1.Introduction
This is the manual for the integration between Shopify and King/MUIS.
Are you using the Shopify POS then the sales from this POS of one day can be placed as one journal entry in King/MUIS. This option can be requested via webcare@webwinkelfacturen.nl. Additional costs are associated with this option.
- This integration is a financial integration. It is not a logistics integration. The integration is not suitable for updating customers in King/MUIS, 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 King/MUIS 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 King/MUIS.
- 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 King/MUIS.
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.
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
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.
Read more How the integration works .... Read less How the integration works ....
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 King/MUIS for the VAT in each line.
- It is checked whether the order has not already been processed.
Processing a Shopify order to King/MUIS happens in three steps:
- It is checked if the customer already exists in King/MUIS. If not, the customer is created. Matching is based on the email address.
- When processing to King/MUIS orders, it is checked whether the products from the Shopify order are already present in King/MUIS. Missing products are created.
- The King/MUIS journal entry or order is created and processed.
After the order has been forwarded and a success message from King/MUIS has been received, the order is marked as handled. The Shopify order appears at the Reporting tab on the dashboard.
If King/MUIS returns an error while processing the order, the order appears in the Errors tab on the dashboard. Via the yellow button More info more information about the problem can be found. Via the red button Report problem can the order with all necessary information easily be submitted to us after you have tried to resolve the problem yourself. If the problem is solved, in some cases the orders can be processed again with the blue Process button.
Data
Information about the data that is processed can be found in the section Day-to-day: To King/MUIS later in the manual.
3.Required: MUIS environmental code
To integrate with MUIS, you need to request an environment code. MUIS has a manual explaining how to do this. A shortened version follows.
Option 1: The entrepreneur / accountant works with iMUIS Online (SAAS / Web-based)
For the integration, the customer requires a subscription to the iMUIS Online Cloudswitch module for each administration. The accountant can select this for the entrepreneur via User Management. Alternatively, if the entrepreneur does not work through an accountant, the customer can take out a subscription themselves. Subsequently, the entrepreneur generates an environment code via iMUIS Online > Management > My data / Subscription / Connections tab Connections. An environment code is generated when you click on Connect with us as a partner (webwinkelfacturen). Copy this environment code. You will need it to establish the integration between the webshop and MUIS.
Option 2: The entrepreneur / accountant works with iMUIS Business Software (Windows)
In this situation, the entrepreneur must possess an iMUIS Online license, and iMUIS Online must be available on their own server. The entrepreneur generates an environment code via iMUIS Online > Management > My details / Subscription / Connections, Connections tab. An environment code is generated when you click on Connect with us as a partner (webshop invoices). Copy this environment code. You will need it to establish the connection between the webshop and MUIS.
If you use the MUIS orders option, you need to configure the following additional items in MUIS:
- Add item group 29 and enter the revenue account for this item group. New products are automatically added to this item group.
- Add webshop order type, because the orders forwarded to MUIS use this order type.
- Add the Shipping Costs shipping method to the MUIS shipping methods. Ensure that you set a default delivery condition and a preferred order method for the shipping method, and that you link the shipping method to the webshop order type.
4.Installation
Activating the integration now continues with:
1. Accepting the terms and conditions.
2. Establishing the connection with King/MUIS. This authorizes the integration to write transactions to your King/MUIS administration and read information.
3. The configuration itself.
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.
Authentication King/MUIS
You click the red Connect button for MUIS Software. You establish the connection with MUIS by entering the environment code. You determined this environment code in the previous section.
You can specify which statuses orders should be processed to King/MUIS. You can select multiple statuses. The integration will never forward orders twice. The integration is protected against this.
To process to King/MUIS financial entries, you can configure a debtors account and journal. To process to King/MUIS orders, a journal is not required.
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 King/MUIS. You can always make changes by clicking the blue 'Edit' button and selecting an option from the drop-down menus.
In the VAT rates, the integration shows a standard list of VAT rates and all EU countries. By default, the Dutch or Belgian VAT rates are filled in. The VAT percentages can be adjusted. For example, in the case of OSS, the German high VAT percentage can be adjusted to 19%.
It is possible to work with the VAT rates in the webshop. You can adjust this at the Configuration tab of the dashboard, under the option All Settings > Contract. 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.
You can create a link here between the payment methods in the webshop and a fixed debtor in your King/MUIS 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 King/MUIS 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.
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
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 King/MUIS.
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 journal entry and places it in King/MUIS.
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.
