woocommerce - exactonline: Manual

1.Introduction

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

This integration ensures that orders from Woocommerce webshop are automatically processed to orders, invoices or sales bookings in Exact Online. Because the orders go directly into the online retailer's accounting system, this saves time on financial administration. It is also possible to process payments for the Woocommerce orders to Exact Online. This can be requested via webcare@webwinkelfacturen.nl. Additional costs will be charged for this option.

Please pay special attention to the following

This integration is a financial integration. It is not a logistics integration. It is not suitable for updating customers in Exact Online, printing packing slips, or synchronizing products/inventory.
This integration does not replace the work of an accountant. It saves time because you no longer have to retype documents. The accountant is still needed for advice, expertise, and control.
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 Exact Online.

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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 an Exact Online invoice, order or sales booking. The desired option can be configured via the Configuration tab of the dashboard. There is even the possibility to have direct sales invoices created in Exact Online. This option cannot be configured via the dashboard - it causes too much confusion - but you can request it from us.
Please note: The integration always creates the invoice, order or sales booking with status Draft. This is because deleting or adjusting is otherwise very difficult in Exact Online.

New orders from your 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.

If the option Process payment to clearing account is enabled, for each processed order to Exact Online, the task to process the payment will also be created.
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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 Exact Online for the VAT in each line.
It is checked whether the order has not already been processed.

Pre-check payments
A payment is processed for every order that has been processed to Exact Online and that has been paid in Woocommerce. It is possible to always process the payment, regardless of the status in Woocommerce. This can be requested via webcare@webwinkelfacturen.nl.

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

It is checked if the customer already exists in Exact Online. If not, the customer is created. Matching is based on the email address.
When processing to Exact Online orders or invoices, a check is performed to see if the products from the Woocommerce order are already present in Exact Online. Missing products are created.
The Exact Online invoice, order or sales booking is created and added.

Process payments
A payment is processed to Exact Online by looking up the corresponding (draft) entry in Exact Online and adding the payment to this entry. If the corresponding entry cannot be found, the payment appears on the Errors tab on the dashboard. After processing the payment, the integration will attempt to reconcile the payment against a sales entry in Exact Online.

Post-check
After the order has been forwarded and a success message from Exact Online has been received, the order is marked as completed. The Woocommerce order appears in the Report tab on the dashboard. If Exact Online returns an error while processing the order, the order appears in the Errors tab on the dashboard. Via the yellow button More info more information about the problem can be found. Via the red button Report problem can the order with all necessary information easily be submitted to us after you have tried to resolve the problem yourself. If the problem is solved, in some cases the orders can be processed again with the blue Process button.
When forwarding the payment, the payment is also registered so that it cannot be processed again. Both payments and reconciliation actions can be reviewed via the dashboard.
Data
Information about the data that is processed can be found in the section Day-to-day: To Exact Online later in the manual.

3.Required: 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.Preparation Exact Online

To integrate with Exact Online, a dedicated username and password are required to log in. The integration must be established using this username and password. A separate username is required for each connection. Therefore, if you have two or more integrations with Exact Online running with us, you will need two or more Exact Online usernames. See this faq more information.

Using an accountancy username/password grants the integration access to all records under the accountant's responsibility. This is highly undesirable from a security standpoint and violates GDPR regulations. See this faq for more information.

5.Installation

After 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 Exact Online. This authorizes the integration to write transactions to your Exact Online administration and read information.
3. The configuration itself.

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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.

Exact Online Authentication
Authentication with Exact Online is via OAuth. Ensure you are logged out of Exact Online before starting the connection. Now click the red Connect button. A login screen for your Exact Online account will appear automatically. Once you log in, you will see a screen asking if you allow the connection. Upon confirmation, the connection with Exact Online will be established.

If you wish to re-establish the connection at a later time - for example, because you want to connect via a different Exact Online user - you can always do so by clicking the Connect button.

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

Extra settings Exact Online
Orders from Woocommerce can be processed to Exact Online orders, invoices or sales entries. The desired option can be selected via the contract settings.

