seoshop-twinfield app v 2.0. (beta) installation & user manual v 2.0
Contents
1. keeper Export invoices since YYYY MM DD Set up the date here from which you want to export invoices Example 2014 03 05 if you have to export invoices since 5 march 2014 Send automatically Set it as Yes if you want to automatically export transactions to Twinfield Our server cron will take care of that Set it as No if you want to manually export invoices to Twinfield from app interface Once you fill in all fields with correct details click on Submit button to save the details This completes the app configuration Now your SEOshop and your Twinfield account are connected to each other and you can start exporting transactions The app will now start if orocess automatically is selected in config sending all eligible SEOshop invoices to Twinfield The export schedule is controlled by our app server cron It is set to run 24 hours a day at interval of 30 mins Each subscriber s invoices are queued up for export once every day Send Manually You can also manually enter the queue by clicking on button It may take some time to post all the data to Twinfield depending on the number of SEOshop invoices you have in your webshop and the cron schedule It also shows when the next export will run Status In Queue ETA 1 minutes 6 2 Change password From here you can change your app interface login password Change Password UROS MEDIA USER MANUAL SEOSHOP TWINFIELD APP V2 0 TAUROS MEDIA2. 07 INVO0001 0010642 E3 Test 1 guest 1 prc General ledger acct 95 cente Currency Amount incl VAT Invoice no Due date 44 00 1287647 Notin collection run Amount excl VAT 22107 2013 TOTAL VAT TAUROS MEDIA Current 8020 000 D 0 00 6 Omzet 199 paymentcosts_ Current v V21 Eal _shippingcosts_ Current v V 21 6 7 Omzet 19 mini iPad Smart Cover Green VAT Amount 21 7 64 0 Total VAT Remainder U Soc 7 WHY IS SHIPPING AMOUNT SHOWN IN SEPARATE ITEM LINE IN TWINFIELD INVOICE Twinfield API does not support shipping by default The app instead adds this as extra line item in invoices 8 IT SHOWS CASH AS PAYMENT METHOD FOR ALL INVOICES WHY IS THAT The only payment methods possible in Twinfield are ENUMERATION cash bank cheque cashondelivery DA D A or documents against acceptance Different webshops use different payment methods and it will not be possible to include them all so we decided that cash will be most appropriate and hence will be universally used 9 PAYMENT DETAILS BANK ACCOUNT NUMBER CREDIT CARD NUMBER ETC OF THE ORDER ARE SENT TO TWINFIELD No this is a generalized app Different payment portals handle client information differently and there are restrictions from Twinfield API as well refer to FAQ 7 10 WILL THE APP PLAY ANY ROLE IN LEDGER
3. ACCOUNTS AT TWINFIELD The app does not interfere with creation or management of Ledger accounts or their operations That is part of Twinfield mechanism and we have no control over it The app only puts the provisional transaction lines in the book keeping system in the ledger numbers saved in the settings The book keeper has to then make them final and do further necessary processing of provisional transactions 11 CAN EXPORT MY OLD INVOICES TO TWINFIELD Yes there is a configuration field in app interface where you can set the date from which you want to export invoices 12 CAN EXPORT MY SEOSHOP INVOICE NUMBERS TO TWINFIELD Yes the app sends SEOshop invoice numbers to Twinfield It displays invoice numbers in free text field of individual transactions as shown below 4 Data entry Verkoopfactuur 201300008 Invoice date Period Customer Currency Amount incl VAT Invoice no Due date 22 07 2013 2013 07 100106477 Euro 25 00 1288223 22 07 2013 Test 6 registered c Notin collection run TOTAL This is your SEOshop invoice if you have allowed it Destinat General ledger acct Cosi 5 Projectlasse Amount excl VAT VAT Current 8020 000 mB 0 O Omzet 19 __paymentcosts_ Current 8020 419 mB 0 387 O Omzet 19 _shippingcost Current v 8020 16 53 v21 7 8 347 O Omzet 19 Apple USB Power Adapter 5 W VAT Amount Tota
