Chain Gift Cards – Intercompany Settlement

When do restaurants need to settle with each other?

Vendion supports shared gift cards within a chain. When a chain card is used at a restaurant other than its issuer, Vendion checks the restaurants' organization numbers. Different numbers create an intercompany balance. Redemption within the same organization number does not create this intercompany transaction.

Shared chain cards do not mean that every existing local gift card automatically becomes shared. Check the card's scope and issuer in the chain gift card list.

Enable sharing and check accounts

1. Open the chain view and select Inställningar (Settings). Check that the Gemensamma presentkort (Shared gift cards) switch under Delning (Sharing) is on.
2. Open Ekonomi → Intercompany in the chain menu and the Inställningar (Settings) tab. Under Bokföringskonton (Accounting accounts), check Konto för fordran (Receivable account) and Konto för skuld (Payable account).
3. The defaults are 1660 for receivables and 2860 for payables.
4. Click Spara (Save). Changing the accounts requires the Hantera kedjeinställningar (Manage chain settings) permission.

Account changes apply to new vouchers. Existing posted vouchers retain the accounts used when they were posted. Review account choices with the companies' accountant.

Example: restaurant A sells, restaurant B redeems

A and B have different organization numbers and belong to the same chain. A sells a SEK 500 chain gift card, paid by card.

The guest later uses SEK 500 at B for food served at the restaurant with 12% VAT. B records the sale and a receivable from A.

A's remaining obligation moves from the gift card to its balance with B:

These tables show the combined effect. Vendion posts the intercompany entries with the Z-report. The redemption transaction and accounting therefore need not be complete at the same time. Reconciliation must cover both restaurants' daily closes.

Follow transactions in the chain view

Choose Intercompany under Ekonomi (Finance) in the chain menu. The Transaktioner (Transactions) tab shows date, issuer, redeemer, gift card, amount and status:

The Avräkning (Settlement) tab contains Avräkning mellan bolagen (Settlement between companies), where you choose Från and Till (From and To). The view summarizes posted balances per company pair and shows amounts awaiting posting or already settled. The direction shows who pays whom. The default period is the previous calendar month.

Mark settlement after payment

1. Check the period, company pair and net amount.
2. Compare with both companies' accounts and any returns.
3. Make the actual payment using your settlement process.
4. Click Markera reglerat (Mark as settled) for the company pair.
5. Read the confirmation Markera som reglerat? (Mark as settled?) and select Bekräfta reglering (Confirm settlement).

If the pair's posted rows net to SEK 0, the button is called Kvitta bokförda rader (Offset posted rows) instead. The confirmation is then Kvitta bokförda rader? and you select Bekräfta kvittning (Confirm offset).

The button does not transfer money between bank accounts. It confirms payment and marks posted transactions in the selected period. Entries still awaiting posting are excluded.

In the simple SEK 500 example, A records payment as debit 2860/credit bank and B as debit bank/credit 1660 in their respective accounting systems. The bank account is commonly 1930; 1580 is a card receivable account. Avoid posting the payment twice if bank reconciliation has already recorded it.

If the amounts do not match

First check that the card is a chain card, that the issuer is correct and that both restaurants have accurate organization numbers. Then check both restaurants' Z-reports and vouchers. Do not resolve a pending entry by marking a payment as completed.

Keep the period's records with the bank payment. If the companies use different accounting systems, each needs its own records; the chain view does not replace either company's accounts.