Once Fortnox is connected, you tell Understory which accounts in your Fortnox chart of accounts each type of transaction should be posted to. Nothing syncs until this is done. This article walks through every section of the Fortnox setup page.
Before you start
Fortnox needs to be connected. See Connect Understory to Fortnox first.
The accounts need to exist in Fortnox. Understory only lists accounts from your Fortnox chart of accounts — it never creates them. Set up any missing accounts in Fortnox first, then come back.
Have your accountant on hand if you're unsure. The account numbers below follow the Swedish BAS chart of accounts, and the right choice depends on how your business is set up.
Every account field searches your Fortnox accounts by both number and name, so you can type either.
How to open your Fortnox setup
Go to Accounting in the left menu
Open the Settings tab — you'll see the Fortnox row under Integration.
Click Set up (or Configure if you've been here before) — the Fortnox setup page opens.
When you're done, click Save at the bottom. Save stays greyed out until you've changed something.
Which fields are required
You have to fill in these before anything can sync:
Section | Required fields |
Global settings | Voucher series |
Revenue | Sales excl. VAT, Booking fee |
Gift cards and prepayments | Prepayments, Experience gift cards, Monetary gift cards, Gift card breakage revenue |
Payment provider fees | One fee account for each connected payment provider |
Payment provider settlement | One receivables account for each connected payment provider |
Punch cards | Punch card liability and Punch card breakage revenue — only if you use punch cards |
Everything else — VAT accounts, per-rate sales accounts, adjustments, cost centers and projects — is optional, but filling them in gives you a more detailed ledger.
Global settings
Voucher series — the Fortnox series your vouchers are booked into. Understory picks series A for you if it's available.
Only series that allow manual registration appear in the list, because Fortnox requires that for vouchers created through an integration. If the series you want is missing, open its settings in Fortnox and allow manual registration.
VAT accounts
Vouchers sent to Fortnox don't carry a VAT code, so each VAT rate needs its own outgoing VAT liability account — for example 2611 for 25%.
Fill in one account for each rate you sell at: 25% VAT, 12% VAT and 6% VAT.
Revenue
Where your sales are booked.
Sales excl. VAT (required) — for anything you sell without VAT.
Sales at 25% VAT, Sales at 12% VAT, Sales at 6% VAT — a separate revenue account per rate, which is normal practice in BAS.
Booking fee (required) — where booking fees passed on to your guests are booked.
Using a different account for individual experiences
If one experience should book to a different revenue account than the rest, use Use a specific sales account for some experiences. Click + Experience, pick the experience, and choose the sales account it should use instead.
Gift cards and prepayments
Where money you've received but not yet earned sits on the balance sheet.
Prepayments (required) — payments for bookings that haven't taken place yet. The amount moves to revenue when the experience is completed.
Experience gift cards (required) — outstanding gift cards for a specific experience.
Monetary gift cards (required) — outstanding gift cards for an amount.
Gift card breakage revenue (required) — where the value of expired gift cards is booked as revenue.
Gift card adjustments — for manual corrections to gift card values.
Punch cards
This section only appears if you use punch cards.
Punch card liability (required) — outstanding punch cards, until their punches are used.
Punch card breakage revenue (required) — the value of punch cards that expire unused.
Punch card adjustments — for manual corrections.
Payment provider fees
One account per payment provider you've connected, for example Understory Pay fee or Stripe fee. This is where the provider's fee is booked as a cost at the time of the transaction. An account is required for every provider listed.
If the section is empty, you haven't connected a payment provider yet. Set one up under Payments and it will appear here.
Payment provider settlement
One account per payment provider, for example Understory Pay receivables. This is where money you've taken sits as a receivable until the provider pays it out to your bank. An account is required for every provider listed.
Cost centers
If you run from more than one location, you can post to a Fortnox cost center so your ledger shows which location the revenue came from. This section only appears if you have locations and active cost centers in Fortnox.
Default cost center — used for everything unless you set an override. Leave it empty and no cost center is added.
Use a specific cost center for some locations — click + Location to send an individual location to a different cost center.
Projects
Works the same way as cost centers, but for Fortnox projects. There's no default — click + Location and map each location you want tagged. Locations without a mapping are posted without a project. The section only appears if you have projects in Fortnox.
Choose how entries are grouped
On Accounting → Settings you'll also find Accounting engine → Journal entry scope, which decides how entries are created when an experience is completed:
One entry per event — a single entry, with the postings from every booking on that event added together. Fewer, larger entries.
One entry per booking — a separate entry for each booking. More detail, more entries.
If entries fail to sync
Open Accounting → Activity to see the status of each entry — Pending, Synced or Failed. Click a failed entry to see why, fix the cause, then click Retry.
1. "Create a Fortnox financial year covering [date], then retry"
Understory posts each entry into the Fortnox financial year that covers its date, and there's no financial year in Fortnox covering that date yet. Create the financial year in Fortnox, then come back and click Retry. This is the usual cause at the turn of the year.
2. "The Fortnox accounting configuration is missing or disabled"
Your account setup isn't complete. Go back to the Fortnox setup page, fill in any highlighted fields and click Save, then retry the entry.
3. "Reconnect the Fortnox integration, then retry"
Understory's access to Fortnox was revoked. Reconnect from Accounting → Settings, then retry the entry.
4. A banner says "Configuration missing"
A new field has been added that needs mapping before entries can sync. Click Update account setup, complete the highlighted fields and save.
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