of 500 orders, our platform will receive all these changes and start processing them. This creates a disproportionate load on our network.

Processing daily revenue
When processing daily revenue, the integration retrieves the receipts from the previous day from the POS system in the morning. The integration combines these receipts into one day mutation and places it in e-Boekhouden.

Payments (if activated)
When processing payments, the integrations checks daily the Shopify orders that have been successfully processed to e-Boekhouden. If the order has a valid payment—a transaction with the success status—then that payment will also be processed to e-Boekhouden. Checking Shopify orders is performed six times per day.

Note: The integration does NOT process payments for returns. This is because returns often don't go through the payment integrations, resulting in incorrect payments being processed in e-Boekhouden.

Refunds
If you want the integration to process refunds in addition to orders, you can enable the status refund or partially_refunded in the Configuration tab under Status process sales. Refunds must be created correctly in Shopify, meaning the refund must be applied to the order lines. Unfortunately the integration cannot process a refund that only contains an amount. For more information see: FAQ.

Please note: For refunds, the integration goes back a maximum of 30 days in time. Also, the integration only processes a refund if the integration has previously processed the order to which the refund relates.

Please pay special attention to the following
The integration will not read or pass many fields from a Shopify order to e-Boekhouden. In particular, the note_attribute fields and the custom fields are not included. This is because different webshops use these fields differently. Because our integrations must work for all webshops, we cannot configure this for individual merchants.

Pay special attention to fields that are added via a plugin. There is a significant chance that the integration will not process these fields.

Field-level specification orders

Specification Shopify order. +-

Below is an elaboration at field level when retrieving orders. The general values in the order and the order rules are discussed, the shipping costs, the debtor details and the payments.
Name field	Values from Shopify order
Order-identifier	[id]
Order number	Is determined as follows: If the merchant has filled in a default prefix, the order number starts with this prefix. Shopify retailers use these prefixes to distinguish between different webshops if they sell from multiple webshops. The prefixes are NOT intended to make a distinction in years. The [order_number] field is added If the field [name] is filled in the order and the value of [name] is not part of the field [order_number] then - [name] is added to the order Example: If a prefix WW1- is set, and the order [order_number] has 5374 and [name] BOL - 1234567 then the full order number becomes WW1-5374 - BOL - 1234567.
Invoice number	Is determined as follows: If for the Shopify merchant it is set that the Payment-id must be used, then the invoice number is set equal to the payment-id. This option can be used, for example, to pass the Mollie transaction ID from the order to the accounting system. In all other cases, the invoice number is set equal to the Shopify checkout-id
Booking date	[created_at]
Order date	[processed_at]
Status order	[financial_status]
Payment status	if the status of the order is paid then paid, otherwise no payment status
Payment reference	[order_number]
Affiliate number	Is determined as follows If present, the payment_id from the [transactions] of the Shopify order is used If this payment_id is present, it is checked whether a reference to a Bol occurs anywhere in the note_attributes of the order and the value stated there is added to the affiliate number. The latter is often not necessary because the Bol reference also appears in the [name] of the order.
Valuta	[currency] if present
Payment method	field [gateway] in [transactions]
Order total incl. VAT and discounts	[total_price]
Total VAT order incl. discounts	Value in [total_tax], or, if that value is 0, the value from [current_total_tax]. When using [current_total_tax], there's an additional check. The VAT lines in the order must add up to the value in [current_total_tax].
Order total excl. VAT and discounts	Difference between the two lines above
ICP indication	The integration determines as follows whether it concerns an ICP order: If the merchant has configured a margin, it is never an ICP order If the delivery address is known, the country from the delivery address is used to determine whether it is an ICP order. If the delivery country is not known, the country in the billing address is used. If the country is not an EU country, then it is not an ICP order If the country is the same as the country of the webshop, it is not an ICP order. Therefore, an order to a Dutch address from a Dutch webshop is never an ICP order. Likewise, an order to a Belgian address from a Belgian webshop is also never an ICP order. If the order total equals 0, it is never an ICP order. The reason is that with a 0-euro order it cannot be determined why the order has 0-euro VAT — whether it is because it is ICP or not. For ICP orders a VAT number is mandatory. To avoid this additional restriction, the integration determines that ICP does not apply to a 0-euro order. If the VAT is not equal to 0, with or without discount, then it is never an ICP order In all other cases it is an ICP order.
International indication	The integration determines as follows whether it concerns an international order: If the delivery address is known, the country from the delivery address is used to determine whether it is an ICP order. If the delivery country is not known, the country in the billing address is used. If the country is an EU country, then it is not an international order If the integration has a separate VAT configuration for the country, it is not an international order. This applies for example to countries such as Norway, Switzerland and the United Kingdom. If the order total equals 0, it is not an international order. For 0-euro orders the integration cannot calculate VAT correctly. If the VAT is not equal to 0, with or without discount, then it is not an international order In all other cases it is an international order.
Discounts	Discounts are determined as follows: For all lines, the discounts are added together and the shipping cost discount is also added This amount is compared with the total discount on the order - field [total_discounts] An extra discount line is added with the difference between the above values if this difference is not equal to 0 Subsequently, all discount rules are grouped per VAT percentage and the VAT codes / accounts from e-Boekhouden are determined.

