Monthly Closing – Checklist for Restaurant Owners

Use this checklist to make the month’s Vendion records complete and reconciled. Agree delivery dates and responsibility with your accountant. The schedule should suit your company’s accounting and filing periods.

1. Select restaurant and period

Record the month, restaurant and company. For a chain, check each restaurant and identify the company receiving its records.

2. Check daily closings

Open Bokföring → Dagsavslut → X/Z-rapporter. Check Z records for sales days. Investigate missing days using receipts and sales; a day without sales does not automatically mean a missed closing. Follow support guidance for historical issues.

3. Check automatic Z when used

Open Bokföring → Dagsavslut → Automatisk Z. Check activation, time, weekdays and email recipients if used. Review report history even with automatic closing.

4. Reconcile physical cash

Use POS menu Växelkassa → Räkna kassa or Stäng pass according to your routine. Compare the expected balance for the same shift, including deposits, withdrawals, change and returns. Document discrepancies. Cash counting does not automatically post a discrepancy to the books.

5. Follow up open bills

Check old open POS bills and investigate why they remain. Handle them according to the actual purchase. An unpaid order does not become completed sales simply because a Z report was issued.

6. Check VAT

Compare sample receipts with service mode, product group and recorded VAT. Reconcile by rate. Returns can produce negative VAT; check them against the original purchase instead of treating every negative amount as an error.

7. Reconcile card and Swish

Compare payments with settlement and bank records. Allow for fees and time between sale and payout. Distinguish card receivables, normally 1580, from the bank account, normally 1930.

8. Reconcile gift cards

Open Marknadsföring → Presentkort. Check opening liability plus issuance, less redemption, refunded issuance and expiry. Refunds to cards can increase balances. Check separate GC expiry vouchers and administratively issued cards. Monthly issuance is not the same as outstanding liability.

9. Review discounts and loyalty

Compare discounts, point redemption and stamp rewards with actual receipts and payments. Check whether the benefit appears as a discount or payment method, as POS and online can differ. Points earned are not bank payouts.

10. Follow up invoice bases

Open Försäljning → Fakturering → Underlag. Compare Väntar, Skickad and Fakturerad with invoices in your bookkeeping system. Reconcile actual payments there before using Markera betald in Vendion.

11. Reconcile intercompany balances

In chain Ekonomi → Intercompany, choose the period and review pairs. Check posting on both sides. Make the agreed payment and use Markera reglerat once paid.

12. Check vouchers

Open Bokföring → Verifikat & export → Verifikat. Check dates, amounts, accounts and failed Fortnox transfers. Include separate records affecting the period. Do not create manual duplicates of transferred entries.

13. Export the range

Open Bokföring → Dagsavslut → Periodrapport. Enter Från/Till, select Visa period and review. Choose Ladda ner SIE. Also check which separate vouchers need to accompany the period’s Z records.

14. Deliver and retain records

Share files, reconciliations and explanations through your agreed channel. Keep original files, relevant receipts and payment records. Note what was imported, by whom and for which period.

15. Review reports

Compare bookkeeping net revenue with Vendion net amounts for the same selection and explain differences. Review profit and loss, balance sheet, costs and unpaid invoices with the person responsible for accounting. Assign actions and owners for remaining discrepancies.