Intro

Functionality of the package

WooCommerce setup

Exact Online setup

Configuring the package

Editing the package

Frequently asked questions (FAQ)

This guide is meant to help with the installation of the synchronisation between your WooCommerce webshop and your Exact Online administration. The next couple of steps will guide you through everything that you need to know in order to make everything work properly.

The WooCommerce Exact Online package contains of three data flows:

As soon as the package is installed, a realtime synchronisation using webhooks will start functioning. The package detects changes in the data flows listed above. Are there new orders in WooCommerce? If so, a synchronisation will happen and the data will be synced towards Exact Online.
​

Here are a couple of important things you should know before starting the installation process.

A guide to the setup of both of them is included in further steps.

Invoices
Invoice number
Invoice data
Order rules
Currency
VAT
Ledger account
General journal
Cost place
Standard payment condition

Debtors
Company name
KvK number
Email
Phone number
Address
Zip code
Place
Country
Relation number (optional)
​

Here is the setup guide for WooCommerce:

Setup WooCommerce for synchronisation

Select order statuses
Select for which order statuses the orders need to be synchronised.

Select administration
Select the administration where the bookings will be made.

Selecter general journal
Select the general journal where the invoices should end up.

Insert orders as
Select how orders should be inserted into Exact Online.

To create the synchronisation it's necessary to select the articles below. If you don't have these articles in Exact Online, create them first.

For sales-invoices it's necessary to also include articles from WooCommerce. Do you already have existing articles in Exact Online? We check for article code in the field item in Exact Online. Compare this with the SKU field in WooCommerce. If the article already exists, a new article won't be created.

Shipping costs article
Select the article on which shipping costs should be booked.

Discounts article

Select the article on which the discounts should be booked.

Exact Online VAT configuration
Here you can link the VAT categories from WooCommerce to Exact Online.

Exact Online ledger configuration
Here you can link the VAT categories from WooCommerce to the correct ledger in Exact Online.

Creating articles
Indicate whether or not the synchronisation package should create articles in case they don't exist yet. This only applies to articles that are used within an order.

If you wish to change the configuration of your package, you can do so on the settings page of your package. You can get to the settings page by clicking the pencil-icon located at your package's overview on the 'My combi's' page.

After this, click on "Edit configuration".

On this page, all choices that you configured earlier will re-appear and can be modified.

Don't forget to save any changes by clicking on the button at the bottom of the page!

Error: ExactOnlineAPI API error [Code: 500, Response: { "error": { "code": "", "message": { "lang": "", "value": "Verplicht: Betalingsconditie" } } }]
​Solution: payment conditions in Exact Online are not filled out. Navigate to Settings > General > Payment condition (Sales) in the top right, and enter the default payment condition.

Error: ExactOnline API error: { "error": { "code": "", "message": { "lang": "", "value": "De maximale lengte van de code is 18 karakters" } } }
​Solution: the maximum amount of allowed characters of a debtor in Exact Online is 18 characters. Therefore, make sure that customer numbers in WooCommerce are no longer than 18 characters. Mistakes like these unfortunately can't be corrected, which leads to faulty invoices not being updated in future synchronisations.

Error: Relatie met nummer 12345678 is niet van type klant.
​Solution: the contact in Exact Online probably already exists and is not a customer, but probably a supplier or creditor. Modify the customer number in WooCommerce and re-execute the export step. (BEWARE: don't just regularly re-execute, but go into the package configuration and re-select the export step).