How does the Fortnox accounting integration work?

This feature is in Beta release.

The integration between Fortnox and Sharefox will enable Admin users to automatically send orders created in Sharefox (either paid online or not) into Fortnox. Additionally, Sharefox will create the customer in Fortnox if it does not exist yet based on the data from Sharefox and the order.

Sharefox will use one or more products in Fortnox to define how any accounting is done. The product setup in Fortnox defines which sales account to use, in addition to VAT codes and related setups. It is possible to map different Sharefox products to specific Fortnox products, allowing for greater granularity in the accounting of posting orders.

The product setup will be used for all orders and Sharefox will ensure that each order line created contains descriptive text giving more information about the rental, including the type of product in Sharefox and when the rental took place.

This article covers:

• How to set up your Fortnox integration?
• How to send orders to Fortnox?
• What happens in Fortnox?
• Optional: Using the Invoicing feature in parallel

How to set up your Fortnox integration?

First, you have to make sure that you already have a Fortnox account or to sign up on their website by purchasing one of the packages available. Then please reach out to our Support team to receive a quote and activate this premium integration.

Then please proceed by following the four steps listed below.

Step 1: Install Sharefox Integration for your account

Add Sharefox Accounting Integration for Fortnox by visiting a special link which you will receive from our Customer Success team. You will have to click the link while being logged into Fortnox.

• <Link for activating the integration: will be sent to you privately>

You will have to approve the integration, with access to the areas listed below.

You may be able to see the Sharefox integration under Fortnox top menu ▸ User icon ▸ Manage integrations, as shown below (note: this is not always the case and the integration will work without it).

Step 2: Set up one or more rental products in Fortnox

All orders and invoices created by Sharefox will be using these products.

• Define all required setup, including accounting information and product groups in Fortnox
• It is possible to set up specific products or just one generic "rental product" or a mix and then map the Sharefox products to these. Such products will be used for all Sharefox created orders and invoices, and each will get individual order lines with text describing the rental and the rental time

To create products in Fortnox, navigate to Articles by clicking on Register on top right and selecting Articles from the list. Once on the articles page, press Create new button and fill out the required fields (minimum: Item ID, Name, Price).

Example of simple, generic rental product:

Once these steps are completed, please proceed to setting up the product mapping in Sharefox under Admin under Settings ▸ Integration ▸ Accounting. Please see this help article (section "Product mapping") describing the process.

Step 3: Set up payment method mapping

Please follow this help article (section "Payment method mapping") to define your payment method connections inside Settings ▸ Integration ▸ Accounting. The following setup is recommended:

• Card: Mapped to CARD payment method in Fortnox
• Faktura: Mapped to INVOICE payment method in Fortnox
• Kasse: Mapped to CASH payment method in Fortnox
• Please follow the same pattern to define new mappings for additional payment methods that are set up on your Sharefox site

Please note that the Fortnox values are case sensitive (all caps).

Step 4: Enable creating invoices automatically

In order to create orders in Fortnox and converting them to cash invoices (example: in case of online paid orders) one additional Fortnox optional setting must be changed:

The option is called “Select "Delivery done" automatically when creating invoice” and it can be found in the Fortnox order settings:

• After logging into your Fortnox account, locate the Settings icon on the most top bar. Click on it and select ‘Quote/Order’. This should open a popup with a set of options. Scroll down to find the Warehouse section and change the “Select "Delivery done" automatically when creating invoice” option from OFF to ON (see screenshot below)

The installation is now completed, and you should be able to send orders into Fortnox as needed.

How to send orders to Fortnox?

The Fortnox accounting integration works with the Admin Orders and Admin Reports module in Sharefox. Orders created in Sharefox can be transferred to Fortnox as described below.

How to initiate the order transfer?

Once you have orders in Sharefox and would like to transfer them to Fortnox, for a specific time period, you can achieve this by following these steps:

• Go to Admin Reports and select the Accounting Data tab
• Select the time period of interest and set Type field to Fortnox
• Select the time Filter method you would like to use:
  • By delivery date: This will filter only orders that have the delivery date within the time period selected (eg. last week). This may include orders placed before the time period selected
  • By order date: This will filter only orders that have the order placement date within the time period selected. This may include orders with delivery date after the time period selected
  • Remark: The most common filter to use is "By delivery date". It is recommended to be consistent with the filtering method used from one reporting period to another, to make sure all orders are eventually sent
• Optional: Unselect "Include orders with payment method Invoice" only if you are actively using the Sharefox Invoicing feature (see more details in the next section)

• Click Send data

  

You may be requested to login again into your Fortnox account, please follow the instructions.

You will get a confirmation message on your saying that orders were sent (eg. "5 of 5 orders were sent") or more details in case any of the orders were not sent (eg. in case of errors or any duplicates - if orders were sent before)

Optional: Using the Sharefox Invoicing feature in parallel

If you are using the optional Sharefox Invoicing feature in parallel, you should unselect the option "Include orders with payment method Invoice", to avoid sending content for the same order twice. Note: This is only suitable if you have very long rentals and would like to split the order data in separate invoices for separate time periods (eg. split a 3-month rental into 3 invoices). This is optional.

What happens in Fortnox?

The system will automatically perform the following steps sequentially:

1. Find the right customer: The system will check in Fortnox if the customer of the current order exists by searching by email or organisation number (if the customer is a business customer)
   1. If the customer doesn’t exist, then a new customer is created in Fortnox
   2. If the customer exists, then the customer data will be updated in Fortnox (if any changes apply)
2. Generate a new order in Fortnox
   1. An order item row will be generated for every rented product or ordrer line in Sharefox
      1. Example. An order item description may look like: Tractor (2022-01-10 – 2022-01-12)
      2. The product mapping configured will be used to map to the right products in Fortnox
   2. Depending on the payment method in Sharefox, the following will apply:
      1. An order paid online in Sharefox will get a Cash Invoice created in Fortnox, marked as paid
      2. An order with an invoice payment method in Sharefox will get only an order created in Fortnox. The manager can edit the order before issuing the final invoice
      3. An order with any other payment method will get a Cash Invoice created in Fortnox. The payment method will be selected based on the mapping defined during setup (eg. AG Direct Debit)
3. Find and allocate terms of service: The system will check in Fortnox for existing terms of service.