Shopify Fortnox Integration – Basic

This Shopify App is a user friendly app for a very basic sync from your Shopify store to your Fortnox billing and accounting system. It is recommended for small size companies only.

This Shopify-Fortnox Integration will sync CUSTOMERs, PRODUCTs, ORDERs/INVOICEs from Shopify to Fortnox. It is a one way sync from Shopify to Fortnox, except STOCK sync (experimental feature 2020/09/18) where Fortnox is base, so Shopify is updated from Fortnox. This Basic app cannot handle Credit Invoice at the moment (2020/09/18), so it must be handled manually.

Work Flow – The way this app behave is briefly like this:
When a customer place an order in Shopify, this order is synced to Fortnox as an ORDER. You will be able to find this order in Fortnox Admin->Orders. This sync will happen if you tick the box for “Enable Order Sync” in the app, and you will need the Fortnox Order Addon.
If tick on “Create Invoice for each order” option, then the synced order will be converted into an INVOICE in Fortnox. You will need the Fortnox Invoice addon for this feature.
If you tick on “Enable Invoice Posting” then the converted invoice will automatically be posted/booked into the default accounts. This feature will simple trigger the “Post” button on the invoice.

Requirements & price

Shopify Fortnox Integration App including 1000 orders sync each month: 20$ monthly.
(This amount will automatically be billed through your monthly Shopify invoice after you install the app.)

Addons that you have to enable in your Fortnox account dashboard:
API INTEGRATION (paid addon, price 59SEK, you pay this amount to Fortnox AB)
ORDER & QUOTE (paid addon, price 59SEK, you pay this amount to Fortnox AB)
INVOICING (paid addon, price 99SEK, if you are sending invoice through Fortnox AB then you already have this addon)

Installation

Installation: Install the app from https://fortnox1.uniwinapp.com/install.php
Configuration: Login to your Fortnox account and go to Manage Users->Add Integration and then type “Uniwin”. When you type Uniwin then the Shopify Fortnox Integration will show up. Just select it, then a API-key will be shown. Copy this API-key and paste it into the app’s “Fortnox API Code” field and save the setting. The app only needs this API-key to link your Shopify shop with your Fortnox account. Now you can enable the sync independently for CUSTOMERS, PRODUCTS or ORDERS.

Compatibility

Compatibility: App is tested on PC with Internet Explorer and Google Chrome. App is NOT tested on MAC / Safari. If you experience any problem with the installation or features, please try with one of the tested browsers.

Support

Technical or presales questions related to this Shopify app: support@uniwin.se
We are also available on the chat from our website or on Skype between 06:00 and 14:00 CET.

Get Started

1.  Install Fortnox Basic from https://fortnox1.uniwinapp.com/install.php

2. Enable API and ORDER addon in Fortnox

3.  Create API key and connect your store, check the HOW-TO videos and PDF Guides

4. As minimum tick the boxes for Enable Article Sync, Enable Customer Sync, Enable Order Sync.

5. Now place an order in your store and the order should be visible in Fortnox Admin->Orders. Good Luck.

PDF Guide

Installation Instruction Download PDF Guide:

Shopify-Fortnox-Installation.pdf

Create discount code in Shopify

Discount-Code.pdf

Mapping Shipping Option with Item ID

Mapping-shipping-item-id.pdf

Sales to other countries

Sales-to-other-countries.pdf

Shopify Tax Settings

Shopify-tax-settings.pdf

Features

Sync CUSTOMER

Customers are synced from Shopify to Fortnox. When a new customer signup or create an order, he will be created in Fortnox. When an existing Shopify user makes a new order, the same customer will be used again without creating a new customer.

Synced attributes for customer from Shopify to Fortnox :

Customer  first name and last name
Address
Address 2
Post code
City
Country
E-mail
Phone number

Sync ORDER

When an order is placed in Shopify, it will be synced into Fortnox as an order. You can also automatically create an invoice for each order. You must enable the ORDER & QUOTE module in Fortnox for syncing orders and for creating invoice.

Synced attributes for order from Shopify to Fortnox :

Order date
Order number
Contact information
Billing address that sync:
First name and last name
Billing address
Billing address 2
Postcode
City
Country
Phone
E-mail
Shipping address that sync :
First name and Last name
Shipping address
Shipping address 2
Postcode
City
Country
Shipping method
Payment method

Sync PRODUCT

When a new product is created in Shopify, it will automatically be created in Fortnox also. When you change the name or other attributes of a product, it will be synced into Fortnox also. By DEFAULT the app will do the mapping between a Shopify product and Fortnox article using the Shopify_SKU and Fortnox_Item_Id.

Synced attributes for product from Shopify to Fortnox :

Product name
Product title
Product SKU or ID
Product price
Product quantity

Sync INVOICE

When an order is placed in Shopify, it will be synced into Fortnox as an order. App will automatically create an invoice for each order.

