woocommerce - afas: Manual

1.Introduction

This is the manual for the integration between Woocommerce and AFAS.

This integration ensures that orders from Woocommerce webshop are automatically processed to orders or financial entries in AFAS. Because the orders go directly into the online retailer's accounting system, this saves time on financial administration.

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 AFAS, 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.
It is possible to process to AFAS sales orders, but there are restrictions. For example, new products are placed in item group 900 by default, VAT type 1 is used for low VAT and VAT type 2 for high VAT in new products.
We do our utmost to keep the manuals up to date. No rights can be derived from the content of this manual. We appreciate customer feedback to further improve the manuals.
Tip: Other customers using this integration found the tips in the FAQ for Woocommerce and in the FAQ for AFAS.

Read more Introduction .... Read less Introduction ....

Install integration
Installing the integration starts with signing up for a trial period, via our integrations page. After registering, you'll receive an email containing an installation URL and login details. Use this installation URL to start the integration setup. Installation is complete when both dots for the connection are green and the settings in the Configuration tab have been entered and saved.
There is a 30-day trial period. 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.
When uninstalling the integration, we recommend revoking the consumerkey and consumersecret in WooCommerce.

2.How the integration works

A order from the Woocommerce webshop is processed to a AFAS order or financial entry.

New orders from your online store are retrieved at least once per hour. If webhooks are enabled in the Woocommerce webshop, orders are retrieved in real time. In addition, any previously retrieved orders that have not yet been sent to your accounting system are checked every night. For more details see the FAQ.

Read more How the integration works .... Read less How the integration works ....

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

It is checked whether the total of the Woocommerce order is equal to the sum of the amounts in the order lines plus the shipping amount.
If the order is an ICP order, the VAT number is checked.
It is checked whether a corresponding VAT code exists in AFAS for the VAT in each line.
It is checked whether the order has not already been processed.

Processing orders
Processing a Woocommerce order to AFAS takes place in three steps:

It is checked if the customer already exists in AFAS. If not, the customer is created. Matching is based on the email address.
When processing to AFAS orders, it is checked whether the products from the Woocommerce order are already present in AFAS. Missing products are created.
The AFAS order or financial entry is created and added.

Post-check
After the order has been forwarded and a success message from AFAS has been received, the order is marked as completed. The Woocommerce order appears in the Report tab on the dashboard. If AFAS 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 AFAS later in the manual.

3.Required: WooCommerce keys

The connection with the WooCommerce webstore is established using a consumer key and a consumer secret. You create these in the webstore. You can use the consumer secret for the webhook.

4.Required: AFAS Key and connectors

To get the connection working, an AppConnector must be created in the Afas Administration. The AppConnector must be populated with GetConnectoren and UpdateConnectoren.

5.Installation

After 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 WooCommerce webshop. In this step you authorize the integration to read data from your webshop.
2. Establishing the connection with AFAS. This authorizes the integration to write transactions to your AFAS 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. These terms are based on the general ICT Terms (industry association) and the general GDPR guidelines. We also require a name, email address, and the country of the webshop.

Connection Woocommerce
The connection with the Woocommerce webshop is established using the Clientkey and Clientsecret that you created in a previous section. Click the red Connect button next to Woocommerce and enter the Clientkey and Clientsecret in the popup window. If the connection is established correctly the indicator will turn green. If the connection is not established then this is the FAQ for troubleshooting.

Authentication AFAS
Establishing the connection with AFAS is done via the red Connect button in the Configuration tab. In the pop-up, you enter your Customer Code (this is the AFAS online 5-digit member number), and the token you created in the previous section. Please note, you need the entire code as a token, including the 1-part.

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

Settings AFAS
To use AFAS, select an administration within your account. You also indicate in which journal the revenue should be posted and what the debtors account is. The journal for processing (individual) orders will be a Sales journal.

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

In Woocommerce you can work with standard VAT rates or with the VAT rates from the webshop. We recommend that you work with standard VAT rates. This takes a little more time to set up, but it prevents orders from not being processed to AFAS.

Option 1:
With standard VAT rates you work with a list of VAT rates per EU country. You can adjust the VAT percentage for orders and configure the VAT settings for AFAS per EU country. For example, if you deliver to Germany you can indicate in the settings that 19% and/or 7% VAT is used and that it should be booked to a separate code in AFAS.

Option 2:
With VAT rates from the shop the integration retrieves the VAT rates from the webshop. Countries that are not present in the webshop VAT settings will therefore not appear in the list. Woocommerce works with VAT percentages and VAT classes. This combination is loaded and validated by the integration. An order with 21% VAT and VAT class reduced will often not be processed because in Woocommerce the VAT class standard usually belongs to 21%.

