Map Payment Methods to Accounts

Every payment method in Vendion must know which BAS account is debited when the guest pays. Wrong mapping here is the most common cause of Fortnox import errors. This article shows how to get it right from day one.

The default mapping – and why it's good

Agree the defaults with your accountant. The account numbers can be adapted to your company's chart.

How to change the mapping

1. Go to Admin → Accounting → Vouchers & export → Chart of Accounts
2. Scroll to Betalkonton (Payment accounts)
3. Click the account number you want to change
4. Type the new value (4 digits)
5. Click away or press Enter
6. Click Save settings at the bottom

The change only affects future transactions. Historical vouchers remain.

One account per type or an account per payment method?

If Kontoplan → Betalkonton shows the separate Egna konton per betalmedel (Own accounts per payment method) switch:

• Off: Betalkonton (Payment accounts) by type are used in Z vouchers and SIE. For example, Kort and Adyen kort use the same card account.
• On: each payment method uses its account under Betalmedel → Kontonummer. This applies to payments and refunds. A missing account falls back to Standardbetalning (Default payment); invoices use Kundfordringar (Receivables). This switch does not change product-group revenue accounts.

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 also controls revenue: on enables both payment methods' and product groups' own accounts. Check both before changing it.

The separate switch saves as soon as you change it. Own payment-method accounts 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). These are bookkeeping account numbers, not Adyen codes. Settlement, card fees and bank payouts are handled separately under Bokföring → Kortinlösen.

Understand the flow: cash

The example is a dine-in pizza at 12% VAT. The guest pays SEK 100 in cash:

Step 1 – Order finalization

DEBIT  1910 (Cash)         100 SEK
CREDIT 3002 (Food 12%)     89.29 SEK
CREDIT 2620 (VAT 12%)      10.71 SEK

Step 2 – End-of-day count Owner counts the drawer. 99 SEK + 1 SEK from the floor = 100 SEK ✓

Step 3 – Deposit the next morning Owner brings 100 SEK to the bank. Now the books need to reflect that the money moved from drawer to bank:

DEBIT  1930 (Bank)         100 SEK
CREDIT 1910 (Cash)         100 SEK

Who books step 3? Your accountant, based on bank statements – not Vendion.

Understand the flow: card

Guest pays 100 SEK by card:

Step 1 – Order finalization in Vendion

DEBIT  1580 (Card receivables)  100 SEK
CREDIT 3002 (Food 12%)           89.29 SEK
CREDIT 2620 (VAT 12%)            10.71 SEK

Step 2 – Card acquirer pays out to the bank Timing and fees follow your acquiring agreement. This example assumes a fee of SEK 1.50:

DEBIT  1930 (Bank)          98.50 SEK
DEBIT  6570 (Bank fees)      1.50 SEK  (card fee ~1.5%)
CREDIT 1580 (Card receivables) 100.00 SEK

Records in Vendion: Integrated payments have settlements under Admin → Accounting → Card settlement. SIE exports can contain KI settlement vouchers with the bank amount, fee and reduced receivable. Reconcile these against your bank. For a standalone terminal, use the acquirer's settlement records.

Understand the flow: Swish

Guest Swishes 100 SEK:

Step 1 – Order finalized

DEBIT  1581 (Swish receivables)  100 SEK
CREDIT 3002 (Food 12%)            89.29 SEK
CREDIT 2620 (VAT 12%)             10.71 SEK

Step 2 – Reconcile against the bank or payment provider Settlement depends on whether you use manual Swish or integrated online payments. Follow your agreement and the actual records. If the amount was posted to 1581, reconcile it when the payment reaches the bank:

DEBIT  1930 (Bank)        100 SEK
CREDIT 1581 (Swish)       100 SEK

Tip: Some accountants prefer Swish directly on 1930 instead of 1581. That works if you have few Swish transactions and fast settlement. For a typical restaurant with many daily Swish payments, we recommend 1581 to track receivables separately.

Understand the flow: invoice

Corporate guest dines for 1,000 SEK, chooses invoice:

Day 1 – Order finalized

DEBIT  1510 (Receivables)     1,000 SEK
CREDIT 3002 (Food 12%)          892.86 SEK
CREDIT 2620 (VAT 12%)           107.14 SEK

Day 30 – Invoice paid Customer pays into your bank account:

DEBIT  1930 (Bank)         1,000 SEK
CREDIT 1510 (Receivables)  1,000 SEK

Important: The example separates the sales record from the later payment. Automatic invoice transfer to Fortnox can exclude invoiced sales from the Z-voucher to prevent double posting. Check which workflow your restaurant uses.

Understand the flow: gift card (redemption)

Guest redeems a gift card worth 100 SEK for a 100 SEK meal:

DEBIT  2421 (Gift card liability)  100 SEK  ← liability decreases
CREDIT 3002 (Food 12%)              89.29 SEK
CREDIT 2620 (VAT 12%)               10.71 SEK

No money changes hands in this transaction. The money arrived when the gift card was issued (accounting looked different then – see Gift Card Accounting – Issuance).

Adding new payment methods

Sometimes you want to track a method separately – for example a standalone terminal or an agreed invoice payment method.

1. Open Admin → Försäljning → Betalmedel → Metoder (Sales → Payment methods → Methods).
2. Enter a name in the new-payment-method field and click Skapa (Create).
3. Check Visa i kassa (Show in POS).
4. Configure accounts under Accounting → Vouchers & export → Chart of Accounts. To use an individual account, enable own payment-method accounts as described above and enter the number under Betalmedel → Kontonummer. Otherwise Betalkonton (Payment accounts) by type apply.

Example: Amex

• Name: "Amex"
• Account: 1585 (or 1580 if you don't want to separate)
• Show in POS: Yes

Common mistakes and how to avoid them

Mistake 1: Card mapped to Cash (1910)

Symptom: Bank statement and books don't match. 1910 balance becomes unreasonably high. Fix: Check the mapping. Card should NEVER go to 1910.

Mistake 2: Swish mapped to Cash (1910)

Symptom: Same as above – Swish is never cash. Fix: Change to 1581 or 1930.

Mistake 3: Gift card mapped to revenue (e.g. 3002)

Symptom: Double revenue booking when gift card issued AND redeemed. VAT ends up wrong. Fix: Gift card redemption must reduce the gift card liability, normally account 2421 under Vendion's defaults. (Gift card sales are handled separately, see gift-card-accounting-issuance.)

Mistake 4: Invoice mapped to 1580

Symptom: You expect card acquirer payout but get customer payment instead. Everything mistraces. Fix: Invoice should be 1510.

Quickly verify the mapping

Check an actual purchase per payment method at the next day-end and inspect the voucher under Admin → Accounting → Vouchers & export. Does the debit side match expectations?

• Cash 100 SEK → DEBIT 1910 100 SEK ✓
• Card 100 SEK → DEBIT 1580 100 SEK ✓
• Swish 100 SEK → DEBIT 1581 100 SEK ✓
• Invoice 100 SEK → DEBIT 1510 100 SEK ✓
• Gift card 100 SEK redeemed → DEBIT 2421 100 SEK ✓

If something's off, correct in the Chart of Accounts tab.

See also

• Map Categories to Revenue Accounts
• Accounts in Vendion – Default Setup
• Revenue Recognition – Cash and Card
• Invoicing – Invoice vs Cash