How payment and accounting reports work in Sharefox

How payment and accounting reports work in Sharefox

Sharefox is primarily an order system. It records orders, order changes, cancellations, payment methods, and order values. However, Sharefox is not always the system that confirms whether money has actually been received.

For accounting reconciliation, the important point is that different payment methods must be checked against different sources. One report alone will not always give the full picture, because some reports show order value, while others show actual received payments.

In general, reconciliation should be done against one source per payment method:

• Card payments: Use the Customer Payment Report in Sharefox and match it against the payment provider report, for example NETS.
• Cash register / POS payments: Use the report from the cash register or payment terminal as the source of truth.
• Invoice payments: Use the accounting or invoicing system, such as Tripletex, Fortnox, PowerOffice, or similar.
• Internal / manual payments: Match these against internal documentation, since the payment is handled outside Sharefox.

Card payments

For online card payments, the Customer Payment Report should be used to see which card payments have actually been processed through Sharefox.

This report can be matched against the external payment provider report, for example NETS, with any payment provider fees taken into account.

The Accounting File may show a higher card amount than the Customer Payment Report in some cases. This can happen when an order has been changed, extended, or adjusted, and Sharefox has created an additional amount to be charged, but the card payment has not yet been completed.

In those cases, both reports can still be correct. They are simply showing different things:

• The Accounting File shows the order value or amount that should be charged.
• The Customer Payment Report shows payments that have actually been received through the card payment flow.

A card amount that appears in the Accounting File but not in the Customer Payment Report should therefore be treated as an outstanding amount, not as a received payment.

Cash register / POS payments

For orders with Cash Register / POS as the payment method, Sharefox records that the order is intended to be paid manually outside Sharefox.

This may be by cash, card terminal, or another local payment method. Sharefox does not have a direct connection to the physical cash register or terminal, so it does not know whether the money has actually been received.

This means that Sharefox can show an order with Cash Register / POS as the payment method even if the payment has not been registered as paid inside Sharefox.

It is possible to manually register a payment on the order in Sharefox using the Add Payment button, but this is not required for accounting reconciliation. The report from the cash register, Z-report, terminal report, or similar external POS report is still the source of truth for actual payments received.

Invoice payments

For invoice orders, Sharefox records the order and the selected payment method, but the actual invoicing and payment follow-up happen in the accounting system.

This means that invoice reconciliation should be done in the accounting or invoicing system, for example Tripletex, PowerOffice, or another connected accounting platform.

Internal / manual payments

The Internal payment method means that the payment is handled manually or internally outside Sharefox.

This works similarly to Cash Register / POS in the sense that Sharefox records the order and the payment method, but it does not know whether money has actually been received.

Internal orders should therefore be matched against internal documentation, manual records, or other relevant documentation outside Sharefox.

Changes, cancellations, and negative lines

Sharefox does not simply delete order history when an order is changed or cancelled. Instead, changes are normally recorded as adjustments, correction lines, or negative counter-posts.

This means that reports may include both positive and negative lines. A negative line can represent a correction, cancellation, refund, or price adjustment.

For example, if an order was originally created with one amount and later corrected, the report may show the original amount and a negative correction line. The correct amount is the net result after the positive and negative lines are added together.

This is expected behavior and helps preserve the order history instead of removing or overwriting previous records.

When an order is changed, the adjustment line in the Accounting File inherits the payment method of the original order. This means that if the original order was registered with Cash Register as the payment method, any correction or adjustment line will also appear as Cash Register in the Accounting File — even if no new cash payment was made and no cash register was involved.

This is a common source of confusion: a Cash Register line in the Accounting File does not always mean a new cash payment occurred. It may simply be a correction to an existing order that was originally set up with that payment method.

A single order change typically generates two lines in the Accounting File: a negative line reversing the original amount, and a new positive line with the updated amount. This means one change to an order will appear as two entries — both with the original payment method.

Recommended reconciliation approach

For full reconciliation, use the relevant source for each payment method:

• Use the Customer Payment Report together with the payment provider report for online card payments.
• Use the cash register, terminal, or Z-report for Cash Register / POS payments.
• Use the accounting or invoicing system for invoice payments.
• Use internal documentation for Internal/manual payments.
• Use the Accounting File to review order value, corrections, changes, and accounting lines, but do not treat it alone as proof that money has been received.