Accounting data is used to give product groups and payment methods a connection to accounts to make bookkeeping easier. Having a correct charter of accounts is a requirement for the Fortnox feature to function properly, as well as being able to export SIE files from the Reports menu.
It is worth remembering that this does not impact previously made Z Reports - only reports made after the date you've made these changes. If you are currently logged into the cash register after making these changes, ask the cashier to log out and in again to fetch all changes.
Observe that the information we present below is only for demonstrational purposes and the accounts you see in the demonstration may not necessarily be correct for your business. Always counsel with your bookkeeper before you enter accounts into your account data.
Log in to Backoffice.
Click Configuration -> Accounting.
You can see in the accounting data that we do not have a chart of accounts yet. Therefor, click the Chart of Accounts button.
Choose to add a BAS Account. You will need a cash account and clearing account for all payment methods, as well as a sales account, VAT account and discount account for all product groups. An account for rounding and mismatch will also be needed.
Enter the four digit code for the account, alternatively the accounts name, and choose it in the list. Click Add. Do this for every account you will use in your business.
When you are done your chart of accounts will look something like this.
Note that these accounts, again, are only for demonstrational purposes. Always counsel with a bookkeeper before you enter accounts.
When everything looks good, go back to Accounting Data.
We will adjust the payment methods first. Click the box for Cash account and select the correct account for every payment method, do the same for Clearing account. Make sure you choose accounts for all your payment methods.
In a cash deposit of SEK 500, the cash account is 500 debit and the clearing account is -500 credit. It is therefore possible to have the same account on both in order for it to cancel itself out, but the cash register handles this on its own when you make a Z-report. The remaining amount, i.e. the sum of the cash payments, ends up in the clearing account. Thus, the clearing account is the most important, as it is the account used in the Z-report.
When the payment methods are done, proceed to the product groups. You can see the product groups names to the left, as well as the VAT rate in percent to help you decide what accounts to use. Groups with 0% VAT of course have no VAT account.
In a typical cash register transaction, the cash account of the payment method is the debit account and the product groups sales- and VAT accounts are the credit accounts in the transaction. If a discount is given, the discount account will be a debit account as well.
Finally, we have accounts for rounding, mismatch account and gratuity account. Select the corresponding accounts. The mismatch account is not used today, it is possible to have the same account in both places.
Then you may choose which journal series the Z report should be entered into, in your accounting program. By default, series F is used. This choice affects both manual export of the SIE file and integrations with accounting systems.
Finally, you can specify the cost center for Z reports. This, like the journal series, affects the SIE file and accounting integrations.
When all the accounts are selected we can save the accounting data. Click Save at the top right of the page.
The default accounts for your account data are now saved!
These settings apply for all cash registers in your account. If you are interested in certain cash registers being booked in a unique way, continue reading.
Exceptions for cash registers and locations
So we have our basic default accounts in place. But what if we want a specific cash register or location to be booked in a different way? We can use exceptions for this.
First choose the cash register or location you want to change in the Filter at the top of the page.
The Create Exception buttons aren't grayed out anymore. Click Create Exception for the account you want an exception for.
The cash register or location we chose in the filter now has its own row we can enter accounts into. Choose the unique accounts to be used for this cash register or location.
Keep doing this for every account that should overwrite the default accounts. That also includes journal series and cost centers.
Don't forget to save at the top of the page when you are done!