How the E-conomic integration works

Shoporama's e-conomic app automatically transfers your orders from the webshop to e-conomic so you don't have to enter them manually. How exactly the integration works depends on your settings. Here we go through the entire flow so you know what to expect in the accounts and how long it takes.

When is the order marked for transfer?

In the app settings, you choose when to mark an order for synchronization with e-conomic. You can choose between three times:

• At creation, as soon as the customer completes the order in the webshop.
• At payment, when the payment gateway has approved the payment.
• At shipment, when you mark the order as shipped in Shoporama.

When the trigger is hit, a notification about the order is added to Shoporama's internal event queue. It is this notification that starts the actual transfer to e-conomic.

How the actual synchronization works

The transfer is queue-based, not a real-time webhook. The flow is:

1. When the trigger hits (created, paid or sent), an event is added to the shop's event queue.
2. A background job on the Shoporama server runs the queue continuously and sends the current orders to the e-conomic app.
3. The app retrieves the order via Shoporama's REST API, maps customer, VAT zone, product lines and discounts, and sends the data to e-conomic as either an order draft or invoice draft.
4. If you have enabled automatic posting, the invoice is posted immediately in e-conomic. Otherwise, it will remain as a draft until you post it yourself.

In practice, it typically takes less than a minute from the trigger hits until the order is in e-conomic. If e-conomic is down or responds slowly, it may take longer, but the order will not disappear. You can also manually send an order by adding the label e-conomic-pending to the order.

What data is sent to e-conomic?

For each order that is transferred, Shoporama sends the following to e-conomic:

• Customer: name, address, postal code, city, country, email, phone and CVR/EAN. If the customer does not exist as a debtor in e-conomic, it is created automatically.
• Invoice recipient and delivery address so that the delivery note is correct.
• Item lines with item number (SKU), name, quantity, unit price and VAT rate.
• Shipping as a separate line.
• Discounts as negative lines (gift card/discount code, promotional discount and redeemed loyalty points).
• Reference: Shoporama's order number (and basket ID if applicable) is saved as a reference on the invoice so you can easily find the order again.
• Layout and payment terms based on your settings (card vs. EAN/invoice).

Which debtor will the sale be booked to?

In the app configuration you choose how the debtor number is determined:

• Fixed debtor, all sales are posted to the same debtor number (e.g. a combined "Webshop customers" account).
• Phone number, the debtor number is built from the customer's phone number.
• Customer number, the customer's unique ID from Shoporama is used (requires the customer to be logged in).
• Unique number, each new customer gets their own running debtor number in e-conomic.

When a debtor does not already exist, it is automatically created with address, city, postal code, email, phone, CVR/EAN and contact person. You can also select separate debtor groups for private customers (B2C) and business customers (B2B with CVR/EAN) to make the accounts easier to understand.

How is VAT handled?

Shoporama automatically sets the correct VAT zone on the invoice in e-conomic. So you don't have to sort sales to private individuals from sales to companies, or Danish sales from exports. The VAT zone is determined based on:

• The customer's country of delivery.
• Whether the customer is private (B2C) or business with a CVR or EAN number (B2B).
• Your own home country, which you set in the app settings.

In practice, it looks like this:

• Domestic sales, sales to customers in your own country are booked in the domestic VAT zone, typically with 25% Danish VAT.
• EU business sales, sales to businesses in other EU countries (with a VAT number) are booked according to the reverse charge rules, where you as the seller do not charge VAT.
• EU sales to private individuals, sales to private customers in other EU countries are handled according to the OSS rules. Each EU country has its own VAT zone in e-conomic.
• Norway (VOEC), special handling can be activated for VOEC schemes to Norwegian customers.
• Exports, sales to non-EU countries are booked as exports without VAT.

For this to work, the corresponding VAT zones must be set up in your e-conomic agreement. Read more about B2B handling in the article B2B sales in Shoporama.

How are discounts transferred?

Discounts are transferred as separate lines on the invoice in e-conomic, so you can see exactly what type of discount the customer has received and how much it is. Shoporama divides discounts into three categories:

• Gift cards and discount codes, shown as the "Discount" line on the invoice.
• Promotional discounts, volume discounts, automatic promotions, and category discounts are shown as the "Promotional discount" line.
• Loyalty points, if the customer has redeemed points in connection with the purchase, they are shown as the "Points used" line with the number of points used.

