Intercompany Gift Cards – Chain Accounting

When a shared chain gift card is redeemed at a restaurant with a different organisation number from the issuer, the companies need to settle the value between them. Follow this under Ekonomi → Intercompany in Vendion’s chain menu.

Prepare settings

Open chain Inställningar (Settings) and check that the Gemensamma presentkort (Shared gift cards) switch under Delning (Sharing) is on. Then open Ekonomi → Intercompany in the chain menu, tab Inställningar (Settings). Under Bokföringskonton (Accounting accounts) you find Konto för fordran (Receivable account) and Konto för skuld (Payable account). Vendion defaults to 1660 and 2860. Match these to the companies’ charts and click Spara (Save). Changing the accounts requires the Hantera kedjeinställningar (Manage chain settings) permission, and a change only applies to new vouchers.

The card scope and issuer must be correct. Redemption under the same organisation number does not create the same balance between two different companies.

Example: 1,000 SEK issued, 400 and 600 SEK redeemed

Three restaurants belong to different companies. Issuer U sells a 1,000 SEK multi-purpose card paid by bank card. A and B later redeem it. These accounts and amounts are examples; food at 12% assumes restaurant service.

Issuance at U:

A supplies 400 SEK of restaurant food paid with the card:

At U, gift card liability falls by 400 SEK (debit 2421) and a payable to A arises for 400 SEK (credit 2860).

B supplies 400 SEK of restaurant food and 200 SEK of wine:

At U,2421 falls by another 600 SEK and 2860 rises by 600 SEK payable to B. The card is fully redeemed. U now has total intercompany payables of 1,000 SEK.

Follow posting status

Vendion creates accounting entries in connection with Z reporting. Check the restaurants’ daily closings and vouchers as well as the reduced card balance.

The Transaktioner (Transactions) tab in Intercompany shows date, issuer, redeemer, card, amount and status:

• Väntar bokföring: posting is not yet complete on both sides.
• Bokförd: the transaction can be settled.
• Avräknad: settlement has been recorded.
• Bestrids: the transaction is marked disputed.

This flow concerns shared gift cards. It does not automatically allocate general loyalty or marketing costs.

Settle the balance

1. Open Intercompany, tab Avräkning (Settlement), and choose Från and Till (From/To).
2. Review the pair’s posted balances and amount due. Opposing transactions can be netted in the summary.
3. Make the bank transfer using your company payment routine.
4. Select Markera reglerat (Mark as settled) for the correct pair, check the period and payment direction in the confirmation and choose Bekräfta reglering (Confirm settlement). If the pair nets to SEK 0, the button is called Kvitta bokförda rader (Offset posted rows) and the confirmation Bekräfta kvittning (Confirm offset).

The button does not pay or create a bank transfer. Posted transactions can be settled; transactions awaiting posting need to be posted first.

In the example U pays 400 SEK to A and 600 SEK to B. U’s bank entry debits 2860 and credits 1930 by 1,000 SEK. A and B debit their bank account 1930 and credit 1660 by 400 and 600 SEK respectively.

Month-end checks

Compare the redeemer’s receivable with the issuer’s payable and check payment separately. Net revenue in the example totals 874.28 SEK and VAT 125.72 SEK, together 1,000 SEK. These are sales amounts, not profit after costs.

Handle administrative fees and other agreements between companies separately according to your agreements and accounting routine.