Bexio integration

If you have a Bexio integration (find out more), you can have your orders and invoices from your sales channels sent to Bexio. Please remember that Lynks still needs to be in the center of your operations. You need to process your orders in Lynks, so the information can get sent to Bexio:

Sales Channel -> Lynks -> Bexio

Orders

Orders are created in Bexio as soon as they are received in Lynks as an Open order. Initially the order is in Pending state in Bexio as no action has yet been taken on it. At this stage, no Devlieries and Invoices are created for the Bexio order.

The following actions happen during order processing in Lynks:

1. Order Created: New order is created in Bexio
2. Order Confirmed: Delivery and Invoice as drafts is created in Bexio against the order. For prepaid orders, payment is also created.
3. Order Cancelled: Order gets deleted from Bexio. (Bexio does not allow changing order status to cancelled, hence deleting is the solution)
4. Order Shipped: Delivery is marked as Done.

Along with an order, the Bexio integrator creates the following associated with an order:

Customer

Every order needs to be associated to a customer. With every incoming order, it is checked if the customer is a new or repeat buyer; aka if it already exists in the Bexio account and based on this a new customer is created in Bexio customers can either be a Company or Private based on the type of business. The default language of the contact is kept as German.

While creating a customer in Bexio we do not attach any address along with the customer, the address of the order becomes the default customer address and gets updated if they place a new order with a different address.

Deliveries (Draft → Done)

Deliveries are created as drafts for an order when it is confirmed and get closed when the order is shipped in Lynks.

Invoices (Draft → Issued → Paid)

Invoices are created as drafts for an order when it is confirmed.

Payments

Payments are created for all prepaid orders in Bexio against the issued invoices. Each payment needs a bookkeeping account in which the payment gets credited.

Following is the hierarchy of picking the book keeping account used while creating payments.

• Lynks allows sellers a way to define the default book keeping account based on the payment method of the order. If this is configured, we use the corresponding account for each order based on its payment method.
• If the products have a default bookkeeping account set for them, the payment is credited to the respective account automatically.
• If the above cases are not applicable, the Bexio settings allow a user to set the default bookkeeping account for all orders, into which the payments are credited everytime.

Partial order processing with Bexio

You can now split an order into multiple shipments based on the availability of the products ordered. This allows you flexibility to

• partially cancel some products in the order
• from the remaining products, create multiple shipments on how you want to send out the deliveries

How are orders, deliveries and invoices handled in Bexio?

Order Documents - Invoice & Delivery:

Once the order is confirmed on Lynks, deliveries and invoices are created in Bexio as well. Below are the ways to process an open order:

Cancel order fully If an order is fully cancelled, it is deleted from Bexio, and no further action is possible on the order from Lynks app as well as Bexio.

Confirm order fully as a single shipment If an order is confirmed fully, a delivery and an invoice are created. If the order happens to be Paid upfront, a payment is also created against the invoice so it gets marked as Paid in Bexio.

Confirm order fully as multiple shipments If an order is confirmed fully, one delivery and one invoice are created. If the order happens to be Paid upfront, a payment is also created against the invoice so it gets marked as Paid in Bexio.

This is irrespective of the number of shipments an order is split into, the Bexio order will only have a single delivery and invoice for all shipments. This is due to a limitation in Bexio APIs, we cannot create more than one delivery and invoices for an order.

Cancel order partially and confirm remaining order lines If the order is processed partially on Lynks and some of the order lines and/or quantities are cancelled, they are removed from the Bexio order. For the remaining order lines and quantities, a single delivery and invoice is created along with a followup payment if the order is Paid upfront.

Lynks integration performs no further action for Invoices on Bexio after an order is confirmed, since the payment gets created right away if the order is Paid. If the payment status is pending, the Bexio invoices are kept in pending status.

However, once an order is marked as shipped, the delivery in Bexio is marked as Done. Here, if an order is partially processed, the delivery is marked as done when the all the shipments are either shipped or delivered in Lynks.

Summary

• For all orders, irrespective of whether processed partially or fully, corresponding Bexio order will have only one invoice and delivery against it.
• This would mean, if an order is delivered partially, the merchant will not be able to have a separate invoices for individual shipments.
• However, the delivery notes for these shipments can be downloaded from Lynks Platform.
• The overall accounting will not be impacted, though, since all the items delivered will be invoiced and be present in the books.