These are the different setups of Fortnox integrations that are available:
1. Export invoices only
2. Export invoices and import payment of invoices
3. Export daily vouchers only
4. Export daily vouchers and invoices
5. Export daily vouchers, invoices and import payment of invoices -most common setup and most recommended.
Export and import is run av break of day each night.
Daily Voucher transfer
Every night a voucher containing the information found in "Balance" report will be exported.
It is only the sum per Account that will be exported.
Invoice transfer
Every night each invoice and credit invoice made that day will be exported.
If you need to export an invoice straight away it is possible from Accouting Export page, read more here.
The following fields are exported:
Invoice number: By default the invoice number in Nitesoft (it can also be set to the next number in line in fortnox when exported).
Customer information: the first time a customer is exported it will create a profile in fortnox. If you already have customers in fortnox you need to add the fortnox id of the customer in customer profile in Nitesoft in order to not create a new profile in fortnox, read more here.
Invoice date
Your Reference: will be the first name and last name of invoice contact.
Due date
Invoice rows: for each row account number, quantity, description, price per item, total price (including and excluding VAT) and VAT percentage.
Type: Invoice or Credit invoice
Our Reference: the User creating the invoice
Project: the Reservation number
Comment: Invoice comment
Payment terms: you need to have the same payment terms added in Fortnox
Total: Total invoiced amount
VAT included: yes/no
(optional: cost centres can be configured for each account)
(optional: invoice accruals can be configured)
Payments for Invoices import
When a payment is linked to an invoice in fortnox it will be imported in Nitesoft the followning night. Please note that only payments are imported so if you link for example a card fee or a comission to an invoice this amount will have to registered as a payment like this otherwise it will not be imported.
Note that if this function is activated you should not create payments for invoices in Nitesoft.
Daily voucher and Invoice transfer = Correcting voucher
All above apply and in addition there is a correcting voucher to avoid double revenues.
When an invoice is created in fortnox it will generate revenue for the products invoiced.
However in Nitesoft the revenue will already be accounted at the time the service is consumed and exported with the daily voucher.
So in order to not bookkeep invoiced revenues twice a correcting voucher is generated for the invoices.
The correcting voucher will remove revenues of the invoices and increase balance on Sales Ledger account.
Example:
An invoice for a cancellation fee (account 3023) with 0% VAT, Sales Ledger account is 1511 and Invoice account is 1510.
When cancellation fee is added in Nitesoft it will add a revenue on 3023 and a debt on 1511, this is exported by daily voucher to fortnox.
When invoice is exported to Fortnox, Fortnox will account a revenue on 3023 and a debt on 1510.
The same day as the invoice is exported Nitesoft send a correcting voucher removing the revenue on 3023 and removing the debt on 1511.
After these transactions the invoice will have resulted in a revenue on 3023 and a debt on 1510 in both systems.