bexio

Introduction

With the bexio module, you can conveniently link your webshop to your bexio account. This gives you the option of synchronising Products, exporting existing customers to your bexio account and automated order transmission. If goods are ordered in the shop, the order is immediately available for processing in your bexio. Easily increase your productivity, avoid incorrect entries and automate tedious tasks.

The module is free of charge for hosting customers. Unfortunately, the bexio module is not available for purchase customers who have hosted the shop on an external server.

Module installation

The bexio module will be installed for you by one of our technicians. You will then find the module as an individual tab in the navigation bar on the left.

Configuration of the interface

Before you can use the interface, you need to configure the module. In this chapter, we explain step by step how to proceed.

Configuration instruction video

In this video, we explain how to configure your bexio module and how to deal with error messages. You will find more detailed information if you continue reading.

Step 1: Connect PepperShop with bexio

First, connect the bexio account with PepperShop.

1. Go to your PepperShop administration.
2. Click on the bexio module in the navigation bar on the left.
3. Click on “Create new” under “Connection to bexio”.
4. A window opens and you can log in with your bexio login. Authorise access from PepperShop to bexio.
5. Back in PepperShop Administration, tick the box next to “Activation”.
6. Click on “Save” at the bottom.

Two further tabs now appear in the tab at the top.

Step 2: Configuration Interface

Now define the bexio user and the account assignment.

1. Click on the “Configuration” tab.
2. Under “User ID”, select the bexio user on which your Web cash register orders are to be created.
3. Under “Account assignment standardpositions”, define to which revenue account entered in bexio all non-product items should be posted. This includes
   • Shipping costs
   • Minimum quantity surcharge
   • Cash on delivery
   • PayPal amounts
   • Fiduciary costs
4. Under “Invoice status on order creation”, you can specify whether the invoice should be created as a draft in bexio or marked directly as “open”.
5. Save your settings.

Step 3: Assign Payment details

On the “Payment details” tab, assign the PepperShop payment methods to your bexio bank accounts.

1. Switch to the “Payment details” tab.
2. For each payment method, select a bank account in the dropdown to which the payment should be booked.

Good to know:

• If you need additional accounts in the dropdown selection, you can create them in your bexio account in the Banking tab. These will automatically appear in your PepperShop administration as soon as you have updated the page.

• For payment types for which incoming payments are already booked (“Done”) and the payment is not made by credit institutions until a few days later, we recommend creating a transitory account in the Banking area. The account is managed as a cash account for this purpose.

Step 4: Import / export Products and customer data

The decisive factor for this step is whether bexio or PepperShop will be your master system in the future, i.e. in which programme you want to maintain your product and customer data. (In most cases, we recommend using bexio as the master system.) Select the scenario that suits you best:

Scenarios: Master system bexio (recommended)

a) Scenario: bexio new, PepperShop new

Entering Products and customer data in bexio

Before you continue with the instructions, you must enter your Products and customer data in bexio.

Import article and customer data from bexio

Import the product and customer data from bexio into the PepperShop.

1. Switch to the “Interface” tab.
2. Click on “Import products from bexio” and on “Ok”.
3. Click on “Import bexio customers” and on “Ok”.

Create categories

Now you need to create one or more categories for the PepperShop in order to assign the imported Products to a category.

1. Switch to “Categories” in the navigation bar on the left.
2. Click on “New” and fill out the form.
3. If you want to create further categories, repeat the steps.

Assign Products

Now move the imported Products to the appropriate category.

1. Click on “Products” → “Mass mutations” → “Categories” → “Nichtzugeordnet” in the menu in the navigation bar.
2. Now select the desired Products in a category and click on the “Select” button. (Multiple selection is possible with the Ctrl or Shift keys).
3. Then tick the desired category/ies and click on “Assign products to these categories”.
4. Repeat these steps until all Products have been assigned.

Continue reading at “Step 5: Make a test purchase”.

b) Scenario: bexio new, PepperShop already set up

Export PepperShop product and customer data to bexio

Now export already entered product and customer data from PepperShop to bexio.

1. Click on the bexio tab in the navigation bar on the left.
2. You should now be in the “Interface” tab.
3. Click on “Export products to bexio” and then on “Ok”.
4. Click on “Export customers to bexio” and then on “Ok.”

Continue reading at “Step 5: Make a test purchase”.

c) Scenario: bexio already set up, PepperShop new

Import article and customer data from bexio

Import the product and customer data from bexio into PepperShop.

1. Switch to the “Interface” tab.
2. Click on “Import products from bexio” and on “Ok”.
3. Click on “Import bexio customers” and on “Ok”.

Create categories

Now you need to create one or more categories for the PepperShop in order to assign the imported Products to a category.

