Intercompany Accounting – Settlements

Intercompany accounting (or settlements) is the heart of chain financial operations. When a franchise chain consists of multiple legal entities (different ABs with own org numbers), economic flows arise between them – and these must be correctly reconciled in accounting. Vendion automates this flow.

When do intercompany transactions arise?

Common cases:

1. Chain gift cards: Card sold at Company A, redeemed at Company B → B has receivable on A for redeemed value
2. Pooled loyalty (future): Points earned at A, redeemed at B → revenue sharing
3. Master franchise royalties (future): Unit pays royalty to HQ
4. Shared purchases (future): Chain has central supplier billing units

In MVP, it's primarily chain gift cards that trigger intercompany.

Where does settlement happen?

At /chain/:slug/bokforing – the chain's intercompany page. Page only visible to chain admins with accounting rights.

What the page shows

1. Pending transactions – unreconciled intercompany transactions:

1. Reconciled transactions – completed, historical

2. Monthly settlement summary:

   • Total outstanding per company pair
   • Net balance (who owes whom)
   • Last settlement

3. Export buttons: SIE, CSV, PDF

How the transaction is recorded

Each intercompany transaction contains:

• Type – gift card redemption, royalty, revenue share, etc.
• Issuing unit + org number
• Redeeming unit + org number
• Amount
• Status – pending, both posted, reconciled, disputed
• Created date and reconciled date

Accounting logic per transaction

Example: 400 SEK redeemed at Company A, issued by HQ.

At A (redeeming):

At HQ (issuing):

At month-end settlement

When HQ pays A 400 SEK (via bank):

And at A:

Status on the transaction moves from "pending" → "reconciled".

Auto-vouchers at Z-report

Each restaurant's daily Z-report triggers auto voucher generation:

1. System looks up pending intercompany involving this unit
2. Creates accounting vouchers in a dedicated intercompany series
3. Applies debit/credit per type and direction
4. Voucher becomes part of unit's daily run in accounting

Example: Month-end April 2026

Scenario: 5 pending transactions in April:

• 3 cards redeemed at Company A (total 2,400 SEK)
• 2 cards redeemed at Company B (total 1,800 SEK)
• All issued by HQ

At month-end (typ. April 30 via scheduled run):

1. Aggregated per company pair
2. HQ owes A: 2,400 SEK
3. HQ owes B: 1,800 SEK
4. Total outstanding: 4,200 SEK

Chain owner:

1. Goes to /chain/:slug/bokforing
2. Sees pending list and sums
3. Clicks "Export SIE" per unit
4. Sends SIE files to bookkeeper or imports to Fortnox/Visma
5. When bank payments executed → marks "Reconciled" in UI

BAS accounts – customizable

Default accounts:

• 1660 – Receivable from group companies
• 2860 – Payable to group companies

Customizable per chain in /chain/:slug/installningar:

• Receivable account: [input]
• Payable account: [input]

Changes apply only to future vouchers – not already settled.

Export formats

SIE: Swedish standard for accounting exchange. Compatible with Fortnox, Visma, Björn Lundén, etc. File contains all vouchers for chosen period.

CSV: Raw export with columns: voucher date, account, debit, credit, description, reference, transaction ID. Can be imported in Excel or any system.

PDF: Human-readable report for bookkeeper – summary + details.

Disputed status

If a unit disputes a transaction (e.g. "we haven't received the money yet"):

1. Mark as "disputed" in UI
2. Add comment
3. Transaction moves out of pending list until resolved
4. Requires manual review by chain admin

Future improvements

• Automatic netting: if HQ owes A 2,400 and A owes HQ 800, net to 1,600
• Batch payments: one-click bank payment via Swish Business or direct debit
• Fortnox/Visma integration: push vouchers automatically (planned, ~1 month away)
• Batch settlement vouchers: one combined voucher per month instead of per transaction

Legal – Sweden

Per Swedish tax law:

• Companies must correctly book intercompany transactions
• Intra-group transactions have special VAT rules (VAT on intra-group sales)
• Outstanding receivables and payables must be reported in annual accounts
• Over 5 MSEK intercompany flow per year may require special reporting

Vendion's vouchers follow Swedish practice but don't replace bookkeeper advice – contact your certified auditor for company-specific handling.

Next step: Read Chain Bookkeeping – Multiple Legal Entities for broader accounting context (also deeper coverage in the Bookkeeping module).