Specification Shopify order lines. +-

To read the order lines, the integration retrieves the [line_items] field. Multiple order lines can be included in the order, and the integration reads these lines one by one.
Name field	Values from Shopify order line
Productid	[product_id]
categoyid	Category associated with the product
Amount	[quantity]
SKU	[sku]
Description	[name]
VAT percentage	The VAT percentage is determined as follows: If the field [tax_exempt] in the order has the value 1, then no VAT is charged. If the field [taxable] in the order line has the value 0 or is empty, then no VAT is charged. If the line price after applying a possible discount equals 0 — meaning a free product — then the VAT percentage used is the one listed in [tax_lines]. In practice [tax_lines] usually consists of one line. If the amount in the line is not equal to 0, the VAT percentage is only used if the VAT amount in [tax_lines] is not equal to 0. If the VAT amount equals 0, a VAT percentage of 0% is used for this order line.
Amounts excl. VAT	The amounts excluding VAT are determined as follows: If the webshop uses prices excluding VAT, then the line price excluding VAT equals [price] If the webshop uses prices including VAT, then the line price excluding VAT equals [price]/(1 + VAT percentage) For unit prices, meaning prices per item, the line price is divided by the value in the field [quantity]
Amounts incl. VAT	The amounts including VAT are determined as follows: If the webshop uses prices including VAT, then the line price including VAT equals [price] If the webshop uses prices excluding VAT, then the line price including VAT equals [price] (1 + VAT percentage)* For unit prices, meaning prices per item, the line price is divided by the value in the field [quantity]
Discount in order line	The discount in the order line is determined as follows: If the field [total_discount][ in the line has a value not equal to 0, that value is used as the line discount. Otherwise the integration checks the values in [discount_allocations] and uses the sum of the fields [amount] in those lines as the discount. For discounts, the inclusive/exclusive VAT handling depends on the webshop settings. Using the VAT percentage, the correct amounts for discounts including and excluding VAT are calculated.
VAT code and accounts e-Boekhouden	These are determined based on the settings, the VAT percentage and the delivery country. This also takes into account whether it is an ICP or international order. When processing by categories, the revenue account of the category is used. This can be set via the dashboard.

Specification Shopify shipping costs. +-

To read the shipping costs, the integration uses the field [shipping_lines]. There can be multiple shipping lines. For the name and VAT percentage only the first line is used, while the amounts from all shipping lines are summed. In most cases there will be only one shipping cost line.
Name field	Values from Shopify order line
Description	[title] from the first shipping cost line
VAT percentage	Sum of the values in field [rate] from the [tax_lines] in the first shipping cost line.
Shipping costs excl VAT	The shipping costs excluding VAT are determined as follows: If the webshop uses prices excluding VAT, the shipping costs excluding VAT equal the sum of the fields [price] in the shipping lines. If the webshop uses prices including VAT, the shipping cost excluding VAT equals the sum of the fields [price]/(1 + VAT percentage) in the shipping lines.
Shipping costs incl VAT	The shipping costs including VAT are determined as follows: If the webshop uses prices excluding VAT, the shipping costs excluding VAT equal the sum of the fields [price] in the shipping lines. If the webshop uses prices incl. VAT, the line price incl. VAT is equal to the sum of the fields [price] (1 + VAT percentage)* in the shipping lines.
VAT code and accounts e-Boekhouden	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 Shopify customer. +-

