First-Time Setup – Accounting Step by Step

You're done with Vendion onboarding, hardware is installed, menu is entered. Now it's time to set up accounting before you welcome your first guest. This article is your step-by-step checklist.

Time needed: About 30 minutes. Do it with a cup of coffee and your accountant on the phone if you want real-time quality assurance.

Before you start

Have ready:

• Organization number (from Bolagsverket)
• Accountant's contact details
• Info about which accounting program they use (Fortnox, Visma, Björn Lundén)
• List of menu categories (on paper or in your head)
• List of payment methods you'll accept (card, Swish, cash, invoice, gift card)

Step 1: Navigate to the Accounting page

1. Log in to Vendion admin
2. Click Admin in the top-left corner
3. Click Accounting in the sidebar
4. Open Verifikat & export → Kontoplan (Vouchers & export → Chart of accounts)

URL: /admin/bokforing

Step 2: Decide how to deliver accounting records

Agree with your accountant whether to deliver records as an SIE file or through a direct connection. Export the SIE file from Vendion and import it into the accounting program, such as Spiris (formerly Visma eEkonomi) or Björn Lundén.

For a direct Fortnox connection, open Admin → Integrations, connect the company and choose whether Z-reports should be posted automatically. Manual SIE export is also available without a direct connection.

Then continue under Accounting → Vouchers & export → Chart of Accounts to configure the accounts in the steps below.

Step 3: Map payment methods to accounts

Scroll to Betalkonton (Payment accounts).

Verify defaults are filled:

If anything's missing → type it in. If something's wrong → change it.

How the account for a payment method is chosen: By default, every payment is posted to the accounts under Betalkonton (Payment accounts). Vendion recognises the payment method by its name: a name containing "Swish" goes to the Swish account, "Kontant" to Cash, "Faktura" to Invoice, and "Presentkort" and "Lojalitet" to their own accounts. All other payment methods are posted to the Kort (Card) account (1580). This includes a payment method you create yourself under Admin → Försäljning → Betalmedel (Sales → Payment methods), for example "Amex" or "Catering card". A new payment method does not get its own account automatically.

Own account numbers per payment method (advanced): If separate switches are available, Egna konton per betalmedel (Own accounts per payment method) under Kontoplan → Betalkonton can be selected independently of Intäktskonton per varugrupp (Revenue accounts per product group) at the top of Varugrupper:

• Own payment-method accounts off: Betalkonton (Payment accounts) by type are used for payments and refunds in Z vouchers and SIE.
• Own payment-method accounts on: accounts under Betalmedel → Kontonummer (Payment method → Account number) are used for the same records. A missing account falls back to Standardbetalning (Default payment, 1580). Invoices use Kundfordringar (Receivables, 1510).
• Own product-group accounts off: revenue uses Intäktskonton per momssats (Revenue accounts per VAT rate). If a central mapping is missing, the line's product-group account is used, then Standardintäkt (Default revenue) as a fallback.
• Own product-group accounts on: revenue uses each group's Intäktskonto (Revenue account), with Standardintäkt as a fallback. Product groups' VAT categories apply in both modes.

Example: separate revenue accounts for beer and wine while retaining one card account means own product-group accounts on and own payment-method accounts off.

If you instead see the combined Egna konton för betalmedel och varugrupper switch (Own accounts for payment methods and product groups; previously Använd egna kontonummer), it controls both choices together: off uses central accounts, and on uses both product groups' and payment methods' own accounts. Check both before changing it.

The separate switches save as soon as you change them. Account numbers in the payment-method list save when you leave the field and require Hantera inställningar (Manage settings). Save the combined switch and central account fields with Spara inställningar (Save settings). Agree the choices with your accountant. These are bookkeeping accounts, not Adyen codes; card fees, settlement and bank payouts are handled separately under Bokföring → Kortinlösen.

Invoice foreign companies? All invoice payments are posted to the same account. Vendion cannot post certain invoice customers to a separate account, such as 1512. If your accountant needs to separate them, it is done in the accounting program.

Step 4: Map categories to revenue accounts

Open Bokföring → Verifikat & export → Varugrupper to set the product-group type. In the product editor, assign Varugrupp. Menu groups are a separate display setting.

