Accounting file for Tripletex

Introduction

Sharefox has the functionality to export all orders created within a given date range to an Excel file that can be imported into Tripletex. This export file will help make accounting of rental orders in Sharefox easier for business owners. The exported file will contain all orders created, and indicate if an order is paid or not. Paid orders will be posted to Tripletex as an Order with a conected Invoice to post a payment, and both income and payment will be automatically posted to the General Ledger. Unpaid orders will be imported as an Order in Tripletex.

Through setup in Tripletex the user can determine how the accounting should be done. The setup will indicate which income accounts to use for a sale, how to post VAT transactions and where to post payments. It is important to set this up together with your accountant before starting to use this functionality

After an order is created in Tripletex, including its payment, the payment can be matched with the transaction report from Nets, Stripe, etc. 

Note: feature 

Creating the accounting file

The file can be created from the Reports menu in the Sharefox Administration application. The user selects a date range and can choose to include orders paid with an invoice (Faktura) or not. 

Parameters

Start Date: The date from which orders are selected. All orders created on this date an onwards to the End Date is included in the result

End Date: The last date of creation of orders to select. All orders created up to and including this date is included in the result 

Include Orders With Payment method Faktura: The user can choose to include orders paid through invoice. As it is possible to create invoices through Tripletex for orders with payment method Faktura from Sharefox these orders might already exist in the accounting system. Such orders already in Tripletex should be excluded to avoid double entries for the same order. The default value for this parameter is off. 

Importing the Accounting file in Tripletex

Choose Fakturaimport undet the Faktura menu item. Select Filetype Excel (.xls/xlsx) and choose the file to import through Velg fil. Press the Importer button to finalise the import.

Note: Please do not check this box "Beløp inkl. mva". It should be left as it is.

Importing Accounting file as orders

It is possible to import only the orders and not any payment information. Using this functionality the user/accountant must post all payments manually at a later stage. To use this functionality simply import the file from Sharefox using Ordreimport instead of Fakturaimport in Tripletex. The same file from Sharefox will be usable in both instances.

Setup and important notes related to integration

A number of objects must be set up in both Tripletex and Sharefox for the integration to work. This setup must be done together with both accountant and Sharefox support and the same setup must be reflected in both systems. 

Customer

All orders will be imported using a single Customer in Tripletex. This generic Sharefox Customer must be set up and the customer ID must be communicated to Sharefox support. All orders will be posted against this customer in Tripletex. 

If an auditor/accountant would like to see detailed customer information on a historical order the information can be found in Sharefox. Each order imported will contain an External Reference ID, or Referanse. This value is the booking ID in Sharefox, and the order can easily be found in the Sharefox Order list using this value

Product

A rental business will have a large number of different products they rent out through Sharefox. These are set up as products in Sharefox and are accessible to customers when any new rental order is created through the Sharefox shop or manually in the Sharefox Adminstration. These products must be linked to one or more products in Tripletex. It is common to have a larger number of products in Sharefox than in Tripletex. For example all Sharefox products that will be posted on the same income account with the same VAT code should be grouped together as one Product in Tripletex. 

The product setup in Tripletex defines the income account that will be used when creating a journal for an order. Additionally VAT information is set up on the product. 

It is important that the VAT set on the product in Tripletex is the same VAT set on corresponding products in Sharefox. A set of products in Sharefox mapped to a product in Tripletex must have the same VAT code and percentage for orders to be posted correctly. 

The Product Number for all Tripletex products to be used, and how these map to Sharefox products, must be given to Sharefox support so that this can be set up in Sharefox. 

Example: Below we can see that the Tripletex product Rental has the product number 112 and all orders on this product will be using the income account 3000 Salgsinntekt, avgiftspliktig

Payment Types

In order to post the payments, through the Invoice (Faktura) connected to an order, a Payment Type must be set up in Tripletex. Payments in this setting could be online payments for orders done through the Sharefox shop or payments done through a POS system, payments in cash, when a customer buys/rents something in a physical store. 

This setup will determine which balance account the payment will be posted to. It is recommended to use a suspence account for this setup, and post against the real bank account through the payment reconciliation with the payment report from for example Nets or Stripe or from a POS system. 

Example: Given this setup the system will post payments to the balance account 1900. This is done through the Import-ID, set up in Sharefox and used on the accounting file. The Import-ID must be sent to Sharefox support to be set up in your system. 

Number series

Orders and Invoices (ordre og faktura) in Tripletex will get an automatically allocated ID in Tripletex. Setting up a number series to use on orders and invoices created from Sharefox is required, and these number series can not overlap or be the same as the series in Tripletex as mutiple orders or invoices cannot have the same ID.

The series in Tripletex can be found under Regnskap - Instillinger

A number series for orders and invoices from Sharefox must be decided on, and this set up in Sharefox by Sharefox Support. 

Example: Given the settings above it could be possible to set up the series 60 000 for Sharefox Orders and 80 000 for Sharefox Invoices. These two numbers will be set up in Sharefox, and the first order imported from Sharefox will have the Order ID 60 000

Other

Due date calculations

Due date on invoices can be set in Sharefox. The due date will be set to a number of days after the invoice date, and is a setting in Sharefox. 

Change orders in Sharefox

It is possible to do updates, change and deletion of orders in Sharefox. Any such change will trigger a change order, meaning a new order, connected to the original one, with the change. In the case of adding a product to an order, or changing the rental time of an order, the change order will contain the difference between the new order amount and the old. 

Example: Extending a 1000 NOK order with one day, adding a 100NOK cost. A change order will be created with an order amount of 100NOK, and the total order amount summed up on the original order and the change order is 1100 NOK. 

Each change order from Sharefox will be posted as a new, separate order in Tripletex. The original order and a change order can be connected throug the Reference value on the Order in Tripletex as this hold the Booking ID from Sharefox. This reference allows users to look up the original order in Sharefox, and to connect two orders in Tripletex.

The same system is in place when an order is canceled or deleted. The original order is never deleted, but a new change order with the same order amount using the oposite sign will be created. The total of these two orders will be zero.  

What date will be used to post payment and what date will be used on the income

Orders and Invoices (ordre og faktura) from Sharefox will be posted on the order date in Sharefox. Both the income and the payment will get the same date. Sharefox will set a delivery date on the order in Tripletex to be on the start-date of the earliest delivery item in the rental order. 

Example: An order made in January for a rental in February is created by a customer through the Sharefox web shop on the 15th of January. The rental is for a product on the 23rd of February. 

When this order is exported to Tripletex through the accounting file, for example by exporting all orders made in January, the transaction posted in Tripletex will have the journal date 15th of January for both payment and income.  

Unpaid or partly paid orders

Orders that are partly paid or not paid in Sharefox will be exported into the accounting file as long as the order creation date is within the date range selected when creating the file. The orders will have a payment amount on them indicating the payments done, if any. 

Orders that are not paid will end up as unpaid orders in Tripletex, and must be handled as such by an accountant when/if any payment is received.

Orders that are parly paid will have a payment transaction (through the Invoice) created for it. The remaining amount must be handled by an accountant when/if any payment is received.