Switch from Fortnox to Bookkeeping & Invoicing - as an accounting office

Double-check the customer's company details

Check that you've the correct details of the customer's company, such as phone number, bank account number and that there's a company registration number.

 

Go through the customer's registers

1. Deactivate the records you don't want to transfer to Bookkeeping & Invoicing. Only active records are transferred. Make sure you don't have duplicates.
2. Make sure that all suppliers have their name, organisation number and bank account number.
3. Make sure that all customers have their name, postcode and city as this is mandatory in Bookkeeping & Invoicing.
4. Make sure your foreign customers have a country code.

Review the customer invoices

If you work with the cash accounting method, you do this:

1. Ensure that the invoice number series works in the long term. If it's not possible to change the number series, for example, if the customer usually changes the number series every year and starts the invoice numbers with the current year (2024XXXX), it's good to review this.Bookkeeping & Invoicing You change the number series under Gear - Invoicing - Number series and OCR .

2. If your customer works with housework invoices or green technology, it's an advantage if you make the application to the Skatteverket from Fortnox before the move to Bookkeeping & Invoicing.

   Unpaid and journalised customer invoices are transferrBookkeeping & Invoicinged as ledger entries. For example, invoice numbers and amounts are transferred so that you can manage the payments in your new program.

   Article lines are not transferred and if you need to look back at older invoices, we recommend that you print a pdf from Fortnox, which you will find under Invoicing - All. Select all of them by ticking the box on the left. Make sure that the Distribution method is Preselected and that the Print template is Preselected template. Click on Preview and save the pdf to your computer.

If you work with the accrual accounting method, you do this:

1. Ensure that all customer invoices are posted.

2. Record all payments that have been made.

3. Ensure that the invoice number series works in the long term. If it's not possible to change the number series, for example, if the customer usually changes the number series every year and starts the invoice numbers with the current year (2024XXXX), it's good to review this.Bookkeeping & Invoicing You change the number series under Gear - Invoicing - Number series and OCR .

4. If your customer works with housework invoices or green technology, it's an advantage if you make the application to the Skatteverket from Fortnox before the move to Bookkeeping & Invoicing.

Keep track of purchase invoices

1. Ensure that all purhase invoices are approved and posted.

2. If you use payment files/bank integration in Fortnox, it's an advantage if you have the opportunity to send the purchase invoices for payment before the move to Bookkeeping & Invoicing, otherwise the payment needs to be handled manually at the bank.

3. Record all payments that have been made.

Finalise the accounts

1. If you're working with allocations, make sure you have done the allocations for the last period before switching programs.
2. Record the period in question and prepare the VAT report.

3. Feel free to print out a balance sheet and income statement from Fortnox the last thing you do, so you can then use these to compare against the same reports in Bookkeeping & Invoicing after the move.

4. During the transfer, linked images are transferred, so make sure that all the images you want to include in the transfer are linked to a verification. Alternatively, you can save them yourself and then connect them in Bookkeeping & Invoicing after the move.

Does the customer work with other services/programs?

If the customer has linked other services or programs to their company in Fortnox, you need to contact that supplier to see how you can most easily move it to Bookkeeping & Invoicing.

Activate integration

By clicking on Company name - Administrate users, you can start by checking if there's already a licence for integration. Otherwise, you can simply select Activate licence directly from here and then find Integration in the list and choose to buy it. The prerequisites are now ready in Fortnox.

Log in as an accounting office to get started

Start Spiris Flytthjälp by selecting the button below.

Check your registers

1. Customer register: If information is missing, it'll be filled in with standard information in the transfer and it's good to check these so they are correct. Ensure that customers have the right price list.

2. Article register: Check that the category template is correct, this is what determines the ledger account that'll be used when you pick up the article on the invoice. See Sales VAT and ledger settings.

3. Supplier register: If information is missing, it'll be filled in with standard information in the transfer and it's good to check these so that it's correct.

4. Sales price lists: If you have Bookkeeping & Invoicing +, up to 19 price lists are transferred. The price lists will be renumbered, but this can easily be changed in Bookkeeping & Invoicing +. If you have a smaller subscription plan of Bookkeeping & Invoicing, only the standard price list is transferred.

Which journal series should be used?

If you work with different journal series, you need to organise them and link them correctly. To do that, go to Settings - Company settings, and the Accounting settings tab.

Where can I change my journal series and do I have to have it?

Journal entries

Reconcile accounts and balances

1. Go through the accounts in Bookkeeping & Invoicing and check that they have the correct VAT code.
   When the data was transferred, the standard accounts in the chart of accounts were given the standard VAT codes applicable in Bookkeeping & Invoicing. If you have created your own accounts in Fortnox, or used accounts that are not normally in Bookkeeping & Invoicing, these accounts will not have a VAT code. Read more in Correcting incorrect VAT codes linked to ledger account.

2. Go through the vouchers for which you have not yet created a VAT report and check that they have the correct VAT codes. Enter the correct VAT code directly on the rows where it's missing or possibly wrong.

3. Reconcile the balance sheet and profit and loss reports in Bookkeeping & Invoicing with Fortnox and check that the accounts are correct.

4. Reconcile the tax account.

5. Copy and paste the bank statements and check that the balance is correct. You copy data from the last reconciled balance up to the date you changed programs. Read how to do this in Copy and paste bank statements.

Activate the bank integration

With a bank integration, the bank events are automatically transferred from the bank account to Bookkeeping & Invoicing. A flexible approach that saves time and minimises the risk of double registration or missing a transaction.

Activate the bank integration between Spiris and the customer's bank.

Work with bank integration

Handle housework invoices

The ROT and RUT invoices created in Fortnox before the data was transferred to Bookkeeping & Invoicing, you create applications for in Fortnox or manually on the Swedish Tax Agency's website. The payments you receive from customers and from the Tax Agency must be registered in Bookkeeping & Invoicing.

In Bookkeeping & Invoicing, articles used for work carried out must have the sales category Service X% VAT.

Check that the articles have the correct sales categories in Bookkeeping & Invoicing.

Edit article

Do you work with period allocations?

If you want to continue working with period allocations in Bookkeeping & Invoicing, you need to restart them.

Create a manual journal entry where you return the entire amount to the correct expense account, i e zero out the 17XX account against the current expense account. When allocating, you then select the 17XX account to which the sum is to be posted, the date of the first allocation and the number of periods/months You can then compare the proposal displayed with the one you have in Fortnox.

Create manual journal entry

Allocate a journal entry

Do you work with other services/programs?

Now make sure to activate and connect any previous integrations to Bookkeeping & Invoicing that you have worked with before from Fortnox. Under More solutions you will find the full range of smart features and you can activate and connect to Bookkeeping & Invoicing.

Deactivate licence for integration and cancel agreement for Fortnox

Once you have checked that everything looks ok, it's time to cancel everything with Fortnox.