We often see this go wrong, which is why we recommend the first option, namely standard VAT rates. 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 AFAS 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 AFAS for an ICP order.

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.

6.Day-to-day: From WooCommerce

Process schedule: New orders from your online store are retrieved at least once per hour. If webhooks are enabled, orders are retrieved in real time. In addition, any previously retrieved orders that have not yet been sent to your accounting system are checked every night.

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 AFAS.

Processing status: For each order the status of the order is checked. You previously indicated when you want orders to be processed to your accounting system. This choice can be viewed — and changed — in the Configuration tab of the dashboard at status for processing sales.
Orders that are picked up and have a status other than one of the selected options will automatically be transferred the following night if they have one of the selected options in WooCommerce.

VAT numbers For business orders within the EU, outside the Netherlands, a VAT number is mandatory. The integration checks this. There are numerous plugins that allow VAT numbers to be added to WooCommerce orders and it is impossible for the integration to support every plugin. There is a fixed list of field names from which the integration reads the VAT number. This list can be found in the FAQ.

VAT calculation In WooCommerce, VAT percentages are listed by default with both 2 decimals and 4 decimals. The integration uses the 4-decimal values to calculate the VAT percentage as accurately as possible. Therefore, make sure the VAT in the order lines is available with 4 decimals.*

* Technical: This concerns the fields [total], [total_tax], [subtotal], [subtotal_tax] and [taxes] per order line in [line_items].

The fields [total] and [total_tax] contain the line amount excluding VAT and the VAT amount after discount, in two decimals
The fields [subtotal] and [subtotal_tax] contain the line amount excluding VAT and the VAT amount before discount, in two decimals.
The [taxes] field contains the same amounts but with four decimals. The integration uses the values in [taxes] for the VAT calculation.

Refunds If you want the integration to process refunds in addition to the orders, you can enable this at status for processing sales in the dashboard. See here for more information: FAQ.

Please note: The integration looks back 30 days to retrieve refunds. Refunds that come in later cannot be processed by the integration. The integration only processes a refund if it has previously processed the order to which the refund relates. Finally, the integration only processes full refunds . Partial refunds are not processed. For more information see the FAQ

Please pay special attention to the following The integration will not read or pass many fields from a Woocommerce order to AFAS. 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 come from plugins. There is a good chance that the integration does not process these fields. For example, with discount plugins the amounts may not be correctly included in the order, preventing the order from being processed.

Field-level specification orders

Specification Woocommerce order. +-

Name field	Values from Woocommerce order
Order-identifier	[id]
Order number	A fixed prefix followed by field [number]. The prefix configuration can be requested via webcare@webwinkelfacturen.nl
Invoice number	Determined from the [meta_data]. The following fields are examined in turn. The first one present is returned. key-veld [_wcpdf_formatted_invoice_number] key-veld [_wcpdf_invoice_number] key-veld [formatted_invoice_number] key-veld [invoice_number]
Booking date	[date_created]
Order date	[date_created]
Status order	[status]
Payment status	If the status of the order is completed or processed or if [date_paid] has been entered then paid
Payment reference	[id]
Note	[customer_note]
Is it a Bol.com order?	The answer is yes if there is a field [customer_user_agent] with the value effectconnect and the field [billing][email] is a bol.com email address
Is it a Fonq order?	The answer is yes if it is not a Bol.com order and there is a field [customer_user_agent] with the value effectconnect
Is it another order coming through an external party?	The answer is yes if the key is part of a fixed set of keys. This list can be expanded upon request.
Affiliate number	The affiliate number is determined as follows: If the meta-data contains a key bol_order_id is present, then this is the affiliate number For Bol.com orders the shipping lines are checked. From the line with [method_title] a text such as shipment for bol.com will the affiliate number from the field [method_title] be extracted. For Fonq orders the shipping lines are checked. From the line with [method_title] a text such as shipment for fonq will the affiliate number from the field [method_title] be extracted. For the remaining orders the affiliate number is located in the [meta_data] fields under key _external_order_number.
Valuta	If the currency option is set for the customer then [currency]
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
Delivery country	The delivery country will be the [shipping][country] field if it is filled in. Otherwise, the [billing][country] field will be used.
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 field [total_tax] has value 0 And the delivery country is not the same as the country of the Woocommerce webshop And the delivery country is an EU country And there is no VAT on the order lines 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 the merchant has configured a margin, it is never an international order If the field [total_tax] has value 0 And the delivery country is not the same as the country of the Woocommerce webshop And the delivery country is not an EU country And there is no VAT on the order lines Then it is an international delivery outside the EU, otherwise it is not an international delivery outside the EU
Do the order lines have VAT?	To determine whether VAT is applied to order lines, the [subtotal_tax] and [total_tax] fields are examined per line, and the [shipping_tax] fields are examined in the order itself. If any of these fields have a value other than 0, VAT is applied to the order lines. If all fields have a value of 0, there is no VAT on the order lines.

