Twinfield Connector user guide

What a booking looks like

One line for the customer or supplier (the total) and one line per ledger account and VAT code with the summed amount and VAT. Every line has the invoice number and the name as description (max. 40 characters), for example INV/2026/00004 Smith Bakery. Products, quantities and prices stay in Odoo.

The ERP2XL connection service

The connector works through the ERP2XL connection service. It keeps the access to Twinfield encrypted, so nobody needs to enter a Twinfield password in Odoo. Odoo gets a key that is valid for one hour at a time. The invoices themselves go directly from Odoo to Twinfield, not through ERP2XL.

Who can do what in Odoo

Where the connector keeps its data

Only in its own tables. No fields are added to Odoo's invoices, customers, taxes or journals. Of Twinfield relations the connector only keeps the number, never names or addresses.

• Odoo Online does not allow custom modules; the connector doesn't work there.
• Community needs the Invoicing app.
• The https address is needed because Twinfield sends you back there after logging in, and because the connection service uses it to check that it really is your Odoo.
• Several databases on one server? Then the address must open exactly this database (dbfilter).
• An accountant with many administrations best creates a separate Twinfield user per client with only that administration. The Twinfield access applies to all administrations the user can reach.

The menu

• Overview: the setup steps, what needs attention and the activity.
• Invoices: every posted invoice with Twinfield status and payment status.
• Customers & suppliers: links to Twinfield numbers and changes.
• Reports: Payments & revenue and the Log.
• Configuration: Settings, Connection, Mappings and Twinfield data.

Updates

Put the new folder in place, restart Odoo and click Upgrade on the module in Apps. Your settings and mappings stay.

On Odoo.sh you add the folder to your repository; Odoo.sh installs it with the next build.

The first time

Your Odoo database registers itself with the ERP2XL connection service. No licence key is needed. You get a customer number, shown on the same page. Mention it when you contact us.

Buttons on the Connection page

• Test connection: checks that everything works and shows how many administrations are available.
• Reconnect: log in with another Twinfield user, or when the user lost access.
• Refresh administrations: when an administration was added in Twinfield.
• Disconnect Twinfield: stops sending. New invoices wait until you connect again.

The Odoo address

At the bottom is the Odoo address for Twinfield. It is filled in on the first connect with the address you are working on (always as https). Odoo's own settings don't change. If your Odoo gets a new address, change it here and connect again.

Doesn't work?

See Solving problems, under "Could not check this Odoo".

• The start date looks at the accounting date of the invoice. Invoices from before that date are never sent, not later either.
• Several companies in Odoo? Switch company at the top right and set up each company separately. Each company can have its own administration.
• You see all administrations the Twinfield user can reach. One missing? Click Refresh administrations on the Connection page.

• Fetch again when you add or change a VAT code, ledger account or daybook in Twinfield.
• You can fetch at most once per 10 minutes.
• Twinfield limits the number of requests per minute. When that limit is reached halfway, fetching continues in the background by itself and you get a message when it is done. If it takes longer than 2 hours, it stops; then fetch again.
• Codes no longer in Twinfield are archived, and the suggestions are updated.
• What was fetched, and what is mapped to it, is in Configuration › Twinfield data.

• You find the question in the overview, at the top of the VAT mapping screen and in the Settings (block VAT profile).
• For each kind the connector picks one Odoo tax, based on the box of the Dutch VAT return (1a, 1b, 3b, etc.): one already in use, otherwise the first. A Dutch company with 21% and 9% maps four taxes this way (sales and purchases).
• EU sales and export also make the ledger accounts of the matching fiscal positions needed.
• Not sure? Leave it off. If an invoice later uses another tax, that invoice waits and you see which tax still needs a mapping.

What needs a mapping

Taxes and accounts on invoices of the last 12 months, the company's defaults, what is set on products and product categories, and the sales and purchase journals. When an invoice later uses something new, it automatically becomes Needs mapping.

Statuses

What Auto-match does

• VAT: same type (sales/purchase), same rate and a single box.
• Ledger accounts: same number and same type.
• Daybooks: sales → VRK, purchases → INK.
• VAT in two boxes (EU, import, reverse charge) is always mapped by you.

Handy

• Check mappings checks everything again.
• Export gives a list, for example for your accountant.
• Nothing is ever mapped by itself while invoices are sent. If a mapping is missing, the invoice waits with exactly what is missing and an Open mappings button. Once mapped, it goes by itself.

The kinds

• Customer invoices
• Vendor bills
• New customers
• Changes to customers
• New suppliers
• Changes to suppliers

Other settings

• Provisional or final booking. A provisional booking can still be deleted (see Resetting or unlinking an invoice); a final one can't.
• Daily summary e-mail: an e-mail address that hears every day what needs attention. Only when there is something.
• Closed period: see Solving problems.

New customers and suppliers always get their number from Twinfield. Set the number range in Twinfield under the dimension types (DEB and CRD).

The Needs attention tiles

• Errors: refused by Twinfield.
• Waiting: set something up first, then it goes by itself.
• Waiting for approval: invoices to approve.
• Customers & suppliers: to link or create.
• Changes: changes to customers or suppliers to approve, or failed.
• Deleted in Twinfield: removed there, still posted here.

Daily e-mail and log

Enter an e-mail address in the Settings for the daily summary e-mail. It only comes when something needs attention. Everything the connector does is in Reports › Log.