Name field	Values from Shopify customer
Email	If present [email] otherwise [contact_email]
Invoice address	If present based on [billing_address] in the Shopify order First name - [first_name] Last name - [last_name] Company name - [company] Addressline1 - [address1] Addressline2 - [address2] Zipcode - [zip] Phone nr - [phone] City - [city] Iso-countryode - [country_code] Country - is calculated based on the iso country code If there is no billing address and there is a shipping address, then the billing address is set equal to the shipping address. If there is no billing address and no shipping address, the information in [customer] and [customer][default_address] is checked.
Shipping address	If present based on [shipping_address] in the Shopify order First name - [first_name] Last name - [last_name] Company name - [company] Addressline1 - [address1] Addressline2 - [address2] Zipcode - [zip] Phone nr - [phone] City - [city] Iso-countryode - [country_code] Country - is calculated based on the iso country code If there is no shipping address, so [shipping_address] does not appear in the order, the shipping address remains empty.
VAT number	The VAT number is determined as follows: The list [note-attributes] is read per line. If the name equals vatnumber, vat_number, vatnr, vat_nr, vatid, vat-id, vat_id or Vat Registration Number, the value in that line is used as the VAT number. If no VAT number is found, the integration checks the information in [customer][note]. If the value in [customer][note] has a maximum length of 34 characters and the first two letters match the first 2 or 3 characters of [customer][note], then that value is used as the VAT number. Note: Greece uses a different country code, namely EL. This is taken into account in this step. If the VAT number is still not found, the integration checks whether the value in [customer][note] starts with the text vat registration number. If so, the text after : is taken as the VAT number. If no VAT number is found, the integration checks the information in [note]. If the value in [customer][note] has a maximum length of 34 characters and the first two letters match the first 2 or 3 characters of [customer][note], then that becomes the VAT number. Please note: A different country code applies to Greece, namely EL. This is taken into account in this step. If a VAT number is found in one of the above steps, the integration checks its validity via the VIES validation service. If it is a valid VAT number it will be used, otherwise the VAT number remains empty.

Specification Shopify payments. +-

This is used when payments are processed separately to e-Boekhouden. This option can be requested via webcare@webwinkelfacturen.nl. Additional costs are associated with this option.
To determine the payment details, the integration uses the field [transactions]. Multiple payments may have been made for an order, so with multiple payment methods. At this moment, only the first payment is used, so [transactions][0].
Name field	Values from Shopify order
The paid amount	[amount]
Valuta	[currency]
Payment method	[gateway]
Status	[status]
Transaction-id	[authorization]
Payment date	[processed_at]

6.Day-to-day: To e-Boekhouden

Below is the creation of new transactions in e-Boekhouden - invoices or mutations mutations - detailed at field level.

Creating invoices / sales transactions
The orders from Shopify are imported into e-Boekhouden as mutations or invoices. For each order, the VAT and ledger account are provided as configured during the installation of the integration.

When creating an OSS invoice or mutation in e-Boekhouden, for each line in the Shopify order two lines appear in the e-Boekhouden mutation / invoice. The first line in the e-Boekhouden mutation / invoice contains the amount excl VAT and the second line the VAT amount. The first line is posted to a revenue account, the second line to a VAT account. The revenue and VAT accounts can be configured via the Configuration tab of the dashboard.

When creating invoices or mutations, descriptions and invoice numbers can be adjusted. Below are the options for creating invoices and mutations in e-Boekhouden. When creating invoices, new debtors may be added to e-Boekhouden.

Please note: When creating mutations, the integration provides a sales number. If a mutation with that number already exists, the existing mutation will be overwritten. Therefore, always ensure that sales numbers are unique, especially if you have multiple integrations feeding into a single e-Boekhouden account.

If your integration was installed after March 14, 2025, and the integration processes to Invoices, these are invoices without a corresponding mutation. We can change this to Invoices with a corresponding mutation. In that case, the invoice can no longer be modified in e-Boekhouden.

Creating new debtors
When creating a mutation or invoice in e-Boekhouden, the code of the relation in e-Boekhouden is used. The integration first checks if the debtor is already present in e-Boekhouden. If so, the integration will use the relation code of this existing e-Boekhouden debtor. If not, the integration creates the debtor in e-Boekhouden.

The integration creates a RelationCode for the new e-Boekhouden debtor. The procedure is the same as if you were to create the mutation or invoice in e-Boekhouden yourself. The method performed by the integration is:
1. Determine the company name and the name of the debtor. For the debtor's name, the first name is appended to the last name.
2. Determine whether the company name or personal name of the debtor is used as the base name. If the company name is present, this becomes the base name. Otherwise, the first plus last name.
3. Take at most the first 10 characters of the base name
4. Determine if the base name occurs more than once in e-Boekhouden. If so, it will have one or more sequence numbers. Determine the first available sequence number and append this to the base name.

Example: If the company name is empty and the name is Klaartje Pietersen, the base name becomes KlaartjePietersen. We take the first 10 characters of this. This results in KlaartjePi. If this already occurs 5 times and the highest is KlaartjePi4, the debtor code becomes KlaartjePi5.

Matching between and e-Boekhouden for debtors is based on the email address.

Please note: The integration will never modify debtors in e-Boekhouden. The email address field is used for matching debtors. For integrations started before October 28, 2023, that process to e-Boekhouden mutations, we provide the debtor data within the mutation, and e-Boekhouden determines the debtor code itself.

Create products
Unfortunately, the integration cannot create new products in e-Boekhouden through the e-Boekhouden connection possibilities.

