How to integrate E-conomic with Simply CRM

Simply CRM allows you to integrate E-conomic with your Simply instance to better track your payments and accounting information. This integration provides you with a clear overview of all your E-conomic information within the CRM.

How to set up E-conomic

Please note that E-conomic is now preinstalled in Simply CRM. If you’re an existing customer and you don’t have E-conomic, please contact our support team. They will install the E-conomic module for you.

If you don’t already have an E-conomic account, you’ll need to create a new account on the E-conomic website.

After you set up your E-conomic account, you’ll need to integrate it with Simply CRM, which you can do by following the link below:

• E-conomic

In the new window, click on Add App.

This will give you a unique key that you will need to copy to your instance of Simply CRM.

Now, you’ll need to open your Simply CRM instance, go to Settings and select Other Settings. Under Other Settings, choose E-conomic and then Options.

Use the Edit option to update your information and paste the E-conomic key that you generated into the Public Token field. Press Save.

When you paste the key, make sure that the status icon changes to a green checkmark. If it does not change, the integration failed and we recommend that you redo the entire process.

How to configure E-conomic account pre-settings

In case you haven’t configured your E-conomic account, check this brief guide on how to set up an E-conomic account and collect as much billing information as possible.

First, go to All Settings and open the Subscription tab on the left side menu. Press Subscription Status.

We highly recommend that you activate the Dimension (Department) add-on, which will allow you to allocate your company’s revenue, expenses and departmental balance. This will help you assess the profitability of each department in your company. You can read more about this add-on here.

If you didn’t activate the add-on when you created your account, you can press on the Go To Market button.

Select the Add-ons module on the left menu and choose Dimension.

On the Dimension homepage, click on Add App.

After you activate Dimension, go to All Settings > Categories and Units > Departments. Press the New Department button.

How to use the E-conomic module in Simply CRM

To find the E-conomic module in Simply CRM, log into your dashboard and navigate to the Settings page by using the drop-down menu in the top right corner. Press Other Settings and choose E-conomic from the drop-down.

This will lead you to the E-conomic configuration page, where you can choose your own preferences and settings.

The following table explains each option and its practical use. Please go through each option carefully before you configure your settings.

Option	Description
Agreement	Specifies the E-conomic Agreement number, which you receive after you enter the E-conomic API key.
User Name	Specifies the E-conomic User Name, which you receive after you enter the E-conomic API key.
Public Token	Refers to the E-conomic API key, which is generated during the installation process.
Event	Allows you to sync every event in the Simply CRM Calendar as a separate department.
Update Records	Update Records allows you to choose from two options: Skip – ignores all entries synchronized entries from CRM to E-conomic. Overwrite – applies all changes in synchronized CRM entries to the E-conomic records.
Service	Specifies how the data will be synchronized. Cron – automatically synchronizes the data every 15 minutes. Manual – requires you to press the Sync button on the module settings page to initiate synchronization.
Download PDF for Invoices with Cron	Automatically downloads the PDF file for invoices during sync.
Download PDF for Quotes with Cron	Automatically downloads the PDF file for quotes during sync.
Download PDF for SalesOrders with Cron	Automatically downloads the PDF file for sales orders during sync.
Status	Displays a checkmark when the E-conomic integration is set up successfully; otherwise, it shows an exclamation mark.
Sync Limit	The maximum number of records during synchronization (1000 is the recommended value).
Number of records per request	Specifies the number of records when the E-conomic modules makes requests through API. The maximum number of records is 1000; the recommended value is 50.

The default configuration

When you install the E-conomic module in Simply CRM, your settings will be preconfigured, as shown below.

The following table breaks down each column and explains their options.

Column name	Column description
Simply CRM Module	Specifies the Simply CRM module that will be synced
Connection Type	Determines the type of connection and sync direction between Simply CRM and E-conomic: two-headed arrows sync records in either of the two applications whenever changes are made, while one-way arrows specify the sync direction (right-headed arrow syncs from Simply CRM to E-conomic and left-headed arrow syncs from E-conomic to Simply CRM)
E-conomic Module	Specifies the E-conomic module that will be synced
Direction	Decides how data will be handled or overwritten: Econ records to CRM, CRM records to Econ or Overwrite based on source of data
Action	Allows you to save the changes

If you want to change the type of synchronization or its direction, simply press the Connection Type drop-down and select the preferred settings. Then, press Save in the Action column.

Simply CRM automatically configures the default value settings.

Exchange rate represents the rate between the invoice currency and the base currency of the agreement. The exchange rate expresses how much base currency it will cost to buy 100 units of the invoice currency.

Margin in base currency shows the different between the cost price of the invoice items and the sales net amount in the invoice. Credit notes will have a negative number in this field.

Margin percentage represents the margin expressed in percentages. This number will also be negative for credit notes.

