Last updated: 2024-09-10

Applies from: 2022.04.00 and later

Invoice export to Fortnox

You can connect (integrate) Opter with the financial system Fortnox, www.fortnox.se. Then it is possible to:

• Export invoices from Opter to Fortnox. For instructions, see below.

• Importing payments from Fortnox to Opter. For instructions, see Payment import from Fortnox.

• Export supplier bills from Opter to Fortnox. For instructions, see Supplier bill export to Fortnox.

Each time invoices are exported, Fortnox checks whether there is anything to update in the invoices or customers. Fortnox only updates invoices that have not yet been recorded in Fortnox.

Invoice information sent from Opter to Fortnox

When an invoice export is made to Fortnox, Opter sends a summary of each unique coding combination. This means that Opter sends one invoice row per combination of ledger account and economic unit.

Send invoices to customers from Fortnox or Opter

In Opter, you can create invoices that contain the details you want about the transport. In Fortnox there is no support for presenting all the details that should be included on a transport invoice, such as sender, receiver, distance, weight, freight bill number, etc. On the invoice created in Fortnox, Opter adds a "Title" (description) containing the invoice number, order number and order date. For more information, see the Transport information on the invoice from Fortnox below.

Choose whether you want to send the invoices to the customers from Fortnox or Opter, according to one of the following options:

• Book the invoices in Fortnox, but send the invoices to the customers from Opter.

  Instructions

  When you are ready to export invoices to Fortnox, do the following:

  1. In Opter, export the invoices from Opter to Fortnox (according to Step 4 below).

  2. In Fortnox, click on "Invoicing". On the "Customer invoices" tab, select one or more invoices by ticking the checkbox on the far left of the invoice line.

     Click on the "Book & Send" drop-down menu (1) in the bottom right-hand corner. Select "Post" (A). The invoice(s) are then posted in Fortnox.

     

  3. In Opter, send the invoices to customers.

• Book the invoices in Fortnox, and send the invoices to the customers from Fortnox, with the Opter invoice attached in PDF format. The downside is that it may appear to the customer that you have sent two invoices.

  Instructions

  1. In Opter, tick the checkbox Include PDF-copy in Step 2 below.

     The graphic invoice with all the details is created in Opter and sent to Fortnox as a PDF file.

  2. Once you've exported invoices to Fortnox, do the following:

     In Fortnox, click on "Invoicing". On the "Customer invoices" tab, select one or more invoices by ticking the checkbox on the far left of the invoice line.

     Click on the "Book & Send" drop-down menu (1) in the bottom right-hand corner. Select "Send" (B).

     

     The invoice(s) are then posted in Fortnox and sent to customers from Fortnox. The customer thus receives an invoice from Fortnox and also the PDF file with the graphic invoice from Opter as an attachment.

     Note:

     Unfortunately, it may appear to the customer that you have sent two invoices.

• Book the invoices in Fortnox, and send the invoices to the customers from Fortnox, (without the Opter invoice attached).

  The customer receives an invoice, from Fortnox. The downside is that unfortunately that invoice does not contain any detailed information about the shipments, only the invoice number, order number and order date. See also information on Interest invoices below.

  Instructions

  1. In Opter, untick the checkbox Include PDF-copy in Step 2 below.

     Note:

     See information on Interest invoices below.

  2. Once you've exported invoices to Fortnox, do the following:

     In Fortnox, click on "Invoicing". On the "Customer invoices" tab, select one or more invoices by ticking the checkbox on the far left of the invoice line.

     Click on the "Book & Send" drop-down menu (1) in the bottom right-hand corner. Select "Send" (B).

     

     The invoice(s) are then posted in Fortnox and sent to customers from Fortnox.

     So the customer receives an invoice from Fortnox, which unfortunately does not show any detailed information about the transport.

Transport information on the invoice from Fortnox

On the invoice created in Fortnox, Opter adds a "Title" (description). Opter inserts the following information in the following order:

• The text "Invoice" (in the language you had your Opter set to when you created the invoice in Opter).

• Invoice number.

• Order number.

• Order date.

For example, the designation could look like this: "Invoice 100353, 4555, 2024-09-04".

New authentication method

Fortnox has a new method of authentication, which according to Fortnox is more secure. Under the new method, a new window opens where you log in with your usual Fortnox username and password (and a temporary token is generated automatically) each time you export invoices or import payments. Under the old method, you generate your own access token on a few occasions (i.e. during integration and when it has reached its expiry date).

The following applies:

• To create a new integration between Opter and Fortnox, it is necessary to use the new authentication method and Opter version 2022.04.00 or later.

• If you have an existing integration between Opter and Fortnox, you can continue to use the old authentication method if you so wish. It will work until your access token expires.

Conditions

Integration licence and invoicing licence

To be able to connect (integrate) Opter with Fortnox, you need an integration licence. You also need a software licence for invoicing in Fortnox. You can order these licences (also called "applications" and "add-ons") yourself in the Fortnox application. Contact Fortnox if you need more information about your licences.

Web browsers

In order to export to Fortnox, it is important that you use a modern standard browser, such as Edge, Firefox or Chrome.

