Within the integration between Trivec and Fortnox, you have the option to enable Invoices, also commonly referred to as Faktura in Scandinavia.
To activate this feature and ensure it functions correctly, a few steps must be completed in advance. These steps provide us with the necessary information and configuration to enable invoice functionality within the integration.
What Does the 'Balanskonto' Do?
In Trivec, payments can be registered using the "Invoice" method—for example, when a guest’s order is billed rather than paid immediately. While this is treated as a payment method within Trivec, it must be handled differently from a traditional payment in accounting.
Here’s how it works:
When an invoice payment is recorded in Trivec, the integration sends this data to Fortnox.
To accurately reflect this in Fortnox, a reversal entry (motbokning in Swedish) is created to balance the transaction.
This results in a debit and credit entry, temporarily placing the invoice amount on a Balanskonto (balance sheet account).
This mechanism ensures that the daily export remains balanced and that invoice payments from the POS are properly tracked.
In essence, the Balanskonto serves as a temporary holding account that ensures your accounting remains accurate and aligned with how invoice payments are processed in Trivec.
Which Account to Use?
Users configure a dedicated balance sheet account (balanskonto) for this purpose. In the BAS chart of accounts, which is the standard used by most Swedish companies, account numbers from 1000 to 2999 are classified as balance sheet accounts:
It must be a unique account.
It cannot be shared with any payment method or product revenue category within the mapping.
Where to Find and Create the Account in Fortnox
To review or create this guest ledger in Fortnox:
Log in to Fortnox.
Navigate to Settings (Inställningar) > Accounting (Bokföring) > Chart of Accounts (Kontoplan).
Find the 'Balanskonto' or 'Guest Ledger' within these chart of accounts.
Trivec changes to enable 'Invoices:'
Before invoices can be sent from Trivec to Fortnox, a few settings must be configured within Trivec:
A pay mode (payment method/type) must be set up in Trivec and configured as an Invoice.
The setting "Account required" must be enabled for this pay mode.
The address fields must be enabled for customer accounts to ensure all necessary billing information is included.
These settings are essential for generating valid invoice entries and ensuring successful export to Fortnox.
Invoice Paymode (01)
An invoice in Trivec is defined as an order with a pay mode where InvoiceType == Open. Additionally, the "Account required" setting must be enabled for the selected pay mode. This means a customer must be attached to the order in order for it to be processed as an invoice.
In order to do so, please follow the next steps: BackOffice > Sales > Paymodes
Address fields need to be enabled for accounts/customers (02)
The fields you wish to push to the accounting platform must also be enabled within Trivec. You’ll have several options to choose from regarding which details should be included on the invoice, as shown in the image below:
Fortnox Configuration to Enable Invoice Posting
To successfully send invoices from Trivec to Fortnox, specific permissions must be granted within your Fortnox environment. Without these, issues may occur—such as the Customer Register not being enabled for the integration user.
To prevent this, please follow the steps below:
Log in to your Fortnox Dashboard.
Navigate to Manage Users.
Click on the user associated with the integration (this should be Omniboost).
Ensure that Customer Register and other relevant permissions are enabled for this user.
This ensures that Omniboost can correctly create and post invoices to Fortnox on your behalf.
Step 1:
Step 2:
Step 3:
Enabling Invoices (Fakturor) During Onboarding in Base
Skip this step if onboarding has already been completed and invoicing is enabled.
If you haven’t enabled invoices yet during the onboarding process in Base, you’ll need to make a small adjustment in the settings.
Go to Integrations in Base.
Select the correct location.
Navigate to Integration Settings.
Enable the slider labeled "Enable Invoices (Faktura)".
Once enabled, two additional fields will appear:
One for entering the Balanskonto (balance sheet account).
One for providing a custom description for the account, as it will appear in your journal entries.
This step is required in order to post invoices from Trivec to Fortnox.
