Accounting file (General)

Introduction

Feature in testing, to be released soon

Sharefox has the functionality to export all orders created within a given date range to an Excel file that can be later imported into accounting. 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.

Through setup in the accounting system 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 the accounting system, including its payment, the payment can be matched with the transaction report from Nets, Stripe, etc. 


Creating the accounting file

The file can be created from the Reports menu in the Sharefox Administration application. The user selectsa date range and can choose to include orders paid with an invoice (Faktura) or not. To create the general accounting file select "General" under the Type field.

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 Paymentmethod Faktura: The user can choose to include orders paid through invoice. As it is possible to create invoices through our invoicing integration partners (Tripletex, PowerOffice and more) for orders with payment method Faktura from Sharefox these orders might already exist in the accounting system. Such ordersshould be exluded to avoid double entries for the same order. The defaulf value for this parameter is off. 


Setup and important notes related to data mapping

A number of mappings are available in order to facilitate importing of accounting file data into your accounting system or other accounting processing. This setup should ideally be done together with the accountant for optimal preparation of the data.

Product mapping

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 Admin application. These products must be linked to one or more products in the accounting system. It is common to have a larger number of products in Sharefox than in the accounting system. For example all Sharefox products related to renting could be posted on the same income account with the same VAT code and could be grouped together as one Product in the accounting system. 

It is possible to create custom mapping from any selection of Sharefox products into one or more category of products in the accounting system. It is important that the VAT set on the product category in accounting will be the same as the VAT set on corresponding products in Sharefox. 

For each category, two such fields Product Number in Accounting and Product ID in Accounting can be defined in the setup page found under Admin > Integrations > Accounting.

Example: Setting up the default accounting product. All Sharefox products will by default be mapped to this product, except if custom mappings are defined (below)

Example: Custom product mapping definitions which will overwrite default product mappinng

Payment method mapping

Payments method can be different for each order, and can in general include:

  • Card: online orders done through the Sharefox Shop application
  • Kasse: for orders paid through a POS system, payments in cash, when a customer buys/rents something in a physical store
  • Invoice / faktura: for orders to be paid by invoice
  • Other custom payment methods set up for your shop in collaboration with our Support department 

It is possible to create a payment type mapping linking Sharefox payment methods, with your individual Payment Type IDs in your accounting system to facilitate data processing.  

Example: Custom payment method mapping

Other considerations

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 reported as a new, separate order in the accounting file. The original order and a change order can be connected through the Booking Reference value. This reference allows users to look up the original order in Sharefox, and to easily find the connected orders.

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.

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. 

Usually, all orders processed through the online payment gateways Nets, Stripe, etc. will be already fully

Orders that are not paid directly via Sharefox, such as Admin orders created with payment method Kasse or Invoice will have to be handled as such by an accountant when/if any payment is received.

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