4. General gt Dimension types kaniki Accounting Credit management Projects Documents System Organisation Company Access Users Cashbooks and banks Change password Switch company Tax groups File manager Reports Statistics Reporting structures Bank allocation rules Favorites Certificates Transaction types Gateways VAT Bank import templates VAT groups Word templates Periods To Do lists Distribution by period VAT adjustment Currencies New company Fill in DEB in search field and click on Next button General Accounting Credit managem a Dimension types Fill in DEB and click on next button Boo OO Record 1 of 1 Code Name DEB Customers This will open a page where you will be able to set DEB dimension mask TAUROS MEDIA USER MANUAL SEOSHOP TWINEFIELD APP V2 0 TAUROS MEDIA General Accounting Credit management Dimension types General Code DEB Name Customers Short name Debiteuren Levels Enter the new customer id format here Financial level2 Time amp Expenses _ Not available Fixed assets Not available v Invoices Not available Address labels Label 1 Tav Label 2 Ades sis Label 4 BTW nummer Label 5 KVKnummer lt Back Delete Save In the Format field fill in 1 foll
5. You can also download latest version of the app user manual by clicking the icon Logout You can use logout link present on top right to logout of app admin interface In case you forget your password you can request a new one from here http twinfield taurosmedia com twinfield forgot This completes our tour of the app interface Now let s move on to Twinfield interface 7 TWINFIELD INTERFACE 7 1 Login to your Twinfield account https login twinfield com C T User Y This service is monitored for seaurity 24 hours s day 7 days s weer Password is verified every 2 minutes torm are 6 locations world wide Organisation Cumeni service plime im the par 20 cays i Language English x 998435 teen Before you continue to use this app ask your Twinfield book keeper or Twinfield support to make the following 2 changes in your account configurations 7 1 1 Go to General gt Transaction types Accounting Credit management Projects Documents System Organisation Company Access Switch company Tax groups Dimension types Users File manager Reports Cashbooks and banks Change password Statistics Reporting structures Bank allocation rules Favorites Certificates Gateways gt VA Word templates VAT groups To Do lists Periods VAT adjustment Distribution by period Currencies Curranme Cura 7 1 2 Select Verkoo
6. to access and modify your store data Modify products variants categories and tags C Modify orders invoices shipments uotes and qu pick here dai This page informs you that the app can access edit your order customer and product data 5 7 Click on Goedkeuren if you approve The next page it shows will be a login page to your app user interface twinfield taurosmedia com twinfield O C SEOshop Twinfield App App installed You will receive login credentials to your email shortly Forgot your password Click here to reset it TAUROS MEDIA USER MANUAL SEOSHOP TWINFIELD APP V2 0 5 TAUROS MEDIA 5 8 You will receive your app username and password via email Note that the app access details will be sent to the same email id which you used during app installation This completes your installation process You can always login to your app interface using this url http twinfield taurosmedia com twinfield SEOshop Twinfield App Q Forgot your password Cick here to reset it 5 9 Once you login to the app interface you will see some configuration fields that you need to populate with correct details 6 APP ADMIN INTERFACE SEOshop Twinfield App D Send Manually Logout Status In Queue ETA 2 minutes Last sync completed at 6 3 2014 14 38 Your first sync might take a few hours after you have saved the configuration Configuration Twinfield username NLOOO1XX Twinfie
7. E APP SEOshop Twinfield app requires Twinfield account level 3 subscription to operate Only this level and above are allowed to create provisional transactions in Twinfield This is a Twinfield api restriction Your Twinfield user should be able to create customers transactions and articles The regular Twinfield customers with environment BOEKHOUDEN have level 3 or lower You can Contact Twinfield support to get required subscription level on your account htto www twinfield nl contact http messenger providesupport com messenger twinfield htm 2 WHAT EXACTLY IS SENT TO TWINFIELD ORDER OR INVOICE Twinfield api accepts only invoices and not orders So the app checks completed order open its invoice makes sure it is created and then sends the details from it to Twinfield We cannot just load invoices because they do not hold all data and need to borrow data from original orders So a combination of order and invoice data is sent to Twinfield as invoices 3 WHY IS THE APP CREATING 2 RANGES OF CUSTOMER IDS IN TWINFIELD You cannot get the latest available customer id from the Twinfield api We created separate customer id masking for Registered customers and Guest customers So the customer id never overlaps even when the invoices are updated after retunds credit memos Also guests are not registered customers so they don t have a dedicated customer id 4 IN SEOSHOP YOU CAN PLACE ORDERS AS A GUEST OR A REGISTERED C