Exact Online Division code
It is important that after establishing the connection with Exact Online, you first set the division code of your Exact Online administration. As long as the division code is unknown, data from your Exact Online administration—such as VAT codes, ledger accounts, journals, and payment conditions, which depend on this division code—cannot be retrieved. After setting the division code, it may be useful to retrieve the data from Exact Online again. You can do this via the two arrows next to the copy button.

Exact Online Journal
A journal must be set for the entries. A sales journal must be set here for creating sales entries. For Dutch administrations, this is usually journal 70 and for Belgian administrations 700. A cash journal must be set for the revenue entries. For Dutch administrations, this is usually journal 10.

Payment condition Exact Online
When creating new debtors, the integration will set a payment condition. The payment condition that the integration adds to new debtors can be selected via the dropdown. This payment condition is not added if it concerns an existing debtor.

Configure VAT rates and general ledger accounts
When configuring the VAT rates and general ledger accounts, a link is created between the VAT rates in webshop and the VAT codes and revenue accounts in Exact Online. You can always make changes by clicking the blue 'Edit' button and selecting an option from the drop-down menus.

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 Exact Online.

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 Exact Online 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 Exact Online.

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.

The Exact Online VAT codes are shown depending on the contract settings. If Exact Online excl is selected, only the Exact Online VAT codes excl will be shown. If Exact Online incl is selected, only the Exact Online VAT codes incl will be shown. Only the Profit and Loss ledger accounts on the credit side are shown.

Once the VAT settings have been configured and saved, you will always see the set VAT rates. If you want to start over, you can use the grey button 'Remove VAT settings'. Your current settings will then be deleted.

Configure payment methods
You can create a link here between the payment methods in the webshop and a fixed debtor in your Exact Online administration. Orders with a payment method from the list will then always be posted to this debtor. In that case, no new debtors will be created.
Note: It is not possible to set fixed debtors for ICP orders. For an ICP order, a valid VAT number must be transmitted. Therefore, a debtor will always be created in Exact Online for an ICP order.

Please note: The list of debtors only includes the Exact Online debtors whose name contains a specific substring. See this FAQ for more information.

Setting up payment methods on clearing accounts
When processing payments, a clearing account of type Payment methods is set in Exact Online. When setting up the clearing accounts, there is no (longer a) possibility to post to fixed debtors per payment method.

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.

When processing to Exact Online orders, no revenue account is provided. Therefore, posting to categories is not possible when processing to Exact Online orders. Posting to categories is possible when processing to Exact Online invoices, but it might be better to disable ledger mapping in that situation.

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 Exact Online.

Payments (if activated):
When processing payments, the integration checks every day the Woocommerce orders that have been successfully forwarded to Exact Online. If the order has been forwarded and the status of the order in Woocommerce is paid, then a payment will be created in Exact Online for this order. If desired, payments can always be created — regardless of the status of the order in Woocommerce. Send an email to webcare@webwinkelfacturen.nl to request this.

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 Exact Online. 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 Exact Online	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 Exact Online	These are determined based on the settings, the VAT percentage and the delivery country. It also takes into account whether it is an ICP or international order.

Specification 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 Exact Online	These are determined based on the settings, the VAT percentage and the delivery country. It also takes into account whether it is an ICP or international order.

Specification 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.

Specification Woocommerce payments +-

Retrieved from the [meta_date] key, [_mollie_payment_id] key. If this field is not found, the [transaction_id] field from the order is used.

The option to forward payments to Exact Online in addition to orders can be requested via webcare@webwinkelfacturen.nl. This option has additional costs. The payment is created if the field [date_paid] is filled.
Name field	Values from Woocommerce order
Order id	The field [id] from the order
Payment id	The field [payment_method]]#[transaction_id] from the order
The paid amount	The field [total] from the order
Payment method	[payment_method_title]
Status	[status]
Transaction-id
Payment date	[date_paid]

7.Day-to-day: To Exact Online

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

Specific information about processing returns is provided in the field definitions of the transactions and in a separate text below. For processing payments, both the creation of the payment and the reconciliation of the payment are described.

