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In this article:

  • how Komfortkasse works in general
  • Set up and Establish shop connection


How it works

Komfortkasse assigns postings to open orders. For this purpose, postings are imported from the bank and open orders are transferred from your shop system. (Open orders can also be transferred from a marketplace such as eBay or an accounting or invoicing system such as Easybill)

Assignments can only be made if both the posting and the order are available in Komfortkasse. This requires both a connection to the bank and a connection to the shop system.


Connection to the bank

There are two ways to use Bank accounts in Komfortkasse:

Any number of accounts can be connected. Integrated and own accounts can also be combined. More about the combination of accounts and the assignment to countries and shops...


Connection to the shop system

To be able to retrieve orders from the shop system, a connection to the shop must be established. The technical details differ depending on the shop system. Some store systems require the installation of a plugin or API access must be set up. More about the procedure per shop system...


Settings

For most store systems, in addition to the technical settings for access (e.g. username, API key, etc.), settings for payment methods and order status must also be specified. Useful default settings are specified for these settings, but they may need to be adjusted.

Depending on the shop system, the settings must be made directly in the Komfortkasse merchant area or in the shop system in the settings of the Komfortkasse plugin.

Komfortkasse supports the management of payments via prepayment, invoice and Cash on delivery. These basic payment codes are represented by specific payment methods in every shop system. The specific payment methods used for each payment code must therefore be specified for Komfortkasse. Several payment methods can also be specified in each case (e.g. separate payment methods for "B2B invoice" and "B2C invoice", both of which are assigned to the invoice payment type in Komfortkasse).

Komfortkasse does not create any new payment methods in the shop system. The payment methods already existing in the shop are used. If a payment method does not yet exist in the shop or has not yet been activated, it must be added or activated directly in the shop system.

Komfortkasse reads Open orders from the shop system. To do this, you must define which order status should be recognized as "open" in the shop system for Komfortkasse. For prepayment orders, this is usually a status such as "open" or "payments pending". For orders on invoice or Cash on delivery, this can be a status such as "Dispatched".

If a payment is received and assigned to an open order by Komfortkasse, this order is marked as "paid" in Komfortkasse. So that the order can also be marked as "paid" in the shop system, you must define which order status in the shop system corresponds to the status "paid". For prepayment orders, for example, this can also be the status "Ready for shipping".

Other order statuses are also defined, e.g. if an order is cancelled by Komfortkasse or marked as overdue, or has been transferred to Debt collection.


First-time connection to the shop system

When the connection is connected for the first time, Komfortkasse distinguishes between orders that already exist in the shop system at this timestamp and orders that are newly created from this timestamp onwards.

Orders created from this timestamp onwards are managed in Komfortkasse. For these orders, a posting to the account set up in Komfortkasse is expected and all settings for sending Payment information, Payment reminders, Pre-collection letters, etc. apply.

Orders that already exist in the system at the timestamp of the initial connection and are still open are marked in Komfortkasse with the status "Not managed by Komfortkasse". By default, no notifications (Payment information, Payment reminders, Pre-collection letters, etc.) are sent to the customer for these orders. If a payment is received for such an order, the order is automatically managed in Komfortkasse so that the Payment status can be properly transferred to the shop.

(Orders that already exist in the system at the timestamp of the initial connection and are no longer open are not transferred to Komfortkasse)


Transfer of orders from the shop system

If Payment information is sent by Komfortkasse, each new order must be transferred to Komfortkasse immediately. This is usually executed by the Komfortkasse plugin for the respective shop system. The order information is transferred to Komfortkasse immediately after the order is completed. (More information such as Invoice number and invoice PDF may be transferred with a delay).

In addition to the immediate transfer, a comparison of all new orders takes place approximately every 30 minutes. This is how orders are transferred for which no payment information needs to be sent (e.g. orders on delivery or if payment information is not sent via Komfortkasse).

If immediate transfer is not possible (e.g. if the Komfortkasse plugin is not installed), but Payment information is sent by Komfortkasse, the shop is queried by Komfortkasse for new orders approximately every three minutes. This creates a high load on the shop system and is therefore not recommended.

More about sending Payment information...


Changing an order in the shop system

If an order is changed in the shop system, these changes are usually not transferred on to Komfortkasse in real time. This is not normally necessary. Instead, all orders are compared 1-2 times daily. Changes to orders are also transferred on this occasion if they are relevant for Komfortkasse.

If the content of an order is changed, e.g. name, address, etc., the changes are saved in Komfortkasse. If the e-mail address of an order is changed and the payment information is sent by Komfortkasse, the payment information is sent again. If the amount of the order is changed (or e.g. a partial credit note is entered in the shop and the total amount changes as a result) and the Payment information is used by Komfortkasse, new Payment information is also sent with the note that the amount has changed.

If the status or payment codes of the order are changed, Komfortkasse checks whether the order is still "open" for Komfortkasse according to the specified status settings. If this is not the case, the order is marked as "Removed externally" in Komfortkasse. Orders in this status are no longer tracked in Komfortkasse, e.g. no payment reminders/Pre-collection letters are sent. If a payment is received for an "externally removed" order, the Payment status is not transferred to the shop system, instead a notification is sent to the merchant. More about possible order statuses...

If an order is deleted in the shop system, it is also marked as "Removed externally" in Komfortkasse.


Transfer of the order status to the shop system

When a payment is received, the specified order status for paid orders is transferred to the shop system. If this fails (e.g. due to a technical error), the transfer will continue to be tried for 7 days. After expiry, a notification is sent to the merchant that the status could not be transferred.