The integration will not read or pass many fields from a Shopify order to King/MUIS. 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.
| 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 and the debtor details. | ||
| Name field | Values from Shopify order | |
| Order-identifier | [id] | |
| Order number | Is determined as follows:
|
|
| Invoice number | Is determined as follows:
|
|
| 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
|
|
| 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:
|
|
| International indication | The integration determines as follows whether it concerns an international order:
|
|
| Discounts |
Discounts are determined as follows:
|
|
| 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:
|
|
| Amounts excl. VAT |
The amounts excluding VAT are determined as follows:
|
|
| Amounts incl. VAT |
The amounts including VAT are determined as follows:
|
|
| Discount in order line |
The discount in the order line is determined as follows:
|
|
| VAT code and accounts King/MUIS | 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. | |
| 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:
|
|
| Shipping costs incl VAT |
The shipping costs including VAT are determined as follows:
|
|
| VAT code and accounts King/MUIS | 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. | |
| Name field | Values from Shopify customer |
| If present [email] otherwise [contact_email] | |
| Invoice address |
If present based on [billing_address] in the Shopify order
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
|
| VAT number |
The VAT number is determined as follows:
|
6.Day-to-day: To MUIS
Creating invoices / sales transactions
The orders from Shopify are imported into King/MUIS as financial entries or orders. For each order, the VAT and general ledger account are provided as configured during the installation of the integration.
When creating entries / orders, new debtors and/or products may be added to King/MUIS.
When processing customer information, it is first checked whether the customer has been processed before. If so, this King/MUIS debtor is used as the debtor for the King/MUIS transaction. If the customer is not yet known, they are added to King/MUIS. Matching is based on email address. Please note: The integration only creates debtors. The integration does not modify debtors.
Product VAT: When creating new products - orders option - in King/MUIS, the integration uses the VAT percentage in the order line. This means that products in ICP and International orders will be created with 0% VAT in King/MUIS. After all, the integration has no other VAT percentage available for the product.
Item group: Products are placed in item group 29. This item group must be present in the MUIS administration.
Dummy products The integration does not work with dummy products because shipping costs and other costs are included as an amount in the header of the order.
Please note: Products are only created in King/MUIS. Products in King/MUIS are never modified.
The integration creates an order or financial entry in King/MUIS, not an invoice. Therefore, the integration cannot ensure that an invoice is automatically sent from King/MUIS.
Field-level specification King/MUIS
| Name | Example | Note |
| Total line | ||
| Journal | 41 | |
| Account | 13317 | King/MUIS debtor code |
| Offset account | 2975 | Debtors account - adjustable via the dashboard |
| VAT | 0 | |
| Invoice | 14194 | order number, consists only of the digits of the order number. Upon request the invoice number. |
| Date | 01-03-2023 | order date |
| Year | 2023 | |
| PN | 3 | period |
| Description | 14194 | order number, including letters and other characters. |
| Entry document | 14194 | order number, including letters and other characters |
| Entry amount | 50,08 | Total amount incl. VAT |
| Detail lines | ||
| Journal | 41 | |
| Account | 13317 | Revenue account |
| Offset account | 2975 | Debtors account - adjustable via the dashboard. |
| VAT | 0 | VAT code - as configured on the dashboard. |
| Amount | 1 | |
| Date | 01-03-2023 | order date |
| PN | 3 | period |
| Year | 2023 | |
| Entry document | 14194 | order number, consists only of the digits of the order number |
| Entry amount | -14.99 | Line amount incl. VAT, on request excl. - multiplied by (-1) |
| VAT amount | -2.60 | Multiplied by (-1). |
| Description | Sale 23456 | Product name |
| Name | Example | Note |
| Debtor ID | [id] | |
| Date | 2023-11-23 | order date |
| Delivery date | 2023-11-23 | order date |
| Type | webshoporder | Must be created in the King/MUIS administration. |
| Extern orderid | 1234 | |
| Reference | ORD12345 | |
| Remark | ||
| External comment | ||
| Order costs | Payment costs + surcharges - discounts, excl. VAT | |
| Shipping costs | [shipping_costs] | Excl. VAT |
| Lines |
|
| Name | Example | Note |
| House number | [DeliveryHousenr] | If [DeliveryHousenr] is an array, then the house number field is empty. |
| Country | [DeliveryIsoCountry] | |
| Name | [DeliveryCustomername] | If a Company name is provided, then [DeliveryCompany][DeliveryCustomername] |
| City | [DeliveryCity] | |
| Postal code | [DeliveryZipcode] | |
| Address | [DeliveryAdres] |
| Name | Example | Note |
| product name | [product_name] |
If [description] is present, then the product name is [description]. Maximum length 40. |
| Articlekey | [articlekey] | Maximum length 20. |
| VAT | [taxpercentage] |
Is this < 1 dan [taxpercentage] * 100.
|
| Description | [description] | |
| Item group | 29 |
Products are placed in item group 29. This item group must be present in the MUIS administration. |
| Number | [articlekey] | |
| Selling price | [priceExcl] | |
| Selling price incl. | [priceIncl] | |
| Sourceproduct | [eannummer] |
7.Support
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 King/MUIS.What if orders are missing in King/MUIS
If orders are missing in King/MUIS 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:
- Check the error code and verify whether you can resolve it yourself.
- If yes resolve the issue and click the blue Process button to resubmit the order.
- If not use the red Report problem button to create a ticket with us.
- 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 King/MUIS (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.