Specification Woocommerce 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 Woocommerce order line
Productid	[product_id]
Category	In the case of processing categories, the category ID and name
Amount	[quantity]. Note: if the quantity is 0, parsing stops.
SKU	If the SKU is filled, then [sku]. Otherwise [product_id].
Description	[name] plus the values in field [meta] in the order line with key / key label or key
VAT percentage	The VAT percentage is determined as follows: If the order is an ICP or international order, then the VAT percentage is 0% If the value in the [total] field is not 0, then the [taxes][total] fields are added together If the value [total] is 0 and the value in the field [subtotal] is not 0, the fields in [taxes][subtotal] are added together. The VAT percentage is the summed amount in the [taxes] fields divided by [total] or [subtotal]
Amounts excl. VAT	Amount in field [total]
Amounts incl. VAT	Amount in field [total] plus the amount in field [total_tax]
Discount in order line	An order line has two totals: [total] and [subtotal]. The [total] amount is the line amount including the discount, and the [subtotal] amount is the amount excluding the discount. Discounts are therefore processed directly in the order line and not added as separate lines.
VAT code and accounts AFAS	These are determined based on the settings, the VAT percentage and the delivery country. It also takes into account whether the order is an ICP or international order. If processing is done based on categories, the revenue account is determined using the revenue account configured for the respective category in the dashboard

Specification Woocommerce 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 Woocommerce order line
Description	[method_title] from the last shipping cost line
VAT amount shipping costs	Each line in the [shipping_lines] field can contain multiple VAT lines in the [taxes] field. These are summed and the total is the VAT amount for shipping costs.
Shipping costs excl VAT	[shipping_total] in the order
Shipping costs incl VAT	Shipping costs excl. VAT plus the VAT amount for the shipping costs.
VAT percentage	VAT amount for shipping costs divided by the shipping cost amount excl. VAT
VAT code and accounts AFAS	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 Woocommerce surcharges +-

The surcharges are stored in the [fee_lines] field. Each surcharge becomes a separate line in the order.
Name field	Values from Woocommerce order line
Description	[name]
VAT amount	If it is an international or ICP order then 0, otherwise the amount in the [total_tax] field.
Amount excl VAT	[total] in the order
Amount incl VAT	Amount excl. VAT plus VAT amount
VAT percentage	VAT amount of the surcharge divided by the amount excl. VAT
VAT code and accounts AFAS	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 Woocommerce customer details +-

Name field	Values from Woocommerce customer
The billing address is in field[billing] and the shipping address in field [shipping]. The content of these fields is always the same, so we do not describe them separately.
Address	If present based on [billing_address] in the Woocommerce order First name - [first_name] Last name - [last_name] Company name - [company] Addressline1 - [address_1] Addressline2 - [address_2] Zipcode - [postcode] Phone nr - [phone] City - [city] Iso-countrycode - [country] Country - [country]
VAT number	The VAT number may be present in the [meta_data] of the order. There is a fixed list of keys that are searched. If the VAT number is not found, the integration continues searching in the [vat_number] and VIES data fields in the order. A VAT number is always validated.

7.Day-to-day: To AFAS

This data is processed to AFAS:

Creating orders / sales transactions
The orders from Woocommerce are imported into AFAS 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 AFAS.

Cost center It is possible to provide one default cost center to the order or sales transaction. One default cost center is possible per integration. Contact webcare@webwinkelfacturen.nl stating the license key to make use of this.

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

Create products
When processing to AFAS orders incl. products, products that are not yet in AFAS will be added. See here for an explanation of how product codes are determined FAQ. The product is assigned VAT group 1 if the product has 9% or 6% in the sales line. Otherwise, the new product is assigned VAT group 2. The product is automatically placed in AFAS item group 900. Ensure that this is also configured in the AFAS administration, otherwise the entries may go wrong.
Please note: The integration only creates products. The integration does not modify products.

The rules for matching products between Woocommerce and AFAS can be found in this FAQ be read.