In the default mode (central chart) Vendion picks the revenue account automatically from the VAT rate – you just set each category's VAT category:

Quick rules:

• Food & non-alcoholic drinks (served) → VAT category Food/non-alcoholic drink → account 3002, VAT 12%
• Food & non-alcoholic drinks (takeaway/delivery) → same category but 6% → account 3003
• Strong beer, wine, spirits and cider → VAT category Alcohol → account 3001, VAT 25%. Light beer and medium-strength beer (up to 3.5%) follow the food rate: 12% served, 6% takeaway
• Merchandise/other at 25% → VAT category Other 25% → account 3001
• Books etc. at 6% → VAT category Other 6% → account 3003

The revenue account does not determine a product's VAT rate. Select the correct product group and check both dine-in and takeaway. Reconcile the chart of accounts with your accountant.

Step 5: Verify VAT accounts

VAT Accounts section. Defaults are almost always right:

Don't touch these unless your accountant explicitly says otherwise.

Step 6: Verify other accounts

Other Accounts section. Check:

• Standardintäkt (Default revenue): 3001
• Standardbetalning (Default payment): 1580
• Kundfordringar (Receivables): 1510
• Presentkortsskuld (Gift card liability): 2421
• Presentkort förfallna (Expired gift cards): 3960
• Öresavrundning (Rounding): 3740
• Verifikatserie (Voucher series): Z

Everything usually matches defaults. If you have multiple entities you may want different voucher series per entity (A for one, B for another etc.).

Step 7: Save

Click Save settings at the bottom. You see the confirmation Bokföringsinställningar sparade (Accounting settings saved).

Step 8: Check a sale

Use a correctly completed purchase to verify the settings. A payment in a live register is a real sale and becomes part of the day-end records.

Example: a dine-in main dish for SEK 200, soda for SEK 35 and wine for SEK 95, paid by card. The total is SEK 330, with 12% VAT on food/soda and 25% on wine.

Step 9: Close the sales day

1. Open Admin → Bokföring → Dagsavslut → X/Z-rapporter.
2. Click Gör Dagsavslut (Z-rapport) (Close sales day).
3. Follow the dialog and check that the report is saved.

Open tabs are not included. Check that the day's actual sales have been completed and address any error messages.

Step 10: Review the voucher

1. Go to Admin → Accounting → Vouchers & export
2. Open "Z1" (your first Z-report)
3. Check the rows:

Expected output (total 330 SEK):

(Exact öre may vary due to rounding – 3740 can get ±1 öre.)

Match? ✓ → continue to step 11. No match? → back to steps 3–4 and hunt for mapping errors.

Step 11: Export the correct period

1. Open Bokföring → Dagsavslut → Periodrapport (Accounting → Day-end → Period report).
2. Set Från and Till (From/To), then click Visa period (Show period).
3. Check the included Z-reports and totals.
4. Click Ladda ner SIE (Download SIE) for the period's created vouchers. PDF, Excel and CSV are also available as readable reconciliation records.

If vouchers are missing, check the Z-report history under X/Z-rapporter. Exporting does not create missing vouchers.

Step 12: Reconcile with your accountant

Provide the SIE file with the period report. Check company details, financial year, accounts and totals before importing. Make sure the same vouchers have not already been sent by an integration or an earlier file.

Changing the chart and exporting the same vouchers again does not correct existing vouchers. Agree any correction with your accountant.

Step 13 (optional): Enable auto-Z

When you're comfortable with manual Z-reports, enable automation:

1. Open Admin → Bokföring → Dagsavslut → Automatisk Z.
2. Check the Automatisk Z-rapport settings.
3. Enable: On
4. Time: 23:00 (or when you close)
5. Days: All days you're open
6. Under Skicka Z-rapport via mejl, add the accountant and choose SIE/PDF. Also check whether days without sales should be skipped.
7. Save

Important: Choose a time suited to the end of your sales day. Open tabs are excluded; payments completed after the close appear in the next report.

Installed! Now what?

Congratulations – your accounting is set up. From now on, Vendion does most of it automatically. Your only responsibilities are:

• Every day: Close Z-report (manual) or let auto-Z do it
• Every accounting period: Deliver and reconcile the records. Count cash during daily cash reconciliation
• According to your VAT reporting period: Check that the VAT return was filed

If something goes wrong

Z-report blocked

Read the error and check report history before retrying. Contact support if the close cannot complete. Do not cancel a valid guest tab to try to bypass a reporting error.

SIE import in Fortnox complains

Error: "Unknown account number." → Your accountant has a customized chart. Ask for the right numbers and update in Vendion.

Voucher is unbalanced

Debit ≠ Credit → this should never happen with Vendion. Contact support.

See also

• Overview – Accounting in Vendion — starter
• Chart of Accounts Settings in Admin — deep dive
• SIE File – Export from Vendion — more on SIE
• From Z-Report to Voucher — how the voucher is built

Welcome to the accounting side of restaurateur life. It's actually easier than you'd think.