Synced attributes for invoice from Shopify to Fortnox :

Customer details
Product details
Order details
Invoice date

Posting INVOICE

You can automatically post all invoices in Fortnox.

Sync STOCK

This is a multishop feature and Fortnox is considered as base. Stock value in Fortnox will be updated into Shopify when this feature is run.
At the moment this is an experimental feature (2020/09/18) in testing phase and it needs to be run manually. Proper functionality is not guaranteed hence technical support is not provided for this feature at this stage.

Sync Discount

Compatible with Shopify’s own discount features. The final discounted price will be synced to your Fortnox account.

Synced attributes for discount from Shopify to Fortnox :

discount code name
discount price based on specifications – entire order or selected collections

Sync TAX

The app has settings so you can decide how the tax should be synced. App is compatible for your sales outside Sweden also.

Synced attributes for vat from Shopify to Fortnox :

vat percentage

Customized App with special features

You can get a customized version of this Shopify App with special features according to your needs. Unlimited customized features are possible,
Pricing for customized apps starts on 800SEK + tax monthy. Additional one time fee will apply for implementing the special features you need.

Roadmap – planned features – bugs – errors

Stock sync (lagersaldo) is slow and timeout when more than 100 products. NOT SOLVED (2020-06-01)

Sync issue when product names contain special characters. NOT SOLVED (2020-06-01)

Cannot handle Credit Invoice and might cause  duplicate sync when order is returned in Shopify. NOT SOLVED (2020-Feb)

Change Log

Release Notes:

2018-08-12, Version 0.9
Handled tax issue on syncing discount.
Version control feature added.

2019-06-01, Version 1.0
Multiple improvements / bugfix

2019-07-15, Version 1.1
Tweak:
1) Invoice triggering from Shopify – Fortnox Dashboard
2) Error log feature
3) Tab Based UI
4) Blocking Error Mails
5) Order Text With Shipment Option

2020-02-15, Version 1.2
Tweak:
1) Samesite cookie = “None” as google chrome changes done

2020-04-07, Version 1.3
Tweak:
1) Sync shipping options title instead of code from Shopify

2020-04-27, Version 1.4
Tweak:
1) Calculate Country based VAT condition on fortnox

2020-07-15, Version 1.5
Tweak:
1) Shopify depreciated Api call have been updated (orders and webhooks).

2020-07-30, Version 1.6
Tweak:
1) Manual Sync tab have been improved.

2020-08-14, Version 1.7
Tweak:
1) Shopify depreciated Api call have been updated (product and variant).

Screenshots

fortnoxsettings

Enable sync
By default sync is disabled. Just check on the check boxes to enable sync. You can enable/disable independently, but we recommend that you enable all of them: product, customer, order. You must enable ORDER & QUOTE module in your Fortnox account for syncing orders.

Create Invoice
You can enable this option if you want to create invoice automatically.

Updating stock value
Click on Update/Sync to update your stock from Fortnox to Shopify

predefined-accounts-settings

Invoice Posting
When this feature is enabled then invoice will also be posted automatically using the predefined account settings in Fortnox->Settings->Invoice->Predefined Accounts.
In most cases it is enough to specify the accounts for: Sale Goods, Sale Service, Account Receivable, Tax

Manual Sync
Use the sync button to manually sync order/invoice to Fortnox

Payment Type
Enable this option to sync the payment type. Information will be added to the field “Order Text” in the Fortnox order. Compatible with “Shopify Payments”.

Instruction video

User Guide


Product sync

If you have ticked the Article Sync, when a new product is created in Shopify, it will automatically be created in Fortnox also. When you change the name or other attributes of a product, it will be synced into Fortnox also. By DEFAULT the app will do the mapping between a Shopify product and Fortnox article using the Shopify_SKU and Fortnox_Item_Id.
If you already have articles inside your Fortnox account, then you have to manually create similar product in Shopify and connect it to the existing Fortnox article by copying the fortnox article id and save it as the SKU on the specific product variant in Shopify. This way the product in Shopify is linked to the article in Fortnox. This mapping is necessary for correct invoicing amount and stock sync. Beta notice: When article sync is enabled, any unlinked Shopify product might create duplicate in Fortnox when and order is synced or refunded. If this happens you have to verify the mapping values.

Price sync

Below settings option are available in the Fortnox App, please check screenshots for the behaviour

Different setting options in App

Stock sync

Stock is synced from Fortnox to Shopify. You can select whether you want to sync the amount from “In Stock” or “Available” attribute of the article. You update the stock value by clicking on the “sync” button. As this is a basic manual feature in current version of the app, you have to trigger this one or more times a day manually. The update happens in the background and it might take several minutes depending on how many products you have, if you have for instance 100 products, it will take few minutes. So if you click on the sync button be patience and do not exit the app as this will terminate the sync process. Once stock is completed, you will get report on screen with the result.

The “Note” attribute of the article in fortnox must be filled with correct value for proper operation of this stock sync feature. If this was not filled automatically, please contact us.

