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

These defaults work for 95% of all Swedish restaurants. Good accountants approve them immediately.

How to change the mapping

1. Go to Admin → Accounting → Chart of Accounts
2. Scroll to the Payment Methods section
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.

Understand the flow: cash

Guest pays 100 SEK cash for a pizza:

Step 1 – Order finalization

DEBIT  1910 (Cash)         100 SEK
CREDIT 3001 (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 3001 (Food 12%)           89.29 SEK
CREDIT 2620 (VAT 12%)            10.71 SEK

Step 2 – Card acquirer pays out to the bank Typically 1–3 business days later. Worldline/Nets/Bambora transfer money minus their fees:

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

Who books step 2? Your accountant. Vendion only sees the sale moment. Card fees and payouts are matched manually by the accountant against your acquirer reports.

Understand the flow: Swish

Guest Swishes 100 SEK:

Step 1 – Order finalized

DEBIT  1581 (Swish receivables)  100 SEK
CREDIT 3001 (Food 12%)            89.29 SEK
CREDIT 2620 (VAT 12%)             10.71 SEK

Step 2 – Swish AB deposits to the bank Usually same day or next business day. Swish has low fees (often 0 SEK per transaction but monthly fee):

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 3001 (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: Revenue (3001) is booked on day 1, not day 30. That's accrual accounting – the main rule in Swedish bookkeeping.

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 3001 (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 – e.g. Amex (higher fees), a gift book scheme or catering invoicing.

1. Go to Admin → POS Settings → Payment Methods
2. Click Add payment method
3. Enter name, account number and POS visibility
4. Save

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 (3001)

Symptom: Double revenue booking when gift card issued AND redeemed. VAT ends up wrong. Fix: Gift card MUST be 2421 on redemption. (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

Run a test order per payment method and look at the voucher under Admin → Accounting → Vouchers. 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