Create transactions
When creating sales entries (SalesEntries) in Exact Online, the order number is processed and new debtors are created if they are not yet in Exact Online. When creating invoices (SalesInvoices) or orders (SalesOrders), the products are also processed if they are not yet present in Exact Online.

Create returns
When processing returns to Exact Online orders, an invoice will be created in Exact Online instead of a negative order. The reason is that Exact Online orders may not have negative quantities or amounts.

Creating new debtors
When processing customer information, a check is first made to see if the customer has been processed before. If so, this Exact Online debtor is used as the debtor for the Exact Online transaction. If the customer is not yet known, they are added to Exact Online. Matching is based on email address.
Please note: The integration only creates debtors. The integration does not modify debtors.

Create products
The following only applies if you process orders to Exact Online invoices or orders.

New products in Exact Online If the orders are processed to Exact Online invoices or orders, the integration first checks whether the products from the order already exist in Exact Online. The integration then adds missing products to Exact Online. If a product already exists in Exact Online, it is not added again. The rules for matching products between Woocommerce and Exact Online can be found in this FAQ be read.
If orders are processed to Exact Online orders, new products are automatically linked to a default warehouse. During installation, you can specify the default warehouse. Only one warehouse per integration is possible. Separate dummy products are created for shipping costs, payment costs, and discounts.
Please note: The products are only created in Exact Online. Products in Exact Online are never modified.

Disable ledger mapping: When processing to Exact Online invoices, it is possible to create the invoice without a ledger account. For an explanation see this FAQ. If you wish to use this option, please contact us. For Exact Online orders, the integration never provides a ledger account; the product in Exact Online determines the ledger mapping. For Exact Online sales entries, the integration does not provide products. Therefore, ledger mapping cannot be disabled for this option either.

VAT products When creating new products in Exact Online, the integration uses the VAT percentage from the sales line.

Create payments
Payments from Woocommerce are imported into Exact Online as memo entries. A memo entry consists of two lines - one line for the payment and one for the corresponding Exact Online sales entry. If no sales entry can be found for the payment, the memo entry cannot be created. Note that the integration initially offsets the payment against the accounts receivable. The sale for which the payment was made is therefore not yet reconciled.

Reconcile
After processing the payment, the integration will perform an additional action to reconcile the payment and sale.

Field-level specification Exact Online

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

Name	Example	Note
Customer ID	6a7...e44	The integration looks up the customer in Exact Online. If the customer is not yet present, the integration creates the customer in Exact Online. Matching is based on email address.
Date	2022-12-05	The order date
Status	10	Fixed value, cannot be adjusted
Description	3300	The order number from the order in Woocommerce.
Your reference	3300	The order number from the order in Woocommerce.
Payment reference	3300 or INV1234	Principally the order number, but the invoice number on request
WarehouseID	f40...cec	As configured on the dashboard, Configuration tab
Shipping address	Identifier	If the shipping address differs from the billing address, the integration creates a separate shipping address in Exact Online. The identifier from the shipping address is provided.
Order lines
Description	Gloss - 5 mtr	Name of the product in the Woocommerce sales line
Item	227...2ed	The identifier of the product from Exact Online
Amount	39
Price	5.2000	Depending on the contract settings. Usually the unit price incl. VAT.
VAT code	2	As configured on the dashboard, Configuration tab
Currency	EUR	The currency of the Woocommerce order. This option is disabled by default. On request, the currency from the sale can be added
Please note: In case of returns, the integration creates a negative invoice in Exact Online. Not a negative order. The reason is that orders may not have negative values (quantity / amount).