When does what happen

Statuses

Good to know

• Never twice: if the invoice number is already booked on that customer or supplier in Twinfield, the invoice is not sent again but marked "Already in Twinfield".
• One VAT per line: Twinfield needs one VAT code per line. A line with a group of taxes waits.
• Foreign currency: the invoice goes in that currency and Twinfield converts with its own rate. The currency must exist in Twinfield.
• EU sales: for sales within the EU (ICP) the connector sends whether it concerns goods or services, the customer's country and VAT number and, for services, the date.
• An invoice with an error doesn't hold up the rest: other invoices keep going.
• Each send round takes at most 50 invoices; if there are more, the next round follows right away.

How the connector searches

1. By VAT number (without country code), then by Chamber of Commerce number. Exactly one hit: linked by itself, even if the name differs.
2. Otherwise by postcode and the longest word of the name. The best three appear as possible matches, with per detail ✓ (same), ≈ (similar) or ✗ (different). Click Choose on the right one.
3. Same name but a different VAT number: VAT number conflict. You decide; invoices wait.
4. Nothing found: create in Twinfield (automatically or after approval).

Searching yourself

The right one isn't listed? Use Search in Twinfield. Digits only searches by Twinfield number, a postcode or VAT number searches the address, text searches by name. You always choose from relations that really exist in Twinfield.

Linked to the wrong one?

Click Unlink (accounting manager). The relation stays on screen so you can choose or create the right one right away. New invoices wait until then; sent invoices stay on the old number. Match again searches Twinfield again right away.

Changes

• What goes along: name, address, VAT number, Chamber of Commerce number, e-mail, phone and website.
• Attention (t.a.v.): the name of the contact of type Invoice address under the company goes to the attention field in Twinfield. No invoice contact? Then the attention in Twinfield stays as it is.
• Changes made in Twinfield are ignored; Odoo never changes.
• Payment terms, credit limits and bank details in Twinfield are never touched.
• The Chamber of Commerce number comes from the Company ID field, or else from the Peppol address with scheme 0106.

Names and addresses from Twinfield are only read briefly in memory (10 minutes), never stored.

• The credit note goes into the same daybook as the invoice, on the same customer or supplier, with negative amounts.
• If the customer or supplier isn't linked yet, the credit note waits for that, just like an invoice.
• Want to clean up or cancel invoice and credit note in Odoo afterwards? See Resetting or unlinking an invoice.
• Matching (invoice against credit note) is done in Twinfield. The connector then reads that they are paid.

Sometimes you really want to cancel an invoice in Odoo, for example to be able to cancel its purchase order. For that the accounting manager has two buttons.

Unlink with credit note

1. Create a credit note for the full amount and let it be sent.
2. Click Unlink with credit note on the invoice (Twinfield tab) or in Twinfield › Invoices.
3. Invoice and credit note become Unlinked from Twinfield. You can reset them to draft in Odoo and cancel them.

Both bookings stay in Twinfield; together they come to zero. Nothing is sent or deleted there.

Unlink together (zero balance)

Several documents of one customer or supplier that together come to zero? Select them in Twinfield › Invoices and click Unlink together (zero balance).

The checks

• Same administration, and the amounts must cancel each other out exactly.
• Everything must have been sent.
• In Odoo they may not be matched with a payment or another document.
• Posting an unlinked invoice again doesn't send it to Twinfield again.

Deleted in Twinfield

If someone removes a booking in Twinfield, the daily check notices. The invoice gets Deleted in Twinfield and you choose: send again (as a new booking) or not.

• Statuses: open, partly paid and paid (matched). A booking that is in a payment run in Twinfield keeps its last status.
• Amounts are in the company currency.
• Check payments asks for it right away (at most once a minute).
• The connector only asks about its own booking numbers, over the last 400 days. Bookings by others in the same daybook don't count.
• If Twinfield refuses the question for a daybook, that is written in the log and the status stays as it was.

Sending paused

• Twinfield user disabled or locked, or password expired: enable the user again in Twinfield or choose a new password. Sending continues by itself within the hour.
• Twinfield user deleted or access revoked: click Reconnect on the Connection page and log in with a user that has access.
• Not connected: click Connect Twinfield.
• Terms of use not accepted yet: an administrator ticks the box on the Connection page and clicks Accept the terms of use. Then everything continues by itself.

Closed period

This depends on the rights of the Twinfield user. Twinfield either books the invoice in the first open period (the date stays; the invoice says "booked in another period"), or refuses it. When refused, the invoice gets Error with the button Book with another date. In the Settings you can choose to do this automatically with today's date.

"Twinfield is not accepting requests for a moment"

Twinfield limits the number of requests per minute. Nothing was processed; the connector waits by itself (usually less than a minute) and continues. Buttons like Fetch may not work for a moment; the message says from when they do.

"Could not check this Odoo"

When connecting, the connection service calls your Odoo address back. Check:

• that the Odoo address on the Connection page is right and opens from outside;
• that /twinfield/verify is not blocked by a firewall or the web server;
• with several databases on one server: that this address opens exactly this database (dbfilter).

"This database is already registered under another address"

Your Odoo moved to a new address. Contact us and we will switch the address.

Still stuck?

Look in Reports › Log and e-mail us with your customer number.

The connector keeps everything in its own tables. After uninstalling, the mappings, statuses and log are gone; Odoo's own invoices, relations and taxes are not touched. Disconnecting also revokes the access at Twinfield.