1. Switch to “Categories” in the navigation bar on the left.
2. Click on “New” and fill out the form.
3. If you want to create further categories, repeat the steps.

Assign Products

Now move the imported Products to the appropriate category.

1. Click on “Products” → “Mass mutations” → “Categories” → “Nichtzugeordnet” in the menu in the navigation bar.
2. Now select the desired Products in a category and click on the “Select” button. (Multiple selection is possible with the Ctrl or Shift keys).
3. Then tick the desired category/ies and click on “Assign products to these categories”.
4. Repeat these steps until all Products have been assigned.

Continue reading at “Step 5: Make a test purchase”.

Scenarios: PepperShop master system

Please note: If you decide to use PepperShop as the master system, the stock must be maintained in both systems.

a) Scenario: bexio new, PepperShop new

Enter Products and customer data in PepperShop

Enter your Products and customer data in PepperShop.

Export PepperShop product and customer data to bexio

Now you can export already entered product and customer data from PepperShop to bexio.

1. Click on the bexio tab in the navigation bar on the left.
2. You should now be in the “Interface” tab.
3. Click on “Export products to bexio” and then on “Ok”.
4. Click on “Export customers to bexio” and then on “Ok.”

Continue reading at “Step 5: Make a test purchase”.

b) Scenario: bexio new, PepperShop already set up

Export PepperShop product and customer data to bexio

Now export already entered product and customer data from PepperShop to bexio.

1. Click on the bexio tab in the navigation bar on the left.
2. You should now be in the “Interface” tab.
3. Click on “Export products to bexio” and then on “Ok”.
4. Click on “Export customers to bexio” and then on “Ok.”

Continue reading at “Step 5: Make a test purchase”.

c) Scenario: bexio already set up, PepperShop new

Import article and customer data from bexio

Import the product and customer data from bexio into PepperShop.

1. Switch to the “Interface” tab.
2. Click on “Import products from bexio” and on “Ok”.
3. Click on “Import bexio customers” and on “Ok”.

Create categories

Now you need to create one or more categories for the PepperShop in order to assign the imported Products to a category.

1. Switch to “Categories” in the navigation bar on the left.
2. Click on “New” and fill out the form.
3. If you want to create further categories, repeat the steps.

Assign Products

Now move the imported Products to the appropriate category.

1. Click on “Products” → “Mass mutations” → “Categories” → “Nichtzugeordnet” in the menu in the navigation bar.
2. Now select the desired Products in a category and click on the “Select” button. (Multiple selection is possible with the Ctrl or Shift keys).
3. Then tick the desired category/ies and click on “Assign products to these categories”.
4. Repeat these steps until all Products have been assigned.

Continue reading at “Step 5: Make a test purchase”.

Step 5: Make a test purchase

To check whether the bexio PepperShop interface has been successfully configured, make a test purchase. The purchase will be forwarded to your bexio.

1. Switch to bexio.
2. Go to “Sales” → “Orders”.
3. Your test purchase is listed here.

Congratulations! You have successfully connected bexio and PepperShop!

Data synchronisation

The following diagram illustrates the data flow between bexio and PepperShop.

Restrictions

• Programming for total article discounts cannot be used.
• Categories, images and graduated prices must be entered manually once.
• The data from bexio can only be exported with one currency and language. However, foreign currencies can also be offered in the shop by means of factor conversion. The article texts in foreign languages must also be entered in the shop.

Notes

• Bexio is the authoritative system for processing. If you have changes to prices, stock levels or descriptions, enter them in bexio. Then select the “Import products from bexio” function in the shop.
• When importing shop products whose article numbers do not exist in bexio, they will be irrevocably deleted. (To prevent this, you can export the PepperShop Products to bexio before importing).
• Categories without Products will be deleted during the import.
• If you delete Products or customers, synchronise the interface. Otherwise there may be problems with the orders.
• If an error message appears during an import or export, you will see the cause listed. Start the process again after the error has been rectified.

Perform manual synchronisation

Changes to Products and customer data in bexio

If you make changes to products or customers in bexio, you must then click on “Import products from bexio” in the module administration of the shop in the bexio module so that these changes are transferred to the shop. Particular attention must be paid to stock management: Stock changes caused by orders in the shop are automatically synchronised, which prevents errors and saves a lot of time. Stock levels must not be changed in the shop.

If new Products are created in the shop that do not exist in bexio, the stock is also exported once.

Changes to Products and customer data in PepperShop

If you make changes to products or customers in the shop, you must click on the “Export products to bexio” button under “Modules” → “bexio” so that these changes are synchronised in the bexio account.

Products and categories

Products that are not visible / not assigned

If the new products submitted by bexio are not assigned to a category in the shop, they are not visible to the customer and therefore cannot be sold.