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

Name	Example	Note
Customer ID	6a7...e44	The integration looks up the customer in Exact Online. If the customer is not yet present, the integration creates the customer in Exact Online. Matching is based on email address.
Date	2022-12-11	The order date
Type	8020 or 8023	8020 for regular invoices, 8023 for direct sales invoices.
Status	20	Draft, the integration only creates invoices with draft status.
Journal	70	Sales journal
Description	Order number 8790, invoice number INV1234 or 8790 / RET1234	The order number with the invoice number. In case of a return, both the order number and the return number are included in the description.
Your reference	8790 or INV1234 or RET1234	Default is the order number, invoice number on request. In case of a return, the return number.
Remark	#	Payment method # remark
Payment reference	8790 or INV1234 or RET1234	Principally the order number, but the invoice number on request. In case of a return, the return number.
WarehouseID	f40...cec	Only for Direct invoices. This must be requested separately. As configured on the dashboard, Configuration tab
Invoice lines
Description	Guide guidebook	Name of the product in the Woocommerce sales line
Item	227...2ed	The identifier of the product from Exact Online
Amount	1
Price	79.99	Depending on the contract settings. Usually the unit price incl. VAT.
VAT code	4	As configured on the dashboard, Configuration tab
Revenue account	239...5fa	As configured on the dashboard, Configuration tab. On request, this field can be omitted. Ledger mapping will then be disabled.

Specification at field level Exact Online sales entry. +-

Name	Example	Note
Customer ID	f40...cec	The integration looks up the customer in Exact Online. If the customer is not yet present, the integration creates the customer in Exact Online. Matching is based on email address.
Date	2022-12-12	The Order Date
Journal	70	Sales journal
Status	20	Draft, the integration only creates sales entries with draft status.
Description	7800, INV1234 - 7800 / RET1234	The order number and invoice number from the order in Woocommerce. For a return, the order plus return number is processed.
Your reference	7800 or RET1234	Depending on whether an order or return is processed.
Payment reference	7800 or INV1234 - RET1234	Principally the order number, the invoice number on request. When processing a return, the return number.
Sales entry lines
Description	hard floor brush	Name of the product in the Woocommerce sales line
Amount	1
Price	5.95	Depending on the contract settings. Usually the unit price incl. VAT.
VAT code	4	As configured on the dashboard, Configuration tab
Revenue account	3f3...219	As configured on the dashboard, Configuration tab.

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

A memo entry consists of two lines
Name	Example	Note
Sales line
Description	[sales_number]	For example: the order or invoice number.
Amount	(-1) * the sales amount
Payment date	[currentDate]
Account	1300	Debtor account
Customer code	2345
Payment line
Description	The payment identifier
Amount	Payment
Payment date	[currentDate]
Account		As configured in the configuration tab of the dashboard.

8.Support

We believe it is important that you as online retailer have direct access to information about the integration whenever you want. That is why every customer has a personal dashboard.
Read more Support .... Read less Support ....

Explanation tabs dashboard

On the Dashboard >> Report you can see which orders from your Woocommerce webshop, and when, have been transferred to Exact Online.

At Dashboard >> Errors you can see which orders have not been processed. Via the blue Process button you can (re)submit the order. Via the red Report problem button you can create a ticket with us.

At Dashboard >> Open the orders are listed that have not yet been processed because they do not yet have the correct status in the webshop. Every night jobs run to review the status again and still process the order.

At Dashboard >> Configuration the settings of your integration are listed. You can adjust the settings there.

At Dashboard >> Profile invoices are available for download. You can also specify an additional email address here for sending emails and stop the integration.

What if orders are missing in Exact Online

If orders are missing in Exact Online we recommend following the steps below:

Log in to the dashboard: https://uwkoppeling.webwinkelfacturen.nl. The username and password are included in the registration email.
Go to the Errors tab and check if order is there. You may need to adjust the search period if the order is from a previous month. If you find order in this overview:
1. Check the error code and verify whether you can resolve it yourself.
2. If yes resolve the issue and click the blue Process button to resubmit the order.
3. If not use the red Report problem button to create a ticket with us.
4. Note if there are multiple errors, please create only 1 or 2 tickets. We will automatically see the other issues.
Go to the Report tab and see if order is listed there. If so, you'll often see an identifier for Exact Online (in the purple section of the overview) that you can use to search for order.
Go to the Open tab and check if order is there.
If you cannot resolve the issue, you can always create a ticket via the green Ask us button.

Manual: WooCommerce - Exact Online