Rompslomp

Rompslomp is a modern cloud-based accounting software solution designed for entrepreneurs and small businesses in the Netherlands. This guide covers both connecting your Rompslomp instance and configuring it for optimal order processing.

Before You Start

Prerequisites

• Active Rompslomp account
• Admin or accounting access to your Rompslomp instance
• Completed settings configuration
• Connected BrickLink and/or BrickOwl stores

What You'll Need

• API Key - Your Rompslomp API key (Bearer token) for secure authentication

Part 1: Connecting Rompslomp

Step 1: Generate API Key

1. Log into your Rompslomp account and navigate directly to the API Access Tokens page:
   • Go to https://app.rompslomp.nl/settings/access_tokens
2. Configure API Key Permissions:
   • Select the following required categories:
     • manage.companies - To create and update company/administration data
     • manage.contacts - To create and update customer contacts
     • manage.sales_invoices - To create and manage invoices
     • read.accounts - To read ledger account information
3. Create the API Key:
   • Click the button to create the API key with the selected permissions
4. Copy the API Key
5. Save the API Key securely for use in BrickInvoice

Important Notes:

• The API key (Bearer token) will only be displayed once when created
• Store it securely as you won't be able to retrieve it later
• If you lose the API key, you'll need to generate a new one with the same permissions
• You can revoke API keys at any time from the Access Tokens settings page

Step 2: Configure Connection

1. Navigate to: /home/accounting/connect
2. Select "Rompslomp" from the package dropdown
3. Fill in your connection details:
   • API Key: The API key (Bearer token) you generated in Step 1
4. Click "Connect to Rompslomp" to verify the connection and save the configuration

Part 2: Configuring Rompslomp Settings

After successfully connecting Rompslomp, you'll need to configure how orders are processed and mapped to your accounting system.

General Settings

Before configuring ledger accounts and taxes, you'll need to set up several general options:

Administration:

• Select the administration/company to use for invoices
• This determines which Rompslomp administration receives the invoice data

Invoice Template:

• Choose which Rompslomp invoice template to use for generated invoices
• Templates control the layout and design of your invoices

General Ledger Account Mapping

Rompslomp uses a flexible chart of accounts system. You'll need to map different revenue types to appropriate accounts based on customer location:

Product Line Items:

• Standard product sales revenue
• Maps to general ledger accounts based on customer location:
  • Domestic: Sales within your country
  • EU: Sales to other EU countries (if you're in the EU)
  • Other Countries: Sales outside the EU or your country

Margin Line Items:

• Additional margin on products (often subject to margin scheme)
• Maps to general ledger accounts based on customer location:
  • Domestic: Margin sales within your country
  • EU: Margin sales to other EU countries (if you're in the EU)
  • Other Countries: Margin sales outside the EU or your country

Shipping Line Items:

• Shipping costs with appropriate VAT treatment
• Single general ledger account mapping for all shipping revenue

Handling Fees Line Items:

• Additional handling fees with appropriate VAT treatment
• Single general ledger account mapping for all handling fees

Line Item Descriptions

You can customize the default descriptions that appear on invoice line items:

Product Description:

• Default description for product line items on invoices
• Example: "LEGO Parts" or "Product Sales"

Margin Description:

• Default description for margin line items on invoices
• Example: "Margin on Second-hand Parts" or "Margin Sales"

Shipping Description:

• Default description for shipping line items on invoices
• Example: "Shipping Costs" or "Delivery Fees"

Tax (VAT) Configuration

BrickInvoice provides comprehensive tax mapping for Rompslomp integration, allowing you to configure specific VAT rates for different transaction types and customer locations.

Tax Settings Overview

BrickInvoice supports three tax categories that need to be configured in your Rompslomp settings:

• Normal Tax: Standard VAT rate used for regular products, shipping, and handling fees
• Margin Tax: Special tax rate for margin goods (typically 0% under margin scheme)
• Export Tax: Tax rate for export sales (typically 0% for non-EU sales)

Setting Up Configuration

1. Navigate to: Accounting Configuration after connecting Rompslomp
2. Complete General Settings section:
   • Select your administration
   • Choose an invoice template
3. Configure line item descriptions (optional but recommended)
4. Set up ledger account mappings for each revenue type
5. Configure the three tax types:

Normal Tax (Tax for other Sales):

• Used for: Products, shipping, and handling fees for domestic and EU customers
• Configure your standard VAT rate (e.g., 21% for Netherlands)
• This applies to most line items for domestic and EU sales

Margin Tax (Tax for Margin Goods):

• Used for: Margin line items (typically under margin scheme)
• Usually set to 0% or special margin scheme tax
• Applied only to margin amounts on orders

