With the Ropo 24 invoicing service, you can enable e-invoicing in your online store. You can also outsource the lifecycle management of invoices to Ropo Capital, send payment reminders and use debt collection.

Features

When customers select Ropo One as the payment method at checkout, they must provide the e-invoice address and the operator code, unless these have already been specified in the customer details.

The service is mainly aimed at business customers who use e-invoicing.

You can outsource invoice lifecycle management with debt collection services to Ropo. Alternatively, you can take care of the different stages of invoicing yourself by using the Ropo One integration.

Pricing

Ropo One is a paid service provided by Ropo, and its usage fees are charged jointly with the MyCashflow online store's monthly fee. You can find the price list in the admin panel in connection with the Ropo One subscription form.

With the Ropo One integration enabled, all the events of your Ropo One account will be invoiced by MyCashflow. After the service has been enabled, MyCashflow will transfer to Ropo even the usage fees for transactions not related to online store orders.

Installation and setup

Ropo One is only available with paid MyCashflow plans.

The credentials for Ropo One must be ordered via MyCashflow for the integration to work. You can order the necessary credentials by using the form in the admin panel (instructions below).

Here's how to enable Ropo One as a payment method in your online store:

  1. In the admin panel, go to Settings > Payment methods.
  2. Click Add payment method.
  3. Select Ropo One as the payment service.

    If you haven't registered as a Ropo 24 user yet, click the Create account link to open the service order form. After submitting the order form, you will receive the credentials by email or SMS.

  4. Enter the credentials you received when ordering Ropo 24 on the Payment service credentials form.
  5. Click Continue.
  6. Define the payment method's settings.

    See the description of the settings in the payment method form.

  7. Test the payment method.

    To make sure that the payment method is displayed at checkout and works the way you intended, place test orders with different shipping methods and in different versions.

    Learn more about testing payment methods.

  8. Publish the payment method to make it accessible to everyone.

    The new payment method is hidden by default (meaning it won't be visible to the online store customers and will appear grayed out in the Payment methods list in the admin tool). The payment method is published by activating the Show in selected store versions option under the payment method page title.

Ropo One payment method settings

The payment methods that use RopoOne integrations have the following settings:

  • Payment terms: the payment period for the invoice set in days

    The payment period starts from the activation time of the invoice.

  • Show for business customers only: this setting makes Ropo One visible at the online store's checkout only if company name and business ID are included in the customer information.

Processing payments

When the customer selects Ropo 24 as the payment method for an order, the initial status of the payment is Not invoiced. At this stage, the customer has not yet received an invoice for the order.

The payment transaction is activated once you run quick processing for the order or activate the payment manually in the Payment transactions section on the order page.

The effects of activation:

  • Ropo passes the invoice to the customer.
  • The status of the payment transaction changes to Invoiced.
  • External reference is added to the payment transaction details, enabling you to find the invoice in the Ropo 24 system.

If you edit the order after the payment has been activated, the changes won't apply to the invoice sent. If the changes also require the invoice to be corrected, you can cancel the original payment and send a new invoice to the customer.

When the customer pays the invoice, the status of the payment transaction is updated into Paid.

MyCashflow automatically retrieves the payment status information from the Ropo 24 system. To ensure that the information is up to date, select Check payment status from the drop-down menu in the Payment transactions section on the order page.

Canceling and correcting payments

If you need to cancel or correct an invoice for an order, always refund the original invoice in the Ropo One system and send the customer a new invoice. We do not recommend using the partial refunds available in Ropo One.

Below, we will go through how to refund an invoice and send a new, modified invoice:

  1. Refund the original invoice in its entirety in the Ropo One system.

    The invoice status in the MyCashflow admin panel changes into Cancelled.

  2. If a credit note needs to be sent to the customer, do this via Ropo One.

If the order has been canceled altogether and there's no need to send a new invoice to the customer, you are done. However, if a new, modified invoice needs to be sent to the customer, continue as follows:

  1. Make the required changes to the order in the MyCashflow admin panel.

    If the changes affect the prices, a notice about the discrepancy between the payment transactions and the order total is shown on the top of the order page.

  2. Create a new payment transaction through the notice and select a payment method that uses the Ropo One integration.
  3. Activate the payment in the Payment transactions section on the order page.

    Ropo sends a new invoice to the customer.

Refunds

If you need to make a refund to the customer, always nullify the invoice in the Ropo One system and refund the required sum of money by using bank transfer. It is not possible to refund money to a customer via Ropo One.

Correcting invoicing errors

If the customer's e-invoice address is incorrect, the invoice cannot be sent to the customer, and an e-invoicing error occurs in the Ropo One system. To resolve it, the system will open an action query and send a notification to your email.

Don't resend the invoice or create a new one, but do the following:

  1. Log into the Ropo One system at https://ropo24.fi/
  2. Open the E-invoicing errors task in the Action queries section on the front page.
  3. Select Reply.
  4. In the menu that opens, enter the customer's correct e-invoicing address for the invoice.

    If the correct e-invoicing address is unknown, you can alternatively send the invoice via email or paper mail.