Chain Accounting – Multiple Restaurants and Companies

Vendion lets you group restaurants into a chain while producing accounting records per restaurant. A restaurant and a legal company are different concepts: multiple restaurants may share an organisation number, while other chains contain several companies.

Document which company each restaurant belongs to and which bookkeeping system receives its records. Chain sales summaries do not replace a general ledger or consolidated accounts.

Check each restaurant

1. Select the restaurant in Vendion.
2. Check company name and organisation number.
3. Open Bokföring → Verifikat & export → Kontoplan and check accounts and Räkenskapsårets första månad.
4. Review payment methods, product groups and any cost centres.
5. Check the restaurant’s Integrationer connection if using Fortnox.
6. Reconcile daily closings and vouchers before export or transfer.

Accounts and records belong to the selected restaurant. Chain membership does not automatically copy changes in one restaurant’s chart to all others.

Same or different company?

Agree the setup with your accountant. Default group-company accounts do not automatically fit every franchise structure.

Shared gift cards

Open Inställningar (Settings) in the chain view and check the Gemensamma presentkort (Shared gift cards) switch under Delning (Sharing). The receivable and payable accounts are in the chain menu under Ekonomi → Intercompany, tab Inställningar (Settings), section Bokföringskonton (Accounting accounts): Konto för fordran (Receivable account, default 1660) and Konto för skuld (Payable account, default 2860). Save a change with Spara (Save). Changing the accounts requires the Hantera kedjeinställningar (Manage chain settings) permission, and a change only applies to new vouchers.

When a shared card is redeemed at a restaurant with a different organisation number from the issuer, Vendion records an intercompany transaction. The redeeming restaurant gets a receivable and the issuer a payable. Follow these under Ekonomi → Intercompany in the chain menu.

Shared loyalty is separate. Earning points should not be described as automatically reducing revenue or allocating marketing costs between companies. Handle such internal agreements through your accounting routine.

Export and reconcile

For a date range, switch to each restaurant and open Bokföring → Dagsavslut → Periodrapport. Choose Från/Till, Visa period and Ladda ner SIE. Record the restaurant, period and receiving company for each file.

Check separate vouchers and intercompany records in addition to Z data. If several restaurants use the same accounting company, organise voucher numbers and series to prevent collisions or duplicate entries.

Settle between companies

Open Ekonomi → Intercompany and the Avräkning (Settlement) tab. Set the period with Från and Till (From/To) and review the company pairs. Make the payment through your banking routine. Then choose Markera reglerat (Mark as settled) on the correct pair, check the pair and period in the confirmation and choose Bekräfta reglering (Confirm settlement). If a pair nets to SEK 0, the button is called Kvitta bokförda rader (Offset posted rows) and the confirmation Bekräfta kvittning (Confirm offset). This documents settlement; it transfers no money.

At closing, give your accountant records per company and the reconciliation of intercompany balances. Any consolidated accounts and elimination of internal transactions are part of the closing work.