To check whether you have products that have not yet been assigned, go to “Products” → “Mass mutations” → “Categories” → “Nichtzugeordnet”. If all products are already assigned, the text “There are no products in this category” appears. So you don’t have to do anything. If Products are listed, proceed as follows:

1. Select one or more Products in a category and click on the “Select” button. (Multiple selection is possible with the Ctrl or Shift keys).
2. Then tick the desired category/ies and click on “Assign products to these categories”.
3. Repeat these steps until all Products have been assigned.

Item images

Item images must be manually imported into the shop and assigned, as bexio works without images. You can upload the images in the directory *{shopdir}/shop/ProductsImages * (file name = article_number_gr.jpg or article_number_kl.jpg). The assignments can be edited under “Products” → “Mass mutations” → “Image links” or assigned automatically via “Settings” → “Shop configuration” → “Operations” → “Assign product images to products based on article number”.

Products variants

It is possible to create variations of a Product, which is useful for multiple sizes or colours. The parent item (main item) cannot be purchased. The sub-products (variants) have all the properties of a “normal” product. Only the name, item images and description of a parent item in the shop are used for the display. Please also refer to the specific Instructions for parent/sub articles.

In the webshop, the parent article and the associated sub-articles are created in article editing (“New” or “Edit article”):

• Define article no. of the main article
• Name and description
• Price of the “Parent article” is -1
• Enter the variations (sub-items) for this

Make sure that you have made an import from bexio to the shop before starting the article entry. You can then start entering and linking the Products. An export to bexio must then be carried out.

Assign Products to category

The product/category assignment process only needs to be carried out once for each product and is therefore part of the opening procedure for a new product that is to be sold online. Further updates (stock, …) have no effect on the category assignments.

Categories and search engine optimisation (SEO)

If you place Products in several categories at the same time, this usually has negative effects on search engine optimisation, as Google and Co. find the same content on “very similar pages” and thus classify the content as duplicate content and split their page ranks across all categories.

Pricing

Graduated prices

If you want to work with graduated prices, these must be entered manually once in the shop administration. This is also possible in the mass mutations.

Discount programming

If your PepperShop has specific discount programming on the product total (surcharges / discounts shown on the Products), these discounts should be deactivated. Programming that affects the order total is compatible with the module and can continue to be used.

Orders

Payment methods

In bexio, webshop orders are created as an order and, depending on the payment method, an invoice is also created immediately. Purchases via the web cash register are directly transferred and booked as a paid invoice. The payment conditions are transferred from the webshop to bexio:

Customer number and invoice number

By default, the module is configured so that the customer and invoice numbers are assigned by bexio to avoid overlaps and errors.

Payment slips

To print QR-bills from the shop, you need the PDF print module and the payment slip module. For full instructions, please refer to the Payment slips instructions.

Monitoring the transmission / queue

The queue can be used to monitor the transmission of each order to Bexio. In the shop administration, you can access the order overview via “Customers/Orders” → “Customer management”. Click on the “Order reference/invoice number” to access the detailed view of the order

Select the “Queue” tab. You will now be shown which transmissions were successful (FINISHED), which failed (FAILED) and which are still being processed (WAITING). Each queue entry can be expanded to provide more detailed information on the transmission error. By clicking on the blue “Execute job again?” button, you can manually initiate this transmission again.

In the screenshot above, we can see that the Products were not transmitted correctly. In the screenshot below, the error has been corrected and the Products were transmitted correctly.

Procedure for error messages

Products import

Error messages may appear when importing Products from bexio to PepperShop, as the following data are not mandatory fields in bexio:

• Product code
• Product unit
• Price (otherwise CHF 0.- is used)
• If used: Stock level

Please enter the data correctly in bexio and start the import again.

Order export

If a problem occurs when transferring the order to bexio, the export is cancelled and an error message is sent by email and displayed in the dashboard. Please proceed as follows to resolve the problem:

Please use the order confirmation to check whether the order has been created correctly in bexio. Depending on the message, a status may not have been triggered or article items may be missing. If necessary, complete the order manually and process it as usual.

Further help

Do you need further support? PepperShop provides you with various options.

• It often helps to click on the question mark icon in the top right-hand corner of the administration. Here you can get direct help on the topic in question.
• You can find various answers in the FAQ. These can also be accessed in the shop administration via Help&News -> Help archive. Or via our homepage https://www.peppershop.com/de/services/support/faq/
• In the PepperShop Academy https://www.peppershop.com/de/services/academy/ you can easily and conveniently find various free video tutorials.
• We are also happy to help you by e-mail or telephone (CHF 185./h) support@glarotech.ch or +41 71 923 08 58