Manual Sync – New Sync and Update Sync

New Sync

You can sync your orders again through a new sync option.

Update Sync

This will help you to sync your updated order information into Fortnox.
If the invoice is created for the respective order then the update sync option is not available because it is not allowed to update your order which is already converted as Invoice.

FAQ

No, your only cost is 20$ monthly for up to 1000 orders per month. If you need any technical help with your webshop, that is not related to this app, then it will be billed our ordinary hourly rates.

All support through email is free

Of course. You pay for each starting month.

Please contact us with information about what kind of technical information you need, we will provide!

Along with alphabets, numbers, some of the special characters that are supported while adding article name a A 1 @ ! # $ % & /

Special characters that are not supported while adding article name ( ) * ^ [ ] { }

When we select SKU for article sync, no special characters are allowed, article info will be synced using alphabets and numbers as SKU.

If not selected SKU, variant id will be chosen as article id and sync the article info. We should select second option under Article sync – ” I don’t care about SKU, use shopify_variant_id for the mapping, and assign it as sku”

Known Errors

Error Message: Det finns ingen aktiv licens för önskat scope.
English: You do not have an active licence for the required action

You get this error message if you are missing an addon service needed for the feature you are using.
Please make sure that you have enabled the ORDER & QUOTE addon in your Fortnox account on Manager Users section. If you have enabled INVOICE POSTING in the Shopify App then you also need to enable the INVOICING addon in Fortnox. Check image below:


If this does not solve your issue, please contact Uniwin Support

You get this error message for 2 different reasons:
1) a required value is missing in the “Predefined accounts” (Förvalda konton) settings in your Fortnox account,
2) or if it is entirely missing in your Account Plan (Kontoplan).

This error message is originating from your Fortnox account, not from the Shopify app, therefore to find out the root cause for this error message you can do this in your Fortnox dashboard:
1) try to manually create an order
2) try to post it as an invoice

When you do the above checking inside Fortnox, it will show you an error message “Kunde inte hitta konto” with more details about which account number it is related to.

Solution:

If the Predefined Accounts are missing in Fortnox, you have to go to Settings->Acconting->Predefined Accounts, and here you have to fill in your values. Most common values are 3011, 3018, 3016, 3015.

Make sure the values you provide are available in your Account Plan also. You check this in Register -> Account Plan.

If this does not solve your issue, please contact Uniwin Support

This error occurs when trying to sync/re-sync/edit an order for which an invoice is already generated on Fortnox side. If an order is converted into invoice the order is locked at Fortnox side hence it is not possible to modify it again.

Error Message: Förvalt konto för Försäljning är inaktivt eller finns inte i kontoplanen

Problem: The provided default account for booking your sales are not active or does not exist in your Account Plan.

Solution: In your Fortnox Dashboard go to Settings->Accounting->Predefined Accounts, then go to the section where you have specified the default account numbers for booking your Sales.
Most common values in this section are 3001, 3011, 3018, 3016, 3015. Note the account number you have specified for booking the Sales, and then go to Fortnox Dashboard->Register->Account Plan, and search for the particilar account number. The account number must exist here and it must also be Enabled.

Img: Settings->Accounting->Predefined Accounts

Img: Register->Account Plan

Error message : You have set shopify_product_SKU for mapping so each variant of product should have unique and valid sku

Problem: You have a product in your Shopify store that is missing a SKU. Without a valid SKU it is not possible to sync the order to Fortnox.

Solution: In our PDF instruction for setting up the Shopify-Fortnox-Integration, on “Step 5 – Map the Shopify Products with Fortnox Articles.” you find the instruction for how to add the SKU for a product in you shopify store. Direct link to the document: Shopify-Fortnox-Installation

Error message : Inköpskonto inte uppdaterat. Kontot “4000” existerar inte
Error message English; Purchace account not updated. Account “4000” does not exist.

Possible problem: A default account for purchase is not provided. The system is expecting/suggesting account 4000 for this purpose and this account is either not active or does not exist at all in your Account Plan.

Possible solution: In your Fortnox Dashboard go to Settings->Accounting->Predefined Accounts, then go to the section where you have specified the default account numbers for purchase. Here you can update your number and save.

Error message: There were some problem while installing the app, please re-install it.

Possible problem: You get this message when you try to access any one of this app’s feature or when you do any changes and give save in the app settings, but its been a while or opened the app page long time ago in Shopify.

Possible solution: Due to security purposes we have a short session span in our Shopify apps try to re-open the app so there won’t be issues. Otherwise try multiple browsers.

Error message: Kunde inte hämta/hitta moms.

Possible problem: You have made a sale which uses a VAT rate that is not defined in your Fortnox account.

Possible solution: You have to define the new VAT percentage in Fortnox Dashboard->Settings->Invoices->Tax. For instance if your sale was made from Finland, then you have to add a VAT rate 24% here.