Online accounting systems integrations

Integration with online accounting systems allows the transfer of invoices issued by BaseLinker to a given online accounting system.

 

The mechanism of integration works in the following way:

  1. BaseLinker system generates invoices – manually or with automatic actions – based on selected orders and according to the settings of a given numbering series.
  2. BaseLinker sends these invoices to the external online accounting system and appropriate invoices are generated there.The exact information sent by the system depends, among other things, on the settings of a given numbering series and the integration module settings. In the settings of a given module you can also choose whether you want to send invoices immediately at the time of issue or in bulk upon manual export.
  3. BaseLinker retrieves invoices generated in this way from an external online accounting system via API.. This allows you to send your customers invoices from the Fakturownia, wFirma, iFirma and other integrations or to print them with direct printer integration.
  4. Further invoice management should be carried out in an external system and invoices previously issued by BaseLinker should be ignored.

 

You can export invoices at any time:

  • automatically at the time of issue,
  • in bulk, upon manual export.

In addition, you can send these invoices to customers from the BaseLinker panel – as a link or attachment in an e-mail – and print them (in the same way as BaseLinker invoices).

 

Integrations include only the forwarding of invoices (and in the case of selected integrations – also receipts).  They do not allow full integration – e.g. listing products from the accounting system warehouse.

 

On the other hand, some integrations offer transferring the SKU number of the product, which allows to reduce the inventory in the accounting software.

 

All available integrations are available in Integrations Add integration → Accounting. 

 

Currently, the following integrations are available:

 

Connecting account

To connect an account, follow these steps:

  1. In BaseLinker system in Integrations section select green button Add integration.
  2. Select the required program in the Accounting section.
  3. On the New integration screen, enter the required data. Depending on the accounting system, the integration requires a login and password, a login and token/API key, or just the API key.
  4. Select the “Save” button.

 

Services provided within the integration framework

Once you have connected the account, remember to configure it properly. Each system has its own individual settings. In the table below you will find detailed information on each integration.

 

Name Receipts Corrections Numbering series Payments SKU transferring
Fakturownia.pl Yes Yes Yes Yes Yes
Fakturowo.pl Yes No No Yes No
Firmao.pl Yes No Yes Yes Yes
iFirma.pl No No Yes Yes No
inFakt.pl No Yes No Yes No
wFirma.pl Yes No Yes Yes Yes

 

In the Integrations section, in the Integration settings table, you will see the possibilities offered by the integration.

 

Options available for a given module are displayed in grey and active – in green.

 

 

 

Module appearance

The following sections are shown in the settings of the integration module with the accounting program:

  • Export documents – here you can export invoices (and in some integrations receipts as well) to the accounting program. The system can also export documents automatically as soon as they are created in BaseLinker.
  • Configuration – in this section you will connect your account and configure the integration.
  • Numbering series – if you use multiple invoice numbering series, you can link them here or choose ‘do not pass’ option.
  • Payment Types – you can assign a corresponding payment selected in the online accounting system for each payment name.

 

Configuration

Each module has its own settings, but the following fields must be configured for each integration:

 

  • Numbering. Specify whether the system should use sequential invoice numbers from your online accounting system or from BaseLinker.
  • Pass invoices automatically. The system can pass invoices automatically, as soon as they are created, or in bulk, when you export manually.
  • Display customer invoice (…) instead of BaseLinker invoice.  If you choose ‘Yes option here, then invoice from external accounting system:
    • will be available in e-mail attachments and under the [invoice_link] tag.,
    • will be available in the order card and will be printed instead of BaseLinker invoice
    • BaseLinker will forward such an invoice to external marketplace integrations (eMAG, Amazon) instead of BaseLinker invoice, if only the EMag/Amazon integrations → Orders an Invoice – forwarding option has been enabled.

 

In addition, the following sections should be set:

  • Linking the numbering series (for selected integrations). If you use multiple series of invoice numbering, you can link them properly. For each of the numbering series created in BaseLinker you can specify the corresponding numbering series from your online accounting program. If you do not set the link, invoices will be added to the default numbering series in your program.
  • Linking the payment type. You can also assign each payment type that appears in your orders to a payment type in your accounting program.

Stock and SKU

When transferring documents to the Fakturownia.pl, Firmao.pl and wFirma.pl accounting programs, BaseLinker can transfer the SKU number, allowing the accounting program to change the quantities in warehouse. However, it is not a two-way integration (it is not possible e.g. to list products from the warehouse of such program etc.).

 

This option can be enabled in the module settings. In Integrations → Fakturownia.pl / Firmao.pl / wFirma.pl → Settings section you will find the field “Send products SKU (…)”.

 

Remember that the SKU number of the product in the order should be identical to the SKU number of the product in the selected accounting system.

 

SKU numbers in the order:

  • from Allegro and other marketplace platforms is the same as it was saved with the product in the warehouse at the time of listing offer on its basis or at the moment of linking the offer to this product. For more information, see the article Linking offers to warehouse products 
  • from the store is retrieved together with the order from the store

Stop after failure

If you issue and send invoices to customers using automatic actions, it is worthwhile to use the following sequence:

 

  • Issue an invoice – when the ‘Issue invoice’ action, it is worth to check the ‘Stop after failure Yes’ (then in case of an incorrect connection with the external accounting system, BaseLinker will abort performing subsequent steps),
  • Change status – in the next step move the order to a separate status (e.g. ‘Invoice generated correctly’),

 

 

  • Send e-mail – and then create a second (separate) ‘Send e-mail’ action (with an attached invoice generated in an external system). This action should be triggered by a status change.

 

 

 

This ensures that orders without an invoice generated in the external system (due to a connection error) and which operate on basic BaseLinker invoice will remain in their initial status.

What data does BaseLinker pass on?

BaseLinker sends to its external online accounting system, among others:

Customer data

Exactly the same data as seen on the order card is transferred to the external online accounting system.

Payment date

If the payment date option is disabled in the numbering series settings (in Order Manager → Invoices → Settings → Payment date section Do not display the payment date on the invoice), is selected, BaseLinker does not save such data and this field is omitted when sending the invoice to the external system.

VAT

BaseLinker shall provide the invoice VAT rates as indicated on the invoice of BaseLinker. For further information, see the article VAT rate on invoice.

 

Updating sales documents

As a rule, the system passes the invoice only once. Further changes should be made directly in the external accounting system.

 

NIn Fakturownia and inFakt integrations there is a possibility to manually pass the correction (in section Order Manager → Invoices → Corrections → edition of a given correction)

 

BaseLinker retrieves invoices directly from the API of a given accounting system, therefore any changes made in the external system should also be visible on printed invoices and links.

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