8. TAUROS MEDIA SEOSHOP TWINFIELD APP V 2 0 BETA rr TAUROS N MEDIA 6 Winfield Y So p INSTALLATION amp USER MANUAL V 2 0 MARCH 06 2014 TAUROS MEDIA NEDERLAND B V WWW TAUROSMEDIA COM INFO TAUROSMEDIA COM TAUROS MEDIA USER MANUAL SEOSHOP TWINFIELD APP V2 0 1 TAUROS MEDIA 1 INDEX 1 Index 2 2 Introduction 3 3 Package 3 4 Requirements 3 5 Installation 3 6 App admin interface 6 7 Twinfield interface 8 8 Things you should know 11 9 Change log 12 10 FAQ 12 UROS MEDIA USER MANUAL SEOSHOP TWINFIELD APP V2 0 2 TAUROS MEDIA 2 INTRODUCTION SEQOshop is a hosted ecommerce solution that allows you to set up and run your own online store It is one of the fastest growing SaaS e Commerce platforms of Europe Twinfield on the other hand is the first and largest web service for online accounting in Europe These tremendously succesful platforms need no further introduction We thought it would be fun to connect these 2 success stories with each other This idea was fuelled by numerous queries from interested parties who wanted a connection between their SEOshop store and their Twinfield account So we got SEOshop team on board and set upon an adventure of building this bridge Tauros Media s SEOshop Twinfield app is result of that adventure This app is developed for webshop owners who have a SEOshop webshop and manage their accounting book keeping on online accounti
9. USTOMER FOR EXAMPLE MR A FIRST PLACES AN ORDER AS GUEST AND THE NEXT ORDER AS A REGISTERED CUSTOMER WITH EXACTLY THE SAME NAME ADDRESS POSTAL CODE AND CITY WILL THESE BE WITH SAME CUSTOMER NUMBER IN TWINFIELD The above mentioned customer will get a new customer code for each of his orders as guest He will again be provided a different new customer code once he registers and orders with your webshop After that it will use the same customer code for all his future orders logged in Name and address details cannot be considered as unique details Customers can have same names or same address details Email ids are unique but Twinfield does not accept email ids with invoices 5 DOES IT DISPLAY FULL SHIPPING AND BILLING ADDRESS IN TWINFIELD INVOICE Twinfield does not display telephone and fax numbers in its invoices Other than that all standard address fields are displayed in Twinfield customer details section 6 IS SHIPPPING COST SENT TO TWINFIELD Yes the app sends shipping costs associated with orders if any to Twinfield while sending rest of the invoice data Whatever shipping cost is associated with that order in SEOshop will be exported to Twinfield with each invoice and will be displayed in a separate item line It does no special separate mapping for shipping costs UROS MEDIA USER MANUAL SEOSHOP TWINFIELD APP V2 0 12 4 Data entry Verkoopfactuur 201300007 Invoice date Period Customer 22 07 2013 2013
10. cct 7 Amount excl VAT VAT current v 8020 000 vox MD 0 00 Omzet 19 _paymentcosts_ Payment cost are exported via this line Current 8020 413 v2i 87 Omzet 19 _shippingcosts_ Shipping costs are exported into this line Current 8020 826 M 174 0O Omzet 19 Apple 30 pin to USB cable Product prices ate shipping into seperate lines VAT pe These prices are including discounts 261 Tax amounts 0 00 are displayed here Total VAT Remainder The app will send transactions with status Provisional Your book keeper will have to make them Final manually The default status of invoice is set as Provisional so as to allow further updates or editing of the Twinfield invoice Once the invoice is made Final it becomes un editable in Twinfield interface The provisional transactions can be further processed according to Twinfield online accounting book keeping flow 8 THINGS YOU SHOULD KNOW Twinfield API does not accept bad invalid data The app will still try to export any faulty orders invoices but will not be able to since the request will be rejected by the Twinfield API So kindly make sure your orders have proper data for postcode emails etc Also Twinfield API asks for each product item s details of an order while accepting the invoices It will throw an error while exporting if the product data is missing from your w