Export Tax (Tax for Export Sales):

• Used for: All line items for customers outside the EU
• Typically set to 0% for export sales
• Applied to products, margin, shipping, and handling for non-EU customers

Automatic Tax Application

When processing orders, BrickInvoice automatically:

1. Determines customer location from order data
2. Compares with your business location
3. Selects appropriate tax based on the logic:
   • Same country = Uses Normal Tax for products/shipping/handling, Margin Tax for margin items
   • Different EU country (if you're in EU) = Uses Normal Tax for products/shipping/handling, Margin Tax for margin items
   • Non-EU country = Uses Export Tax for all line items
4. Applies correct Rompslomp VAT ID to each invoice line item based on line item type and customer location

Tax Rate Examples

Netherlands Business Example:

• Normal Tax: 21% BTW (applied to products, shipping, handling for NL and EU customers)
• Margin Tax: 0% (applied to margin items for all EU customers)
• Export Tax: 0% (applied to all items for non-EU customers like US, CA)

Invoice Line Item Example

Netherlands business receiving order from German customer:

Order: €120 (products) + €10 (margin) + €5 (shipping) + €2 (handling)

Rompslomp Invoice Line Items:
1. Products: €99.17 (ex-VAT) → Product Ledger (EU) → 21% Normal Tax
2. Margin: €10.00 (ex-VAT) → Margin Ledger (EU) → 0% Margin Tax
3. Shipping: €4.13 (ex-VAT) → Shipping Ledger → 21% Normal Tax
4. Handling: €1.65 (ex-VAT) → Handling Ledger → 21% Normal Tax

Rompslomp calculates: €114.95 base + €21.05 VAT = €136.00 total

Same business receiving order from US customer:

All line items would use Export Tax (0%) instead of Normal Tax,
resulting in no VAT being added in Rompslomp.

Customer Management

BrickInvoice automatically manages customers (contacts) in your Rompslomp system:

• Customer Creation: New contacts are automatically created based on order data
• Customer Updates: Existing contact information is updated when needed
• Customer Search: System searches by contact number to avoid duplicates
• Address Information: Billing and shipping addresses are mapped from order data

Part 3: Invoice Features

Automatic Invoice Creation

When orders are synchronized:

1. Customer Sync: Customer data (contact) is created or updated in Rompslomp
2. Invoice Generation: Invoice is created with proper line item structure
3. Invoice Status: Invoices are created in draft status by default

Manual Synchronization

You can manually synchronize orders through the system, useful for:

• Orders that failed automatic synchronization
• Testing your Rompslomp configuration
• One-time synchronization of specific orders

Troubleshooting

Configuration Issues

"Ledger Accounts Not Loading"

• Check connection: Verify Rompslomp is still connected
• Refresh: Try refreshing the configuration page
• API Key: Ensure your API key has not expired

"Invoice Creation Failed"

• Permissions: Ensure user can create invoices and contacts in Rompslomp
• Data validation: Check if all required fields are properly filled
• Administration: Verify the correct administration is selected

"Tax Configuration Issues"

• Tax rates not loading: Verify Rompslomp connection and check if VAT rates exist in your Rompslomp instance
• Wrong tax applied: Check customer country and verify tax configuration matches your setup
• Missing tax on line items: Ensure Normal, Margin, and Export tax settings are all configured

Best Practices

Common Tax Scenarios

Scenario 1: EU VAT Compliance

• Normal Tax: 21% (Netherlands) for products, shipping, handling
• Margin Tax: 0% for margin scheme goods
• Export Tax: 0% for all items to non-EU customers

Scenario 2: Export-Only Business

• Normal Tax: Your domestic rate (for any local sales)
• Margin Tax: 0% or margin scheme rate
• Export Tax: 0% (most of your customers will use this)

Scenario 3: Mixed Business Model

• Normal Tax: Standard rate for regular products and services
• Margin Tax: Special rate for second-hand/margin goods
• Export Tax: 0% for international customers
• All three taxes properly configured for complete coverage

Customer Data Quality

Contact Information:

• Ensure complete customer names and addresses in your store orders
• Review duplicate contact handling in Rompslomp
• Keep customer information up to date for accurate invoicing

Next Steps

After configuring Rompslomp:

1. Test integration - Process a few orders to verify everything works
2. Verify invoices - Check that invoices are created correctly in Rompslomp
3. Set up automation - Enable accounting schedule for automatic processing

Support

If you encounter issues with the Rompslomp integration:

• Check the connection status in BrickInvoice
• Verify your Rompslomp configuration and permissions
• Contact support with specific error details if needed