Cost price in base currency shows the total cost of all items in the base currency.

VAT zone number corresponds to the customer settings in the invoice section of E-conomic. Depending on the customer, this option can be set to:

• Domestic
• EU
• Abroad
• Domestic without VAT

Barred shows if the account is barred from us.

Enabled for customer specifies whether the VAT zone is applicable for the customer.

Enabled for supplier specifies whether the VAT zone is applicable for the supplier.

Layout number refers to the invoice layout and it corresponds to E-conomic Sales > Settings > Design and Layouts.

Draft only lets you synchronize Simply CRM invoices as drafts.S

Currency shows the ISO 4217 currency code of the entry.

Corporate Identification Number specifies the customer’s corporate identification number. For example, CVR in Denmark.

Payment Terms Number shows the unique identifier of the payment terms. It corresponds to E-conomic > Setup > Payment terms.

Customer Group Number represents the unique identifier of the customer group. It corresponds to E-conomic > Customers > Customer Group.

Departmental Distribution Number represents the unique identifier of the departmental distribution. A departmental distribution specifies which entry is distributed between different departments.

Product Group Number is the unique number that identifies the product group. It corresponds to E-conomic > Products > Products Group.

Barred (under Products) specifies whether the product can be sold. You cannot book an invoice for a product whose value is set to Barred.

E-conomic and Simply CRM fields

The following tables explain the relation between E-conomic and Simply CRM fields. Each table refers to a single module.

Products

Simply CRM	E-conomic	Note
Product Number	Product Number	Required. Automatically set to PRO# (e.g. PRO1, PRO2, etc.)
Product Name	Name	This field is required.
Description	Description	N/A
E-conomic Cost Price	Cost Price	Data collected from the CRM E-conomic Cost Price field. If the field is empty, the value will be set to 0.
E-conomic Recommended Price	Recommended Price	Data collected from the CRM E-conomic Recommended Price field. If the field is empty, the value will be set to 0.
Unit Price	Sales Price	N/A
–	Bar Code	N/A
E-conomic Barred	Barred	N/A
Product Active	Unit Number	N/A
–	Product Group Number	N/A
E-conomic Department	Departmental Distribution	If blank, this field will not be synced with E-conomic. Can be set on the Default Value page.
E-conomic Inventory	Inventory	If blank, this field will not be synced with E-conomic.

Accounts

Simply CRM	E-conomic	Note
E-conomic Customer Number	Customer Number	This field is required and it’s automatically set in E-conomic.
E-conomic Barred	Barred	N/A
Billing Address	Address	N/A
–	Balance	Always set to 0.
VAT No	Corporate Identification Number	If the VAT No value is blank, the Corporate Identification Number from the Default Values page will be used.
Billing City	City	N/A
Billing Country	Country	N/A
–	Credit Limit	N/A
–	Currency	This field is required. It can be set on the Default Values page.
–	Email	N/A
Organization Name	Name	This field is required.
Billing Postal Code	ZIP	N/A
E-conomic Public Entry Number	Public Entry Number	N/A
–	Telephone and Fax Number	N/A
Website	Website	N/A
E-conomic Customer Group Number	Customer Group Number	This field is required. It can be set on the Default Values page.
E-conomic VAT Zone Number	VAT Zone Number	This field is required.
E-conomic Payment Terms Type	Payment Terms Number	This field is required. It can be set on the Default Values page.
E-conomic EAN	EAN	N/A
–	Layout	N/A
–	Sales Person	N/A

Invoices

Simply CRM	E-conomic	Note
Invoice Date	Date	This field is required.
Currency Code	Currency	N/A
–	Exchange Rate	This field is set on the Default Values page.
Sub Total	Net Amount	This field is set on the Default Values page.
E-conomic Net Amount Base Currency	Net Amount in Base Currency	N/A
Grand Total	Gross Amount	N/A
–	Margin In Base Currency	This field is set on the Default Values page.
–	Margin Percentage	This field is set on the Default Values page.
E-conomic VAT Number	VAT Number	N/A
E-conomic Rounding Amount	Rounding Amount	N/A
–	Cost Price In Base Currency	This field is set on the Default Values page.
E-conomic Payment Terms Number	Payment Terms Number	This field is required.
Customer No	Customer Number	N/A
Organization Name	Recipient Name	This field is required.
Shipping Address	Recipient Address	N/A
Shipping City	Recipient City	N/A
–	Recipient VAT Zone Number	This field is required and it can be set on the Default Values page.
Billing Address	Delivery Address	N/A
Billing Postal Code	Delivery ZIP	N/A
Billing City	Delivery City	N/A
Billing Country	Delivery Country	N/A
Current Date	Delivery Date	N/A
Subject	Notes Heading	N/A
Description	Notes textLine1	N/A
Invoice No	Notes textLine2	Automatically named as INV# (INV1, INV2, etc.)
–	References Other	N/A
E-conomic Layout	Layout Number	This field is required.
Product Index Numbe	Product Line Number	N/A
–	Product Sort Key	Sends static value 1.
Product Description	Product Description	N/A
–	Product Unit Number	Sends static value 1.
Item Name	Product Name	N/A
Product Number	Product Number	N/A
Quantity	Product Quantity	N/A
List Price	Product Unit Net Price	N/A
Product Discount	Product Discount Percentage	N/A
E-conomic Cost Price	Product Unit Cost Price	N/A
E-conomic Departmental Distribution Number	Product Departmental Distribution Number	N/A

E-conomic details section

The following section contains a detailed break down of all fields available in the E-conomic module.