11. ebshop We advise that you do not delete any product from your catalog unless you have exported all the current orders to Twinfield Known Twinfield API data restrictions Your product names cannot consist of more than 80 characters An item code product name and price must always be specified available Address postcode may contain a maximum of 15 characters The SEOshop Twinfield app cannot do anything about these API restrictions since Twinfield controls that It is better to keep your customer and product data valid Important It is recommended that you try exporting transactions to a test environment in your Twinfield account first Trying it directly in your live book keeping environment isn t advised since your requirements could be different than our standard app features Feel free to write to us at satya taurosmedia com if you need any support regarding this app App support is provided only in English language hope this module meets all your requirements and expectations Feel free to contact us for any feedback or queries We will be more than glad to assist you in all your business requirements Check us out at www taurosmedia com UROS MEDIA USER MANUAL SEOSHOP TWINFIELD APP V2 0 11 TAUROS MEDIA 9 CHANGE LOG V 1 0 0 App launched Manual created V 2 0 0 App now exports provisional transactions Manual updated 10 FAQ WHICH TWINFIELD USER LEVEL ROLE IS REQUIRED TO USE TH
12. l VAT Remainder UROS MEDIA USER MANUAL SEOSHOP TWINFIELD APP V2 0 13 TAUROS MEDIA 13 ARE VAT VALUES SENT TO TWINFIELD Yes the app sends VAT values associated with products if any to Twinfield while sending rest of the invoice data Whatever VAT value is associated with products in webshop will be exported to Twinfield with each invoice It does no special separate mapping for VAT values f Data entry Verkoopfactuur 201300007 Invoice date Period Customer Currency Amount incl VAT Invoice no Due date 22 07 2013 2013 07 10010642 ix Euro 44 00 1287647 22 07 2013 Test 1 guest 1 prc Not in collection run TOTAL INVO0001 Destinat General ledger acct Cos centre Projectiasset Amount excl VAT Current v 8020 0 00 9 Omzet 19 _paymentcosts_ Jmze J7 Current v 8020 4 13 6 Omzet 19 _shippingcosts_ Current 8020 32 23 5 Omzet 19 m ini iPad Smart Cover Green oe Final VAT settings have to be managed in SEOshop and Twinfield in usual standard way They have nothing to do with the app TAUROS MEDIA USER MANUAL SEOSHOP TWINFIELD APP V2 0 14
13. ld password Organization TWF SAAS Office code NLOOO1XX Ledger account for items 8020 Ledger account for shipping 8020 Ledger account for total 1300 Export invoices since YYYY MM DD 2014 03 05 Send Automatically 9 Yes No Submit TAUROS MEDIA USER MANUAL SEOSHOP TWINFIELD APP V2 0 6 TAUROS MEDIA Please fill in all fields to complete the configuration The fields are explained below Twinfield Username Password Organization Here you have to enter your Twinfield account login credentials These are provided to you by Twintfield when you create an account with them Office code This is your Twinfield administration code Values of following fields are set as 8020 by default This is the default ledger account number in a standard Twinfield account Sometimes book keepers create custom ledger numbers in Twinfield Please consult your Twinfield book keeper manager before filling in these values They should able to provide you with correct ledger account numbers Ledger Account For Items Fill in the ledger account number where you want to send your product price data Ledger Account For Shipping Fill in the ledger account number where you want to send your shipping cost data Ledger Account For Payment Fill in the ledger account number where you want to send your payment cost amount Ledger Account For Total Let it be as 1300 unless specifically suggested otherwise by your book
