Prerequisites
Connection with Fortnox and Fortnox invoice export must be set up before an invoice can be transferred. Please see this article – Fortnox (Integration setup) for more details.
The high-level flow of the integration:
- Check customers, create or update
- Check products, create or update
- Transfer invoice
Customers
RecMan checks if a customer with the same customer number exists in Fortnox.
- If the customer number does not exist in Fortnox, RecMan will create the customer in Fortnox with the details specified in the table below.
- If the customer exists in Fortnox, RecMan will update the customer in Fortnox with the details specified in the table below.
The following customer details are transferred to Fortnox when the customer is created or updated:
| Fortnox Field | RecMan Field |
|---|---|
| CustomerNumber | Customer number in RecMan |
| Name | Customer Name |
| Customer Email | |
| EmailInvoice | Customer Invoice Email |
| OrganisationNumber | Customer Company No. |
| Address1 | Customer Invoice Address 1 |
| Address2 | Customer Invoice Address 2 |
| City | Customer Invoice Address, City |
| CountryCode | Customer Invoice Address, Country |
| DeliveryAddress1 | Customer Delivery Address 1 |
| DeliveryAddress2 | Customer Delivery Address 2 |
| DeliveryCity | Customer Delivery Address, City |
| DeliveryCountryCode | Customer Delivery Address, Country |
| ZipCode | Customer Delivery Address, Postal Code |
Products
RecMan checks if a product (article) with the same product number exists in Fortnox.
- If the product number does not exist in Fortnox, RecMan will create the product in Fortnox with the details specified in the table below.
- If the product exists in Fortnox, RecMan will update the product in Fortnox with the details specified in the table below.
The following product details are transferred to Fortnox when the product is created:
| Fortnox Field | RecMan Field |
|---|---|
| Article Number | Product Number |
| Description | Product Name |
Invoices
When transferring an invoice, the following details are sent to Fortnox:
| Fortnox Field | RecMan Field |
|---|---|
| Customer Number | Customer Number |
| Invoice Number | Invoice Number |
| Invoice Date | Invoice Date |
| Payment terms | Credit time |
| YourReference | Project, Customer invoice reference |
| OurReference | Project, Our Invoice reference |
| Invoice Text | Project, Invoice note |
| OrderNumber | Order Number |
Invoice lines:
| Fortnox Field | RecMan Field |
|---|---|
| Article Number | Product Number |
| Quantity/number | Quantity |
| Name | Product Description |
| Account Number | Product Credit Account |
| Price | Price |
| VAT | VAT |
When the invoice transfer is complete, the invoice in RecMan will be marked as “Exported.”
Common errors
| Error Message | Description |
|---|---|
| Unable to log in, access token or client password missing. | Sign in with Fortnox, Economy settings → Department. |
| The email is not correct. | Email connected to invoice and/or Company information is either missing or contains an error, like space. |
| Lacks authorization for customer register. | The authenticated user does not have sufficient permission in Fortnox. Update permissions for the user in Fortnox or log in with another user with sufficient permissions. |
| No authorization for article | The authenticated user does not have permission to articles in Fortnox. Update permissions for the user in Fortnox or sign in with another user with sufficient permissions. |
Fortnox invoicing file export
The integration with FortNox is via an API, which makes the transfer instant. You only need to enter the API key from FortNox to activate and start transferring.
Authentication: API key.
For more information about fortnox payroll integration visit this article - Fortnox (Payroll integration).