Products

Field	Description
E-conomic Distribution Key	Represents the unique identifier of the departmental distribution.
E-conomic Department	A departmental distribution defines the departments across which the entry is distributed. This requires the E-conomic Departments module to be enable
E-conomic Last Sync Date	Shows when the last sync from CRM to E-conomic was executed. This field is empty for products created in E-conomic.
E-conomic Recommended Price	Specifies the recommended price for E-conomic products.
E-conomic Inventory	Represents a collection of properties that are only applicable if the inventory module in E-conomic is enabled.
E-conomic Product Number	Shows the product number from E-conomic, which can be different from the CRM product number.
E-conomic Cost Price	Displays the cost price of E-conomic products.
E-conomic Barred	Specifies whether the product is barred or not. If a product is barred, you will not be able to create any invoices for it.

Organizations

Field	Description
E-conomic Customer Number	The customer number in E-conomic, which can be different than the CRM number.
E-conomic Corporate Identification Number	The corporate identification number in E-conomic. For example, CVR in Denmark.
E-conomic EAN	The European Article Number in E-conomic. EAN is used to invoice the Danish public sector.
E-conomic City	The customer city in E-conomic.
E-conomic Country	The customer country in E-conomic.
E-conomic VAT Number	Specifies the customer VAT identification number. This field is only available for agreements in Sweden, UK, Germany, Poland and Finland. Not to be mistaken with the Danish CVR number, which is defined as a Corporate Identification Number.
E-conomic Payment Terms Number	The unique identifier of the payment terms from E-conomic.
E-conomic VAT Zone Number	Indicates the VAT zone in which the customer is located: Domestic, EU, Abroad, Domestic Without VAT.
E-conomic Barred	Specifies whether the customer is barred from invoicing.
E-conomic Currency	The default payment currency of the E-conomic customer.
E-conomic Address	Customer Address from E-conomic.
E-conomic ZIP	Customer ZIP from E-conomic.
E-conomic Public Entry Number	The public entry number is used for electronic invoicing and it defines the account on which the invoices will be generated.
E-conomic Customer Group Number	The unique identifier of the E-conomic customer groups.
E-conomic Payment Terms Number	The default payment terms for E-conomic customers.
E-conomic Last Sync Date	Shows the date of the last synchronization from Simply CRM to E-conomic.

Contacts

Field	Description
E-conomic E-invoice ID	The ID (e-invoice) field in E-conomic. This will appear on EAN invoices in the field cbc:ID. Keep in mind that this is not available on UK agreements.
E-conomic Email Notification	Specifies for what evernts the contact should receive email notifications. Keep in mind that limited plans only have access to invoice notifications.
E-conomic Customer Number	Shows the number of the organization to which the contact belongs in E-conomic.
E-conomic Notes	Shows any notes that the contact has in E-conomic.
E-conomic Contact Number	Represents the unique identifier of the customer contact.
E-conomic Last Sync Date	Shows the date of the last synchronization from Simply CRM to E-conomic.

Invoices

Field	Description
E-conomic Booked Invoice Number	The number of the booked invoice in E-conomic.
E-conomic Draft Invoice Date	The draft of the Simply CRM invoice (displayed if the invoice is created in Simply CRM and synced to E-conomic).
E-conomic Net Amount In Base Currency	The total amount of the invoice in E-conomic (without taxes).
E-conomic Rounding Amount	The total rounding error in the base currency in the E-conomic invoice.
E-conomic Payment Terms Number	The payment terms number set in E-conomic.
E-conomic Name	The customer name in E-conomic.
E-conomic City	The customer city in E-conomic.
E-conomic Draft Invoice Number	The number of the CRM draft invoice which is assigned during CRM to E-conomic synchronization.
E-conomic Currency	The invoice currency in E-conomic.
E-conomic VAT Number	The total amount of taxes in the E-conomic invoice.
E-conomic Remainder in Base Currenc	The remaining amount to be paid in base currency in E-conomic.
E-conomic Payment Name	Type of payment terms set in the E-conomic invoice.
E-conomic Address	The customer address in E-conomic.
E-conomic ZIP	The customer ZIP in E-conomic.