14. ng platform Twinfield The SEOshop Twinfield app can post provisional transactions verkoopfactuur with all invoice details from the webshop to the Twinfield online account It sends product name product sku quantity price shipping charges applied taxes dates billing address shipping address customer details and product information It also exports all customer and product data related to existing orders to Twinfield It can also send your order invoice data to invoices section of Twinfield but that is not a part of standard app features and will have to be requested separately and may cost extra The app can be easily subscribed from the SEOshop app store by paying a minimal subscription fees You get access to your own app interface from where you can easily manage your exports and account The module is fully supported by Tauros Media and SEOshop 3 PACKAGE 3 1 SEOshop Twinfield app You can subscribe to the app from SEOshop App siore 3 2 App installation amp user manual You can download this or request it via mail 4 REQUIREMENTS 4 1 Valid subscription of SEOshop webshop and working knowledge of its backend 4 2 Twinfield account Level 3 or above and working knowledge of its interface Contact Twinfield support to get required subscription level http www twinfield nl contact or http messenger providesupport com messenger twinfield html Important It is recommended that you try exporting a few transactions
15. on type Trans action no Trans action date Year Period User Modified on Cus t s upp Invoice no Amount Currency Verkoopfa tuur 201300005 22 07 2013 2013 07 NL000114 22 07 2013 19 08 1001064282 1287665 192 95 EUR Verkoo pfactuur 201300006 22 07 2013 2013 07 NL000114 22 07 2013 19 08 1001082786 1281655 105 00 EUR Verkoo pfactuur 201300007 22 07 2013 2013 07 NL000114 22 07 2013 19 08 1001064267 1287647 44 00 EUR 9 Verkoo pfa duur 201300008 22 07 2013 2013 07 NLOOO114 22 07 2013 20 27 1001064776 1288223 25 00 EUR Verkoo pfactuur 201300009 22 07 2013 2013 07 NLOOO114 22 07 2013 20 27 I 10 01064776 1288217 567 95 EUR Verkoopfactuur 201300010 22 07 2013 2013 07 NL000114 22 07 2013 20 27 01064783 1288204 182 95 EUR CS TD Process son Provisional transactions can here be changed deleted or posted final Click an icon to select all lines for the action of your choice TAUROS MEDIA USER MANUAL SEOSHOP TWINEFIELD APP V2 0 10 TAUROS MEDIA 7 4 If you click on edit icon at the right edge of each transaction on above displayed page you can view the individual transactions and details of that order 4 Data entry Verkoopfactuur 201400009 Invoice date Period Customer Currency Amount incl VAT Invoice no Due date 201403 100106426 EJ Euro 15 00 2205345 05 03 2014 free text test last Notin collection run TOTAL Invooo14 Twinfield invoice id General ledger a
16. ore page Here you can read more about the app You can also provide feedback and you can buy subscribe to the app Twinfield Integration Description Now reduced in price 12 95 With the official SEOsho p Twinfield module from Tauros Media you will connect your SEOshop to accounting software Twinfield What does the app bring me The SEQOshop Twinfield app supports forwarding your invoices with extensive orderdetails from SEOshop to Twinfield It sends for example productname productcode amount and price But also discounts and the shipping address Price 12 95 monthly Because the Twinfield module is optimized for automation your administrative efforts will be limited to a minimum You will then be able to focus 30 days free more on the real deal your core business Category Accounting Tauros Media cooperated closely with Twinfield and SEOshop users during the development therefore the quality is always guaranteed Release date 18 01 2013 Developer Tauros Media Pricing For the connector with Twinfield you pay 12 95 month This excludes use of the accounting software Twinfield operates different pricing packages for the use of their software Check these prices here Documentation Please use this URL to download the user manual of the SEOsho p Twinfield module http wwwtaurosmedia com pdf SEOshop Twinfield Module User Manual v2 0 pdf Customization is possible for 50 hour For questions and supp
17. ort about Twinfield Integration you can contact Tauros Media at info taurosmedia com 5 5 Click on Install app button to subscribe to the app It will take you to a verification page which will look like following image TAUROS MEDIA USER MANUAL SEOSHOP TWINFIELD APP V2 0 4 TAUROS MEDIA Install Twinfield Integration With the official SEOshop Twinfield module from Tauros Media you will connect your SEOshop to accounting software Twinfield This app can read write to your store gt Twinfield Integration tauros test 3 webshop This application will be able to access and modify your store data Fill in your SEOshop store admin email and password here Click on next once you fill in correct details You need to fill in your email id and password that you use to login to your SEOshop backend as store admin Note that only store admin account can grant access to apps This is just a verification process and your details are kept safe with SEOshop On this page you can choose to cancel go back go forward and approve 5 6 After entering your email id and password click on Volgende It will take you to following page Install Twinfield Integration With the official SEOshop Twinfield module from Tauros Media you will connect your SEOshop to accounting software Twinfield This app can read write to your store Twinfield Integration tauros test 3 webshop This application will be able
