Online stores enable the fully automated viewing, ordering and paying of products and also the logistics related to the store are also often automated to a certain degree, which makes operating online stores very cost-effective.
Typically, there are lots of rather small sales transactions in online stores, so a significant portion of the benefits of automation is lost in saving accounting information. Sales can alternatively be entered as a lump sum, but this requires manual work and reduces the accuracy of sales and financial tracking. To resolve these issues, online stores have been integrated to Procountor, as the integrations enable automating the accounting related to operating an online store.
Data transfer to Procountor
Procountor’s online store interface enables the integration of an online store and financial administration. Through the interface, orders submitted in the online store software are transferred automatically to Procountor.
Based on the orders, sales invoices are generated to the invoicing company’s Procountor environment, where they can be processed further. Orders can either be transferred to Procountor as sales invoices, or as sales order that can be changed into invoices once they’ve been processed in Procountor.
Accounting is generated automatically for the invoices in Procountor, according to defaults. From Procountor, invoices can be sent by mail, as e-invoices, or by email to customers. Alternatively, invoices can be used solely for accounts receivables tracking and as accounting receipts. The online store interface not only facilitates invoicing and automates accounting, but also generates detailed customer and product-specific tracking data without manual saving steps.
Below is a description of data transfer in an online store integration (automatic phases are marked in mauve background color).
The online store interface enables the flexible integration of online stores with financial administration and supports customer-specific processes. Customers can pay for their online purchases, for example, directly through their online bank, with a credit card, or based on a sales invoice sent to the customer.
Customer details, payment method and potential invoice information are transferred from the online store to Procountor in a single set of export data. Regardless of whether the customer pays through the online bank or if they’re invoiced by a sales invoice, the reference payments linked to sales transactions are automatically allocated from the reference payment files received in Procountor to sales invoices. Credit card sales can directly be marked as paid in Procountor.
Process for when the invoice is paid online
Process for when the invoice is paid against a sales invoice
Allocation and updating of register information
Product rows of the order are transferred into Procountor as invoice rows, which makes the tracking of online sales easy. Invoices imported through the online store interface will be automatically allocated to customer and product registers in Procountor. For new customers and products, the data transfer can be parametrized so that new customers and products are automatically added to Procountor’s registers, which enables keeping customer and product registers constantly up to date.
Sales receivables and accounting
Accounting is generated automatically for all invoices imported through the online store interface, based on posting defaults. In the export file, it’s also can also import information on the account, dimension and item used for each invoice row. This enables such a detailed level of automated accounting that manual modifications will only be required in exceptional cases.
Implementation of the integration
Procountor software will not be invisible to the customers in the online store in any way, as no visible changes are required to the online store when implementing the integration. The online store interface is already implemented in several online store solutions and it can also be integrated with new online store software. Implementation of new online store integrations requires that the online store system which is sending the data is able to produce invoice data according to file description defined by Accountor Finago.
Technical details of the interface can be seen in the record description that is found here.
On questions regarding online store integrations, please contact Accountor Finago’s integration specialists at firstname.lastname@example.org.