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.

We know restaurateurs have limited accounting knowledge – and honestly, that's how it should be. You should cook food and lead a team. But you need to understand enough to talk to your bookkeeper, choose the right settings and know the numbers add up. That's what this module gives you.

What Vendion does automatically

Vendion handles the daily heavy lifting:

• Every order gets the correct VAT rate (12% food, 25% alcohol, 6% culture) 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 – per Swedish VAT Act Ch 5 § 40).
• Loyalty discounts reduce revenue proportionally so the VAT ends up correct.
• 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 monthly or quarterly.
• 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, 3001 = Food 12%, 2610 = Output VAT 25%, etc.). Vendion uses BAS by default.

2. The voucher (verifikation)

Every day closes with a Z-report that becomes a voucher – a dated accounting entry where debit = credit. It's the legal requirement from the Swedish Bookkeeping Act (1999:1078).

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)
        ↓
Order finalized → Control box sends control code → fiscal archive saves (immutable)
        ↓
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.

Important: You cannot edit a voucher after the fact – that's legal requirement. If something is wrong, you create a correcting voucher (reversal). Vendion handles this via the return function in the POS.

Your responsibility as the owner

Even with Vendion's automation, you need to:

1. Choose an accounting system in settings (Manual SIE, Fortnox, Visma or Björn Lundén).
2. Link payment methods to correct accounts (done once, then it's set).
3. Link menu categories to revenue accounts (food → 3001, alcohol → 3003 etc.).
4. Close the Z-report every day (or enable auto-Z at 23:00).
5. Export the SIE file monthly and send to your accountant.
6. Count the cash drawer and reconcile against the Z-report (discrepancy → account 3740).

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.