18. owed by nine And Save That s it You will need Super admin level 1 access to make these changes Once done with these you can start using the module to export data from SEOshop to your Twinfield 7 2 To see the exported transactions in your Twinfield interface Go to Accounting gt Provisional transactions ae General Credit management Projects Documents Accounting Overview Dimensions Pay amp collect Budgets Assets Data ent Reports Balans Pay amp collect Data entry Fixed assets Transaction lines Winst amp verlies Types Copy Asset classes Recurring transactions Annual report Crediteuren Formats Clean up E bank statements Auditfile Customers Cheque production Manage Matching Dimension groups Kostenplaatsen Extended trial balance Projecten Currency revaluation Vaste activa Year end 7 3 You will be presented with a list of options Click on Verkoopfactuur to see exported transactions 4 Provisional transactions Transaction type Provisional transactions Latest provisional transaction Verkoopfactuur 6 22 07 2013 20 27 Alist oftransactions to be processed can be found here It will display a list view of all provisional transactions Here you can view edit finalise and delete provisional transactions 4 Provisional transactions B00 DO Line 1 6 of 6 max99 lines Trans acti
19. pfactuur from Transaction type dropdown and click on Next button Transaction types Transaction type Beginbalans x Beginbalans Bank Next gt Kas Memoriaal Select a transaction type that you want to change Salaris saction type Voorafgaande journaalposten Voorafgaande journaalposten 2 Verkoopfactuur This will open a page where you can edit settings for transactions type Verkoopfactuur TAUROS MEDIA USER MANUAL SEOSHOP TWINEFIELD APP V2 0 8 TAUROS MEDIA 7 1 3 Go to Free text fields section and make changes as shown in following shot and click on Save button e o Transaction types Verkoopfactuur General Code VRK Name Verkoopfactuur Short name Verkoop Currency Ewo 2 W Initial number of lines 2 Default VAT VH x Post as final Has to be confirmed Lines Description Alowed Invoice no Mandatory Cheque number Notaliowed Quantities Not allowed Free text fields Free text field 1 Free text field 2 Free text field 3 Usage Allowed we Notallowed Notallowed Lx Name SEOshop nvoke Locaiion Header Header Type Text Text gt Tet v Default value It will make sure that your SEOshop invoice numbers are also displayed in freetext field 1 of your transactions 7 1 4 Editing DEB dimension mask You will also need to reset your DEB dimension mask as shown below Go to
20. to a test environment in your Twinfield account first Trying it directly in your live book keeping environment isn t advised since your requirements could be different that standard app features 5 INSTALLATION 5 1 Login to your SEOshop backend UROS MEDIA USER MANUAL SEOSHOP TWINFIELD APP V2 0 3 TAUROS MEDIA 5 2 To subscribe to the app go to App store and look for the module tab as shown in the following image a https seoshop webshopapp com backoffice store Ove Ww 8 t 4 eb SEOshop Custnr 12818 Inbox 0 oe Ta aissi v GENERAL Dashboard gap View store Statistics Settings 9 one Mania Price comparing Y MY ACCOUNT Tasks Customer service amp Profile The MailChimp App now supports Ecommerce360 E Invoices Subscription Activities Free Blog a Webmail ShopMania Twinfield Integration MailChimp 12 95 monthly 30 days free 4 95 monthly 30 days free v SALES LD Ordere ED 5 3 You will see SEOshop Twinfield app listed on the Apps page Do a mouse over on the tab and you will see a short description and View app button Click on View app button to continue Twinfield Integration 12 95 monthly 30 days free With the official SEOshop Twinfield module from Tauros Media you will connect your SEOshop to accounting software Twinfield 5 4 It will take you to the App st
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