Get started with automatic bookkeeping

With Fortnox, you can apply automatic bookkeeping to all transactions made in Sitoo POS. This means that all sales made in your cash register will automatically be verified and posted at a time of your choosing. For example, if your store closes by 20:00, you can set the bookkeeping to be sent automatically at 21:00.

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Get started

To get started you need the following:

• You need to be a Fortnox customer with the licenses Accounting, Integration, Billing and Archives.
• You also need to enable the add-on Bookkeeping from Sitoo. Contact our sales department at 08-5000 93 00.

Now you can configure the account integration to Sitoo.

1. Activate the integration between Fortnox and Sitoo.
2. Set up an account plan in Sitoo Backoffice.
3. Set up the links between the account in Backoffice.
4. Configure Fortnox. 

Activate the integration to Sitoo in Fortnox

1. Log in to Fortnox.
2. Tap the link "Your name - Your Company" at the top of the site.
3. Choose administer users.
4. Go to the sections Integrations > Add Integration.
5. Search for Sitoo och tap Spara.
6. Enter the code shown in Sitoo Backoffice > Settings > Fortnox.

Set up the account plan for automatic bookkeeping

To easily set up the linked between your accounts there's a simplified account plan in Sitoo Backoffice. When you submit your account plan, it should be consistent with the accounting plan used in Fortnox. Only the accounts used in the links that needs to be created in Sitoo.

1. Log in to Backoffice > Settings > Bookkeeping account plan. 
2. Add an account by tapping the add icon in the upper left corner 
3. You are also able to add account by the import function. The import file should contain the columns accountnumber och accountdescription.

Once you have added the accounts to be used in the link, you need to set up how the different links are supposed to work in the next step.

Configure the links between the accounts

The linkes are used to link product groups, payment methods, gift cards, etc. with an account in the account plan.

Links to sales transactions

Sales of different product groups are linked to different accounts.

1. Add a product group in Sitoo Backoffice > Settings > Product Group & Sales tax.
2. Link the product groups to different sales accounts. The same account should be used for returns. 
3. To add a link tap the add icon in the upper left corner
4. Link all your product groups to a sales account or add a standard product group link (<Standard>).
   
   
   Note!

   If you do not have a standard product group, all your product groups presented in the Z-day report must be linked individually. See step 1-2 above.

Links to payment methods

For each payment method there must be a link to an account to enable a bookkeeping transaction. 

1. Add a payment method in Sitoo Backoffice > Settings > POS Payment methods.
2. Link the payment methods to different accounts. 
3. To add a link tap the add icon in the upper left corner

Links to cash withdrawls

There are three types of cash withdrawls:

• Withdrawl
• Banking
• Banking when closing

Links for cash difference

1. At closing the cash should be counted and matched with the expected amount in the POS.
2. If withdrawals have been made that have not been registered, this should be done before closing the POS.
3. Count again if a difference occure.
4. If there's still a difference in cash, these will be added to the liked account for this purpose.

Cost center for warehouse

At the end of the day, when the POS is counted and closed, the bookkeepping transaction can have a cost center based on which warehouse the POS is connected to. The cost center may refer to a particular store and then filtered reports can be obtained in Fortnox. These should be set in the same way as in Fortnox. Keep in mind that some accounting programs only one digit.

Verification series for  Z-day reports

Verifications created in the accounting program should be numbered, but different types of verifications can be linked to different series. Often the series is named by a single letter. Please match this with the accounting program.

Complete the settings

Complete the settings for automatic bookkeeping in the final step. Choose your prefered method of sending the file.