Cash Sales vs. Invoiced Sales

Direct payment and invoicing are different flows

When guests pay cash, card or Swish, the purchase is settled at the POS. With an invoice, you must follow both the sale and the later customer payment. A Vendion invoice basis is not the same as a sent or paid customer invoice.

This guide shows Vendion's default accounts and how to check records. Review your company's accounting method and any accruals with your accountant.

Direct payment: the payment method determines the account

A restaurant meal costs SEK 100 including 12% VAT. Sales are SEK 89.29 and VAT SEK 10.71. The debit account depends on the payment method:

A card receivable in 1580 is not bank cash in 1930. Settlement timing and fees follow your agreement. Reconcile gross payments, fees and net payouts separately.

Gift cards are another payment value and normally reduce an existing gift card liability. Points redeemed as a POS discount reduce the order instead. Neither represents new cash in the drawer.

Invoicing at the POS

1. Check the customer under Admin → Försäljning → Fakturering → Fakturakunder.
2. Select Faktura (Invoice) at the POS.
3. Choose the correct invoice customer and check their details.
4. Complete the purchase. Vendion creates a numbered invoice basis.
5. Open Försäljning → Fakturering → Underlag to check the customer, items, amount, VAT and status.

Invoices do not count as drawer cash. In the standard flow, completed invoice sales can be included in the Z-voucher using receivables account 1510. When Skicka kassafakturor till Fortnox is enabled under Integrationer → Fortnox → Hantera, affected sales are handled through Fortnox invoices and excluded from the Z-voucher to avoid double posting.

Your accountant therefore needs to know which flow the restaurant uses.

Example: customer receivable

Assume a restaurant food basis of SEK 5,600 including 12% VAT. When sales are posted through the chosen flow, the simplified entry is:

When the customer later pays the same amount to the bank, the simple payment entry is debit 1930 and credit 1510 for SEK 5,600. This creates no new sales. Handle the payment and any partial payments in your accounting system's invoice or bank reconciliation.

What does the Vendion status mean?

Bases may show Väntar, Skickad, Fakturerad or Betald (Pending, Sent, Invoiced, Paid). Open a basis to use available status actions, such as Markera fakturerad or Markera betald.

Markera betald changes a status. It does not read the bank or create a separate payment voucher against 1930/1510. Confirm actual payment first. Fortnox synchronization status appears separately when available; Synkad means the basis was transferred, not that the customer paid.

Avoid double posting

• Do not import the same Z-voucher through both Fortnox integration and SIE.
• If sales were already recorded against 1510 through Z, do not record them again when creating an external invoice.
• If Fortnox records invoice sales, use the chosen invoice integration consistently and handle older bases separately.
• When the customer pays, match payment to the existing receivable.

Check one concrete purchase from POS to basis, accounting and bank before adopting a new process. Account mappings are under Admin → Bokföring → Verifikat & export → Kontoplan.