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# ProductFlow integration

# ProductFlow integration
It is possible to start an integration between Robaws and ProductFlow. For more information about ProductFlow, visit their [website](https://productflow.com/).
In this manual we assume that this integration is active and that there is an active account on ProductFlow.

**The integration works as follows:**
When the integration is activated, a 'ProductFlow' checkbox is added in the item module. If you switch it on, the item is sent to ProductFlow. Changes you make are also sent through.

When an order is registered in ProductFlow via a webshop, a stock change takes place in Robaws. If that order is shipped via ProductFlow, an invoice is created in Robaws. If that order is cancelled after a stock change has been booked, a reverse stock change takes place.
_It is also possible that an order comes into ProductFlow as cancelled. This is taken into account, and in that case nothing happens in Robaws._

When something has not gone as expected, you receive a notification. Click it open by clicking the title. There you can read what exactly went wrong. For more information about the error messages, see the chapter **Errors**.

---

# Setting up the integration
## Preparation
Before we can set up the connection between Robaws and ProductFlow, some preparatory work has to be done.
Navigate to the following URL [https://cloud.productflow.com/profile](https://cloud.productflow.com/profile). Once logged in, you will see a '+' next to "Personal Access Tokens" in the "API" tab. When you click it, you get a new screen to set up a new connection. Fill in "Robaws" there and click "create". **Copy the code you then receive; do not lose this code, or you will have to go through the process above again.**

Then go to Robaws and open settings -> integrations -> ProductFlow. There you will find a page asking for details. At "Access Token", fill in the key you just copied. And at Company Id, the code you just noted down.

A few settings then remain, such as the B2C customer, the default stock location and the option to let Robaws send the sell price. Decide what you want to use and click Activate integration to set the integration up.

![Activate integration overview](https://storage.crisp.chat/users/helpdesk/website/eadf6dec760ec000/unknown-3_1h2hx1v.png)

Next, we still have to set up a VAT tariff. It is important for ProductFlow that this is a VAT-inclusive tariff. You can do this in the Robaws settings -> VAT tariffs. There you create a new tariff with the checkbox "VAT-included calculation:" ticked.

![create vat tariff](https://storage.crisp.chat/users/helpdesk/website/eadf6dec760ec000/unknown-4_1njl6pk.png)

**Attention:** now that you have created your VAT tariff, you end up on a page with the URL: https://app.robaws.com/#/vatTariff/X
Copy the number after the slash here; this is the VAT code you will need shortly in ProductFlow. In ProductFlow you can set up VAT groups. Do this by going to your settings and creating a Robaws VAT group with the correct percentage and, next to it, the code you just took from the URL. To get the code right immediately for all countries, you can simply fill in the standard one and leave the rest empty. See the picture below for reference.

![VAT group - ProductFlow](https://storage.crisp.chat/users/helpdesk/website/eadf6dec760ec000/image_1lgrxm8.png)

Of course, you now also have to give every product in ProductFlow this newly created VAT group.

| **That was it, the integration is active and set up correctly!**

## Oops? You get an error message when activating
![Error message activating](https://storage.crisp.chat/users/helpdesk/website/eadf6dec760ec000/unknown-5_12jdtwy.png)
You may receive the error message above when you try to activate the integration. This means that your ProductFlow details are incorrect. Check whether you have filled in your Personal Access Token and Company ID correctly.

# How it works
## Items to products in ProductFlow
If the integration is active, a checkbox named "ProductFlow" appears on every item. If you want to use this item in ProductFlow, you tick it.
**Important:** the item number field has to be unique per item.
Robaws sends the following data to ProductFlow:
* item number
* name
* description
* available stock
* cost price
* (sell price)

**Important:** the item number is used as the ID in ProductFlow. Everything apart from the data above has to be filled in yourself.

# Stock changes and invoices
This process runs completely automatically. **Note:** we ask ProductFlow for updates every 5 minutes; they do this with their webshops every 15 minutes. So it is possible that nothing happens immediately. Things can therefore be shown in ProductFlow that have not yet been booked in Robaws. This will take a maximum of 15 minutes.

# Changing or deactivating the integration
To deactivate the integration or to make changes, go to Robaws and open settings -> integrations -> ProductFlow. This opens the integration page, where you can deactivate the integration or update the stock location and B2C customer.

# Errors
There are a few errors that can occur. Below you can see all possible errors. It is important that these errors are checked and corrected where necessary. This matters so that there are no missing amounts in your invoices and no errors in the stock of items.
Error messages are translated on the basis of your settings. You can see the possible error messages below:
**Under every error message there is a short description of the appropriate solution.**

| English | German | French | Dutch |
| --- | --- | --- | --- |
| * The following article(s) could not be found in Robaws: | Der/die folgende(n) Artikel konnte(n) nicht in Robaws gefunden werden: | Le ou les articles suivants n'ont pas pu être trouvés dans Robaws : | Volgende artikel(s) konden niet worden gevonden in Robaws: |
The item number was not recognised in Robaws. You can solve this by creating it, so that it is recognised next time.

| English | German | French | Dutch |
| --- | --- | --- | --- |
| The following order lines from ProductFlow do not contain a VAT code:  | Der/die nächste(n) Artikel enthält/enthalten keinen Mehrwertsteuercode:  | Le ou les articles suivants ne contiennent pas de code TVA :  | Volgende artikel(s) bevatten geen BTW code:  |
The order line from ProductFlow does not contain a VAT code. This is because there was no VAT tariff on the product in ProductFlow when an order was registered in ProductFlow.

| English | German | French | Dutch |
| --- | --- | --- | --- |
| Following VAT rates were found but are not VAT inclusive: | Die folgenden Mehrwertsteuersätze wurden gefunden, sind aber nicht inklusive Mehrwertsteuer: | Les taux de TVA suivants ont été trouvés mais ne sont pas inclus dans la TVA : | Volgende BTW tarieven werden gevonden maar zijn niet BTW inclusief:  |
The VAT tariff was found in Robaws but is not VAT inclusive.

| English | German | French | Dutch |
| --- | --- | --- | --- |
| For the following order line {0}, there is no corresponding VAT rate in Robaws (CODE: {1}) | Für das folgende Produkt {0} gibt es keinen entsprechenden Mehrwertsteuersatz in Robaws (CODE: {1}):  | Pour le produit suivant {0}, il n'y a pas de taux de TVA correspondant trouvé dans Robaws (CODE : {1}) :  | Voor het volgende artikel {0} is er geen overeenkomend BTW tarief gevonden in Robaws (CODE: {1}): |
For item number {0}, no corresponding VAT tariff was found in Robaws (code: {1}).

| English | German | French | Dutch |
| --- | --- | --- | --- |
| The following article(s) are not unique in Robaws: | Die folgende(n) Artikelnummer(n) enthalten ungültige Zeichen: | Le(s) numéro(s) d'article suivant(s) contient(vent) des caractères non valides : | Volgende artikel nummer(s) zijn niet uniek in Robaws : |
The item number is not unique in Robaws.

| English | German | French | Dutch |
| --- | --- | --- | --- |
| The following article number(s) contains invalid characters: | Die folgende(n) Artikelnummer(n) enthalten ungültige Zeichen: | Le(s) numéro(s) d'article suivant(s) contient(vent) des caractères non valides : | Volgende artikelnummer(s) bevat (bevatten) ongeldige tekens: |
The item number contains incorrect characters.