The discount lines have a negative amount and are automatically deducted from the order total in e-conomic. The net amount is calculated based on the order's actual VAT rate, so it is correct for both Danish sales with 25% VAT, VAT-free B2B sales to the EU and exports to third countries.

Managing products

The new e-conomic app does not transfer products as master data to e-conomic. Instead, the product is created as a line on the invoice with item number (SKU), name and price. Therefore, you do not need to maintain a product master in e-conomic.

If a product already exists in e-conomic with the same SKU, e-conomic uses it automatically. Otherwise, a simple line item is created on the invoice.

Invoice draft or posted immediately?

You choose whether the invoice should be posted automatically in e-conomic or whether it should be left as a draft until you check it through and post it yourself. If you want extra control over your accounting, we recommend leaving invoices as drafts so you can correct typos, change coding or make adjustments before they are finalized.

What is not synced?

The e-conomic app is one-way: data goes from Shoporama to e-conomic, not the other way around. In concrete terms, this means:

• Inventory, stock is handled exclusively in Shoporama. Changes in e-conomic do not affect the webshop inventory.
• Products such as master data and product information do not travel to e-conomic as catalogs, only as item lines on invoices.
• Credit notes, credit notes must be created manually in e-conomic for refunds.
• Payment status back, if you mark an invoice as paid in e-conomic, the order is not updated in Shoporama.

Frequently asked questions

How long does it take before I can see the order in e-conomic?

Usually less than a minute. When the trigger hits (created, paid or sent), the order is placed on the event queue and the background job sends it to e-conomic shortly after. If e-conomic is temporarily unavailable, it may take longer, but the order will not disappear.

What happens if e-conomic is down or an order fails?

The order is labeled e-conomic-failed and the error message is in the order notes. You can restart the transfer yourself by removing e-conomic-failed and adding e-conomic-pending. It will start over as soon as the queue is processed.

Can I see which orders have been transferred correctly?

Yes, you can. Each order gets one of the labels: e-conomic-ok (transferred), e-conomic-pending (queued) or e-conomic-failed (failed). Filter the order list by label or view the status directly on the individual order.

Anne (accountant): Does the VAT in e-conomic match 100% with my Shoporama statistics?

As a general rule, yes. Minor deviations at the penny level may occur due to rounding between the systems. If the numbers deviate more, check the VAT zones, currency and whether all orders have actually been transferred (filter the order list on e-conomic-pending and e-conomic-failed).

Anne (accountant): What do I do when a customer wants a credit note?

The new app does not transfer credit notes automatically. When you credit an order in Shoporama, you need to create the corresponding credit note in e-conomic from the original invoice. Remember to also refund the payment via your payment gateway. Read more in Credit notes and refunds.

Jonas (e-merchant): Can I sync multiple shops to the same e-conomic agreement?

Jonas (e-merchant). Each Shoporama shop is installed separately in the e-conomic agreement via the app. You can use fixed, separate debtor numbers or debtor groups per shop so that you can easily report on them separately. Choose layout numbers so it's clear which shop the invoice comes from.

Jonas (e-merchant): What happens if I get 500 orders on a promotion day?

The queue handles it automatically. The orders are queued one by one and the background job processes them continuously. Even at peak times, the delay is typically in minutes, not hours. Check the e-conomic-pending tab to see if there is a backlog.

Gitte (store owner): Do I have to maintain my product catalog in two places?

Gitte (store owner): No. Products are only in Shoporama. On the invoice in e-conomic, the line item is listed with SKU, name and price. If you already have a product catalog in e-conomic with the same SKU, e-conomic will reuse it. Otherwise, it is just written as a simple line item.

Gitte (store owner): What do I do if I accidentally change an order in Shoporama?

If the order has already been transferred to e-conomic, the invoice will not be updated automatically. Either correct the invoice directly in e-conomic or cancel it there and transfer the order again by removing e-conomic-ok and adding e-conomic-pending. Note: if the invoice is already posted, it cannot be changed, only credited.

Where do I find the error message if an order fails?

Open the order in Shoporama and see the notes and error field. Typical causes are an invalid API key, missing customer information, or a VAT zone that does not exist in your e-conomic agreement. Read more in Troubleshooting e-conomic integration.

Read more

• Set up e-conomic integration
• Troubleshooting e-conomic integration
• Typical errors in the e-conomic integration
• B2B sales in Shoporama
• Credit notes and refunds

Do you need help? Contact us at support@shoporama.dk.