Creating payment transactions
Payments from Shopify are imported into e-Boekhouden as mutations. For each payment, the financial account is provided as configured in the integration settings. If you want to change this account, you can easily do so via the Configuration tab of the dashboard. To process a payment, the integration attempts to find the corresponding item in e-Boekhouden. Since the sale has also been processed under the same key, the integration will attempt to find the mutation for the processed sale.

If the mutation cannot be found, is not outstanding, or the outstanding amount does not match the payment amount, the payment will not be processed to e-Boekhouden.

Processing without outstanding item
It is possible to process payments for which there is no outstanding item to e-Boekhouden. To do this, we need to adjust a contract setting. It is certainly not the best method, so we advise using this sparingly or not at all. Please note: There are two things to keep in mind when processing payments to e-Boekhouden:

There is a technical limit to the number of outstanding items the integration can retrieve. We cannot say exactly where that limit lies, but a few hundred outstanding items is very many.
e-Boekhouden has its own reconciliation option. This means that if payments come in through the bank book, for example, and the debtor and order number match, e-Boekhouden automatically matches that payment to the sales mutation. e-Boekhouden does not take the outstanding amount into account because there may also be partial payments. Always ensure that the order numbers of the mutations are unique.

Specification field level creating e-Boekhouden

Field-level specification of the e-Boekhouden invoice. +-

Name	Example	Note
Invoice number	3908	This is optional; we recommend letting e-Boekhouden determine the invoice numbers itself. Then they are guaranteed to be unique and sequential. If you still want to provide the invoice number, the Shopify order number or invoice number can be used for this.
Relation code	2023031416200123	The RelationCode of the debtor in e-Boekhouden. It is possible that the debtor was added to e-Boekhouden by the integration in a previous step.
Date	2023-01-11	Order date
Payment term	14
Accounting mutation description	ORD145 - mollie	Order number - payment method (if present)
DirectDebit	false	Cannot be adjusted
Invoice template	Invoice template	The name of the invoice profile, default Invoice template. If you cannot set the invoice profile in the Configuration tab, you can provide the name to us, and we will set it.
Products		The article codes of the products in e-Boekhouden. It is possible that the integration created products in e-Boekhouden for this in a previous step.
PostInAccounting	true	Cannot be adjusted
Lines
Amount	1
Code	6940478067395	Product code in e-Boekhouden
Description	2-week extension	The description in the line
PricePerUnit	8.22	Unit price excl. VAT
VATCode	HIGH_SALES_21	As configured via the dashboard
OffsetAccountCode	8000	As configured via the dashboard
CostCenterID	0	This is never provided

Specification at field level e-Boekhouden mutation. +-

Name	Example	Note
TYPE	2	Invoice payment received, this cannot be adjusted.
ACCOUNT	1300	Usually 1300, but can be adjusted on request. Account configured for the payment method - this is a financial account in e-Boekhouden.
DESCRIPTION	ORD235	Payment payment method - sales number in payment.
INVOICE	ORD235	sales number in payment
PAYMENT REFERENCE	ORD235	order number or invoice number
DATE	01-01-2023
INEX	EX
RelationCode		Debtor from the Open Items list at the sales mutation
Lines
AMOUNTEXCL	99.09	Amount ex VAT
AMOUNTINCL	119.90	Amount incl. VAT
VATAMOUNT	20.81	VAT amount
VATPERC	HIGH_SALES_21	As set on the dashboard
OFFSET ACCOUNT	8000	As set on the dashboard

Specification at field level e-Boekhouden payment mutation +-

Name	Example	Note
MutationNo	Empty	e-Boekhouden determines this number automatically. This cannot be adjusted.
Type	InvoicePaymentReceived	This cannot be adjusted.
Relation code	Relation debtor in e-Boekhouden
Date	2023-10-02	Sales date
Description	iDEAL - 123 - trx_qwer	Payment method - mutation number - transaction_id
Invoice number	90282	Invoice number
Entry document	tr_qwer	transaction ID payment
Payment term	14	Not editable
InExVAT	IN	Not editable
Line	Input amount Amount incl VAT - is equal to input amount Amount excl VAT - is equal to input amount VAT amount - is 0 VAT code - NONE VAT percentage - 0 OffsetAccountCode - as configured via the dashboard

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.
Read more Support .... Read less Support ....

Explanation tabs dashboard

On the Dashboard >> Report you can see which orders from your Shopify webshop, and when, have been transferred to e-Boekhouden.

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 e-Boekhouden

If orders are missing in e-Boekhouden 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 e-Boekhouden (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/31/shopify.html and https://faq.webwinkelfacturen.nl/category/15/e_boekhouden.html.

Would you prefer us to handle the installation of the integration for you? That is possible. Send an email to webcare@webwinkelfacturen.nl with your request. We charge €39.50 excluding VAT for an installation. For installations, we require 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: Shopify - Eboekhouden