This manual describes the steps required to connect Zenvoices to an AFAS Profit (online) environment. These steps only need to be performed once per AFAS environment. If there are multiple subscriptions, a separate integration must be created for each subscription.
This manual is intended for administrators of AFAS Profit. If you need support with the installation, please contact us.
Settings in AFAS
A. Preparation
New AFAS environment?
If the environment in AFAS is new, we recommend first processing a number of bookings manually in AFAS. If applicable, make use of allocation axes. By doing this in advance, any errors will immediately become visible and can be resolved. This ensures that the integration with Zenvoices is set up correctly and without errors.
Autonumber
Make sure that autonumbering of creditors and/or debtors is enabled. This is required if you want to create creditors and/or debtors from Zenvoices. Go to General | Setup | Number settings | Autonumbering, and enable ‘Use default autonumbering’ for purchase account and/or sales account.
B. Create connector user
Create a system user in AFAS that can be used for the integration:
Go to General | Manage | Authorisation tool.
Go to the tab Maintain users and click ‘New system user’.
Enter a username and description (e.g. ‘Zenvoices’) and click ‘Next’. The user must start with the participant number.
Example: if your AFAS Online username is AOL\12345.admin then 12345 is the participant number.
Enable ‘Profit Windows’ and click ‘Next’.
Optionally enter the email address and click ‘Next’.
Enter the initial password and click ‘Next’ and then ‘Finish’.
C. Import GetConnectors
The following GetConnectors must be imported in AFAS:
Zenvoices_AdministrationDetails
Zenvoices_AllocationCodeAssignments
Zenvoices_Commitments
Zenvoices_Countries
Zenvoices_Currencies
Zenvoices_Customers
Zenvoices_Journals
Zenvoices_LedgerAccounts
Zenvoices_Items
Zenvoices_PaymentConditionsZenvoices_Periods
Zenvoices_Projects
Zenvoices_ProjectStages
Zenvoices_Reviewers
Zenvoices_SupplierInvoices
Zenvoices_Suppliers
Zenvoices_TaxCodes
Zenvoices_TaxRateGroups
Click here to go to the page to download the GetConnectors. You can then import the connectors in AFAS as follows:
Go to General | Output | Manage | GetConnector.
Click ‘More actions’ and then ‘Import’ and select the folder with the connectors. Via ‘Network | tsclient’ you can access your local computer. (If you do not see the ‘Import’ button, you may not have the required permissions. Then click here for an AFAS instruction)
Click ‘Finish’.
Points of attention when importing the GetConnectors:
If your AFAS version does not support currencies, an error message will appear when importing the connector Zenvoices_Currencies. This message can be ignored.
If your AFAS version does not support projects, an error message will appear when importing the connectors Zenvoices_Projects, Zenvoices_ProjectStages and Zenvoices_Items. This message can be ignored.
If your AFAS version does not support allocation, an error message will appear when importing the connector Zenvoices_AllocationCodeAssignments. This message can be ignored.
If your AFAS version does not support commitments, an error message will appear when importing the connector Zenvoices_Commitments. This message can be ignored.
D. Create AppConnector
Now that the connectors have been imported, you can create the Zenvoices AppConnector:
Go to General | Manage | App Connector.
Click ‘New’.
Enter ‘Zenvoices’ in the description.
Choose ‘Classic token’ as authentication type (from Profit 6).
Choose the user group ‘All Profit users (Everyone)’.
Do you not see this group directly? Click ‘Show all’ (like shown in the image below) to make this option visible.
6. Click ‘Next’. (Continues at step E)
E. Add Get- & Update connectors
Open the properties of the AppConnector if this window is not already open.
Go to the tab ‘GetConnectors’.
Click ‘New’.
Select the required GetConnectors (see list at step C).
Go to the tab ‘UpdateConnectors’.
Click ‘New’.
Select the following connectors:
KnSubject
FiEntries
KnPurchaseRelationOrg
KnSalesRelationOrg
FiInvoice
F. Create user token
Open the properties of the AppConnector if this window is not already open.
Go to the tab ‘User tokens’.
Click ‘New’.
Select the user created in step B and enter ‘Zenvoices integration’ as description.
Click ‘Next’.
Copy the generated token, store it temporarily (you will need it for the configuration of Zenvoices) and keep it in a safe place.
please note: the token cannot be retrieved again in AFAS. If you forget the token, you must delete the old token and create a new one.
Click ‘Finish’.
Add accounting integration in Zenvoices
For each AFAS environment, add an accounting integration in Zenvoices:
Go in Zenvoices to Manage | Environment | Accounting integrations.
Click ‘New accounting integration’.
Choose ‘AFAS’.
Enter the token generated in the previous step in the field ‘Token’.
Enter your AFAS Online participant number.
Example: if your AFAS Online username is AOL\12345.admin then 12345 is the participant number.
Zenvoices connects by default to an AFAS production environment. Do you want to connect to an AFAS accept or test environment? Disable ‘AFAS Online’ and enter in API URL:
https://[participantnumber].restaccept.afas.online/ (accept) or
https://[participantnumber].resttest.afas.online/ (test)Replace [participantnumber] with your participant number.
Click ‘Next’.
Choose a unique name for the accounting system. If you want to connect multiple AFAS environments to Zenvoices, it is recommended to include the environment name in the accounting system name.
Click ‘Next’.
Select the administrations from your AFAS environment that you want to connect to Zenvoices.
Click ‘Next’.
Choose which journals you want to process in Zenvoices.
Click ‘Finish’ to complete the integration and you can get started.
Error messages
Are you encountering error messages? First process a booking manually in AFAS. It is possible that an error message appears that is related to the error during the integration.
If the booking does show errors: resolve these first in AFAS before continuing.
If the booking can be processed without errors: take a full screenshot of the booking in AFAS and send it to support@zenvoices.com. Our support team will investigate this further in the background.