Overview – Accounting in Vendion

Vendion is a POS system – not an accounting program. But every time your staff rings in a salmon, an Aperol or a gift card, things happen in the background that your accountant will thank us for. This article is the starting point for the entire Accounting module.

Use these guides to choose the right settings, reconcile sales and work with your accountant.

What Vendion does automatically

Vendion handles the daily heavy lifting:

• Every order gets the correct VAT rate (12% served food, light beer and medium-strength beer, 6% for takeaway, 25% strong beer, wine and spirits) based on the category you set up.
• Every payment lands on the right account (cash → 1910, card → 1580, Swish → 1581, gift card → 2421).
• At day-end Vendion builds a voucher (the accounting entry for the Z-report) – debit and credit always balance.
• Gift cards are treated as multi-purpose vouchers (liability on 2421, VAT only on redemption – under Swedish VAT Act Chapter 5, Section 43).
• POS points and tier discounts reduce the order amount and VAT base. Online loyalty can instead be recorded as a payment method; reconcile it separately.
• The SIE file (Sweden's standard accounting format) can be exported directly from admin and imported into Fortnox, Visma, Björn Lundén or Bokio.

What Vendion does NOT do (yet)

Important to know:

• Input VAT (VAT on supplier invoices) – that's your accountant's job.
• Wages and employer taxes – handled in the Staff module with SIE export, but booked in your accounting program.
• Supplier debts and payments – managed separately.
• VAT declarations to the Swedish Tax Agency – you or your accountant file them according to your registered reporting period.
• Annual report and year-end close – done once a year by an accountant.

So Vendion produces the source data (vouchers from sales) and your accountant handles the rest in Fortnox or Visma.

The three cornerstones you need to understand

1. BAS chart of accounts

The standardized numeric code (1910 = Cash, 3002 = Sales 12%, 2610 = Output VAT 25%, etc.). Vendion uses BAS by default. Always reconcile the final chart of accounts with your own accountant before you start booking for real.

2. The voucher (verifikation)

Every day closes with a Z-report that becomes a voucher – a dated accounting entry where debit = credit. The daily Z-report is required by the Swedish Tax Agency's cash-register regulations. The Bookkeeping Act requires cash sales to be booked no later than the next working day.

3. The SIE file

A text file in SIE Type 4 format containing all your vouchers. Your accountant imports it into their accounting program.

The flow from POS to accounting (a typical day)

Guest orders → Staff rings up in Vendion → Payment (card/cash/Swish/gift card)
        ↓
Purchase completed → guest receives receipt → sale is included in reports
        ↓
At day-end: Z-report generated → voucher built (debit = credit)
        ↓
Month-end: SIE file exported → sent to accountant → imported into Fortnox/Visma
        ↓
VAT declaration to Tax Agency → year-end close

Example: a simple day

Suppose you sold 10,000 SEK in a day – 8,000 SEK food (12% VAT) and 2,000 SEK alcohol (25% VAT). All paid by card.

Debit and credit balance – that's the foundation of double-entry bookkeeping. Vendion calculates all of this automatically and presents it as a voucher you can click into under Admin → Accounting → Vouchers & export.

Important: Changing the chart of accounts does not change existing vouchers. A POS return corrects a sale. Other bookkeeping errors, such as an incorrect account number, should be corrected with your accountant in the accounting program.

Your responsibility as the owner

Even with Vendion's automation, you need to:

1. Agree the chart of accounts with your accountant under Accounting → Vouchers & export → Chart of Accounts. Connect Fortnox under Integrations.
2. Link payment methods to correct accounts (done once, then it's set).
3. Link menu categories to the right VAT category (food, alcohol, non-alcoholic drinks …) – Vendion picks the revenue account by VAT rate (12% → 3002, 25% → 3001, 6% → 3003).
4. Close the Z-report on every sales day (or enable auto-Z at 23:00 – it skips days you were closed).
5. Deliver accounting records through SIE export or your connected Fortnox integration, checking that the same voucher is not imported twice.
6. Count the cash drawer and reconcile cash sales, the opening float, deposits and withdrawals. Document differences and let your accountant select the account.

Sounds like a lot, but 1–3 is done once at setup. 4–6 takes about 5 minutes a day + 10 minutes at month-end.

Next steps

• Read BAS Chart of Accounts – Basics to understand the numbering system.
• Browse Accounts in Vendion – Default Setup to see the preconfigured accounts.
• Go to First-Time Setup – Accounting Step by Step when ready to configure.

Accounting isn't magic. It's just discipline and structure – and Vendion gives you both. So you can focus on the guest.