Invoicing – How It Works in Vendion

The Faktura payment method turns a completed POS purchase into an invoice base. The base records what was bought and who should be invoiced. The actual invoice and payment reconciliation are handled in your bookkeeping system.

Prepare the invoice customer

1. Open Admin → Försäljning → Fakturering → Fakturakunder.
2. Select Ny fakturakund.
3. Enter the company or contact name, organisation number, billing address and E-post för faktura using the customer’s details.
4. Set Betalvillkor (dagar) and any Standardreferens / märkning.
5. Select Skapa. To edit an existing customer, open the row and choose Spara after making changes.

New customers default to 30-day terms. Agree terms with the customer. Registration does not replace your company’s credit assessment.

Invoice in POS

1. Check order items, prices and service mode.
2. Select Faktura in checkout.
3. In Välj faktureringskund, search for and select the company. If missing, select Nytt företag, enter details and choose Skapa.
4. Optionally enter Er referens / märkning på denna faktura (valfri) for this purchase.
5. Confirm with Fakturera [customer name] and check that the purchase completes.

Invoice payment means the customer pays later. Do not mark the same purchase as cash-paid simply to close the bill.

Find and review the base

Open Försäljning → Fakturering → Underlag. The list shows base number, customer, date, amount, due date and status. Open a row for customer details, items, total and VAT breakdown.

Filter by Väntar, Skickad, Fakturerad or Betald for follow-up. Keep Vendion’s base number distinct from the bookkeeping system’s invoice number.

Choose how to transfer the invoice

With an authorised Fortnox connection, enable Skicka kassafakturor till Fortnox under Integrationer → Fortnox → Hantera, Fakturering tab. POS invoices are then created in Fortnox and invoice sales are excluded from the Z voucher to avoid recording revenue, VAT and receivables twice. Check the received invoice and delivery in Fortnox.

This applies from activation. Older bases are not sent automatically. Before using Skicka till Fortnox on an older base, check whether its sale was already booked through Z.

For manual handling, use the base to create the invoice in your bookkeeping program. Agree with your accountant how previously booked Z sales are handled so the invoice does not create the same revenue again.

Invoice a catering order

With the catering module, a confirmed catering order can be invoiced directly from the order with Fakturera (Invoice), without a bill and without the POS. The base is created for the order's company, appears here under Underlag, and is sent to Fortnox or Hogia when the invoice connection is switched on. Invoiced catering sales are not part of the Z report. To credit the invoice, use Kreditera faktura (Credit invoice) on the order, which creates a credit note in Fortnox (with Hogia you credit in Hogia). Card, Swish and cash for catering are always taken in the POS. See Get Paid: Send to the POS or Invoice.

Follow up invoice and payment

After manual invoicing, select Markera fakturerad in the base. Once payment is verified, select Markera betald. These buttons change the base’s Vendion status; they do not record a bank payment. Reconcile payment against the invoice in your bookkeeping system.

AI Boss and your own connected AI can also mark a base as invoiced or paid. The AI first shows what will change and does it after you say yes. It requires the Hantera fakturering (manage invoicing) permission. A paid base cannot be changed back. The marking sends nothing to Fortnox, Hogia or the customer; you send a base to Fortnox in Admin.

Paying by invoice does not change the VAT rate on the underlying goods or services. Check product group and service mode as for other purchases.