Vendion
    Accounting & Finance

    Loyalty Redemption – Accounting

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    First distinguish POS from online

    Vendion handles points redemption in two ways. At the POS, the value is an order discount. In online ordering, it is recorded as the Lojalitet payment method. This affects both VAT and the lines in the voucher.

    The examples below show Vendion's flows with default accounts. They use food served at the restaurant with 12% VAT; always use the VAT rate applicable to the actual sale.

    Example 1: redemption at the POS

    A bill is SEK 300 including 12% VAT. The guest's 500 points are worth SEK 50 under the restaurant's settings. Points are used as a POS discount, and the guest pays the remaining SEK 250 by card.

    ComponentCalculationAmount
    Before discountSEK 300.00
    Points discount500 points × SEK 0.10−SEK 50.00
    Amount payable300 − 50SEK 250.00
    Sales excluding VAT250 / 1.12SEK 223.21
    VAT250 − 223.21SEK 26.79

    Simplified accounting:

    AccountDebitCredit
    1580 – card receivableSEK 250.00
    3002 – sales at 12%SEK 223.21
    2620 – output VAT at 12%SEK 26.79

    The points discount reduces both sales and VAT in this POS flow. Do not add another manual discount entry for the same redemption: that would count it twice.

    Example 2: the same points value online

    An online order of SEK 300 at the same VAT rate is covered by SEK 50 Lojalitet and SEK 250 card. The order value remains SEK 300.

    AccountDebitCredit
    1580 – card receivableSEK 250.00
    3731 – loyaltySEK 50.00
    3002 – sales at 12%SEK 267.86
    2620 – output VAT at 12%SEK 32.14

    Sales and VAT in this example are therefore higher than in the POS example. Loyalty value appears on the payment side. The central chart's default account is 3731; check your selected account under Admin → Bokföring → Verifikat & export → Kontoplan (Accounting → Vouchers & export → Chart of accounts).

    Read the chart's explanation of loyalty as a payment method together with the ordering flow you are reconciling. It does not describe every POS discount.

    A POS discount on a bill with multiple VAT rates

    Assume a bill contains restaurant food for SEK 200 including 12% VAT and wine for SEK 100 including 25% VAT. A SEK 50 points discount is allocated proportionally.

    ComponentBefore discountDiscountAfter discount
    Food, 12%SEK 200.00SEK 33.33SEK 166.67
    Wine, 25%SEK 100.00SEK 16.67SEK 83.33
    TotalSEK 300.00SEK 50.00SEK 250.00

    After rounding, sales excluding VAT are SEK 148.81 for food and SEK 66.66 for wine. VAT is SEK 17.86 and SEK 16.67 respectively. The total is SEK 250.

    Always check the actual order records: allocation and öre rounding can be affected by multiple order lines and other discounts. Do not manually assign a mixed discount to just one VAT rate.

    Configure points value and limits

    Go to Admin → Marknadsföring → Lojalitet → Inställningar (Loyalty → Settings):

    1. Check that Lojalitetsprogram is enabled.
    2. Set Värde per poäng (öre). A value of 10 means that 100 points are worth SEK 10.
    3. Set Minsta inlösen (poäng) and Max inlösen (% av ordern).
    4. Click Spara inställningar (Save settings).

    The guest must be linked to the purchase and have a sufficient balance. The system checks the minimum and the maximum share of the order that points can cover. Defaults are at least 100 points and at most 50% of the order, but the restaurant's saved settings apply. A chain with a shared program uses its chain settings.

    Check the accounting result

    1. Check the guest's redemption under Marknadsföring → Lojalitet → Medlemmar (Members).
    2. Compare the receipt's discount and payment details with the purchase flow.
    3. Close the day under Admin → Bokföring → Dagsavslut → X/Z-rapporter.
    4. Review the voucher under Verifikat & export → Verifikat. POS discounts affect sales and VAT; online redemption can create a separate loyalty line on the payment side.
    5. Use Dagsavslut → Periodrapport to export accounting records for a selected date interval.

    A SIE export contains the vouchers created, including these differences. Do not add an account for an assumed discount feature that is not configured in Vendion. If your accountant wants a different account allocation, review the chart and a concrete example voucher before changing the settings.

    Common questions

    Why does VAT not decrease on an online redemption?

    In that flow, Vendion records the points value as payment for the order. Compare it with the Lojalitet payment method, not just the amount the guest pays by card.

    Why is there no separate loyalty line for the POS discount?

    The POS discount has already reduced sales and VAT. A separate payment method for the same value would describe a different flow.

    Is a points discount the same as gift card payment?

    No. Gift cards use prepaid value and have separate liability accounting. Use the gift card payment method and accounts when a gift card is redeemed.

    This feature is part of Vendion POS.

    Curious how it looks in practice? Read more about the product or book a short demo.

    Read about Vendion POSBook a demo

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