Automatically sending invoices
The integration creates an order or financial entry in AFAS, not an invoice. Therefore, the integration cannot ensure that the invoice is automatically sent to the customer.

Field-level specification AFAS

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

Name	Example	Note
Paragraph
Year	2023	Invoice date year (Woocommerce order)
period(Peri)	03	Invoice date month (Woocommerce order)
UniqueId(UnId)	3	Administration - One administration is possible per integration.
Journal(JoCo)	01	Journal
(AutoNumber)AuNu	1
AFAS assigns the invoice numbers (default) - can be adjusted to the invoice or order number upon request.
Total line
AccountNumber(AcNr)	89302
EnDa	2023-03-01	Order date
BpDa	2023-03-01	Order date
Description(Ds)	ORD08725	Description - Woocommerce order number.
BpNr	ORD08725	Payment reference - Woocommerce invoice or order number.
AmountDebet(AmDe)	24.95	Total price incl. VAT - debit.
Cost center(DiC1)	xxxx	The default cost center if configured.
If AFAS does not determine the invoice number - order number or invoice number
Revenue line
VaAs	2	1 = General ledger account. 2 = debtor
AccountNumber(AcNr)	89302
EnDa	2023-03-01	order date
BpDa	2023-03-01
Description(Ds)	ORD08725, INV09854	Description - Woocommerce order or invoice number.
BpNr	ORD08725	Payment reference - Woocommerce invoice or order number.
AmountDebet(AmDe)	24.95	Total price incl. VAT - debit.
If AFAS does not determine the invoice number - order number or invoice number
VAT lines
VaAs	1	1 = General ledger account. 2 = debtor
AccountNumber(AcNr)	8000
EnDa	2023-03-01	Order date
BpDa	2023-03-01	Order date
Description(Ds)	Garden light	Description: VAT - Name in the order line - Amount excl. VAT.
BpNr	ORD08725	Entry number: Woocommerce invoice number or order number.
AmountCredit(AmCr)	20.62	VAT amount - credit.
VatId(VaId)	101	VAT account
If AFAS does not determine the invoice number - order number or invoice number.
Any rounding difference is processed in the VAT amounts if the rounding difference is 5 cents at most.

Field-level specification of the AFAS order. +-

Name	Example	Note
Paragraph
OrderNumber (OrNu)	[number]	Woocommerce - invoice or order number.
OrderDate(OrDa)	[date]	Woocommerce - order date..
DebtorID(DbId)	[debtornr]	AFAS debtor ID
Unit	[division]	Administration - Per integration, the administration is fixed.
CurrencyId(CuId)	EUR	Currency - This option is disabled by default. You can contact us if you wish to use this.
InclVat(InVa)	true	Total price incl. VAT (true), unless afasexcltax is configured.
War	*****	Default for the warehouse, can be overwritten via the settings
Reference(Re)	[notes]	Comment - if present.
FRef	[number]	InvoiceReference (payment reference) Woocommerce order number - invoice number (if present)
line
Description(Ds)	[name]	Description
Ledger account		as configured on the dashboard.
Quantity(QuUn)	1	Amount
ItemCode(ItCd)	[productid]	Productcode
Unitprice(Upri)	excl. / incl. VAT	Unit price, as configured on the dashboard.

Field-level specification of the AFAS customer. +-

Name	Example	Note
CuId	EUR	Not editable
IsDb	true	Not editable
PaCd	14	Not editable
PersonDetails
Padadr	true	Not adjustable
AutoNum	true	Not editable
MatchPer	7	Not editable
SpNm	false	Not editable
FiNm	Karin
Last name	de Wit
ViGe	0	Not editable
EmAd	info@sponiza.nl
AdresDetails
CoId	NL	AFAS country code
PbAd	false	Not editable
StAd		Not editable
Ad	Stationstraat
HmNr	12
ZpCd	1000 AA
Rs	Amsterdam

Field-level specification of the AFAS product. +-

Name	Example	Note
AutomaticID(AuId)	false
ItemCode(ItCd)	[ArticleKey]
ChDs	false
Group(Grp)	900
BiSt	false
BiUn	*****
VaRc	[Vattype]	VAT type
CostPrice(CoPrice)	[costprice]
SalePrice(SaPrice)	[priceIncl]	Unit price INCL.
BatchCode(BaCo)	[eannumber]	Product Number

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 Woocommerce webshop, and when, have been transferred to AFAS.

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 AFAS

If orders are missing in AFAS 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 AFAS (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.

Manual: WooCommerce - AFAS