How are customers synchronized?

How are webshop customers created/updated in the accounting system?

Updated over a week ago

Creating/updating customers in the accounting system

Customer information from the webshop is used to create/update customers in the accounting system.

The system automatically check, whether the customer exist in the accounting system before creating a new to secure you from having the same customer created multiple times.

How is the customer identified?

You can select, which field customers are to be identified on to check if they already exist in the accounting system. It is recommended to choose a field, which is required in the webshop checkout, e.g. email.

Creating/updating a customer

You can specify, whether customers may be created and updated in the accounting system. To fine-tune the integration, you can specify which specific fields that are allowed to be updated, e.g. name, telephone, customer group and so on.

It is not required to enable the update of customers, but if you do not allow the customers to be created, your customers must exist in the accounting system already, for an invoice to be created.

Compile sales on one customer

You can also handle all webshop sales through one customer in the accounting system. In that case the specific customer data will still appear on the invoice, but all invoices will be linked to a single webshop customer in the accounting system.

Handle B2C, B2B, and EAN customers differently

A separate handling of B2C, B2B, and EAN customers can be set up. By activating these setting, you can select different fields for each customer type to be identified on.

Handling different customer types can be set up in multiple ways, but we advise you to follow these recommendations:

B2C customers: We typically recommend, that private customers are identified on their email address, which should be set as a required field in the webshop checkout. Alternatively you can synchronize all to one customer, that could be named B2C webshop.

B2B customer: We recommend, that business customers are identified on their VAT number. The field should be set as required in the webshop checkout when buying as a business customer. Under all circumstances it is important that a VAT number is received, since the integration must read a filled out VAT number field to know, that this customer is to be handled as a B2B customer.

In the webshop module you can specify which custom field you are using for the VAT number, since this field often doesn't come as a standard field in the webshop. Note, that some webshop platforms require an extra plugin to get a VAT number field.

Here it is also recommended to set input requirements to the VAT number field in the webshop to make sure, that the customer fills out the field correctly.

Alternatively the IEX support can customize a solution to e.g. identify the customer on the email domain, but this method should only be seen as a backup plan. In almost all cases it is recommended to find a solution to receive the VAT number in the webshop.

EAN customers: We recommend that EAN customers are identified on their EAN number. Similarly to the VAT number, you can specify in IEX, which fields that are used for EAN numbers. It is only the EAN number itself that must be filled out on an order, for IEX to know to handle the customer as an EAN customer.

Some accounting systems do not offer a standard field to handle EAN requisition number and EAN reference person. If you wish to have these fields transferred, you should contact the IEX support, who will offer to map up those fields to fields of your own choice.

EAN invoice
When an EAN number is read on the customer, the integration can trigger the automatic send of an EAN invoice to the customer, if the functionality exists in the accounting system.

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