Currency codes

Exchange rates

To always have the same exchange rates in Fortnox and Opter, proceed as follows:

• In Fortnox: Go to Invoicing > Currency and set Automatic exchange rates to "NO".

• Set exactly the same exchange rates in Fortnox and Opter. When you want to update an exchange rate, change the exchange rate simultaneously in both Fortnox and Opter. In Opter, you set exchange rates under Economy > Currencies > tab Currency rates.

Customer number and sales ledger number

Fortnox requires all customers to have a number. To ensure that Fortnox and Opter work well together, check that the Fortnox customer number is the same number as the one in the Sales ledger number field under Register > Customers in Opter.

Cost centre and project

In order for cost centres and projects to be transferred from Opter to Fortnox, you must write the names of the profit centres as below on the Economy tab in the office settings (even if you have Opter in a language other than Swedish):

• If you use cost centre, a profit centre must be named "COST CENTRE".

• If you use projects, a profit centre must be named "PROJECT".

Correcting an invoice, invoice number and number series of correction invoice

When you credit a debit invoice in Opter that is posted in Fortnox, Fortnox will create a credit invoice with an automatically generated invoice number. This invoice number may be the same as the number another invoice has or will have in Opter. To avoid this problem, you can in Fortnox under Settings > Invoicing > Number series and OCR in the Customer invoice field select a number series that will not clash with the invoice numbers in Opter, and click Save.

Correcting an invoice, OCR number

In Fortnox, under Settings > Invoicing > Number series and OCR, you can set OCR on customer invoices to OFF or ON.

When a debit invoice recorded in Fortnox is corrected in Opter, Opter generates an OCR number for the correction invoice. If you have chosen to set up OCR on customer invoices in Fortnox, Fortnox will also generate an OCR number. This OCR number may be the same as the OCR number another invoice has or will have in Opter. To avoid this problem, you can choose to set OCR on customer invoices to OFF and click Save.

Interest invoices

In order for Fortnox and Opter to work well together, interest invoices are exported to Fortnox as normal invoices. The information specific to interest invoices is shown in a PDF copy, which Opter attaches to the invoice export to Fortnox if you have ticked the Include PDF-copy checkbox at Economy > Invoices > Invoice export. For more information, seeStep 2: Create an invoice export for Fortnox in Opter below.

Selling invoices

If you sell your invoices, Fortnox wants you to sell the invoices that are in Fortnox. In order to include all details (such as sender, recipient, distance, weight, consignment note number, etc.), it is important that you attach the Opter invoices as PDF files when exporting to Fortnox. You do this by selecting Include PDF-copy in step 2 below.

Step 1: Create a self-signed certificate

All computers that will be capable of exporting invoices and supplier bills to Fortnox must have a self-signed certificate to be authenticated.

1. Open Windows PowerShell with administrator rights and run the following command.

   Copy code

   PowerShell

   New-SelfSignedCertificate -DnsName localhost44301 -CertStoreLocation cert:\LocalMachine\My

2. Copy Thumbprint from the result of the above command and use as certhash in the following command.

   Copy code

   PowerShell

   netsh http add sslcert ipport=0.0.0.0:44301 appid='{ae7f1bed-891a-45a3-b0ac-37fe01e6b6cd}' certhash=Paste in Thumbprint from the above command

3. Repeat steps 1 and 2 above on each computer that is to be capable of exporting invoices and supplier bills to Fortnox.

Step 2: Create an invoice export for Fortnox in Opter

1. Click on Economy > Invoices > Invoice export. Click on and give the invoice export a name (for example “Fortnox”). The fields Type and Encoding must be filled in.

   • Type: Fortnox API

   • Encoding: UTF-8

   • Include PDF-copy:  If you want the Opter invoice to be attached in PDF format.

     In Fortnox there is no support for presenting all the details that should be included on a transport invoice, such as sender, receiver, distance, weight, freight bill number, etc. Therefore, the graphic invoice with all the details is created in Opter and sent to Fortnox as a PDF file. For more information, see Send invoices to customers from Fortnox or Opter above.

     Note:

     In order for Fortnox and Opter to work well together, interest invoices are exported to Fortnox as normal invoices. The information specific to interest invoices is shown in the PDF copy that Opter includes in the invoice export to Fortnox, if you have selected Include PDF-copy.

   Leave the fields Password and API code blank. The Get access token button is also not used with Fortnox’s new authentication method.

2. If you want to reduce the size of the PDF file, select Reduce PDF file size.

   The file size is reduced by deleting all text formatting (bold, italic, underlined) and by changing the font to one that uses less storage space. How much the file size is reduced depends, among other things, on how much formatting it contains.

3. If all the correction invoices should be treated as manual correction invoices when exporting invoices to Fortnox, select Always manually export correction invoices.

   Warning!

   When exporting normal credit invoices, Fortnox does not allow you to decide the correction invoice number in Opter. If you use manual credit invoices, Fortnox accepts that the credit invoice number is determined in Opter, but the credit invoice is not marked as a credit to another invoice and loses the link to the original invoice.

   If you have previously exported credit invoices as regular credit invoices to Fortnox, and then change to always export credit invoices as manual credit invoices, the number series will probably be broken.

4. Click on to save all changes.

Step 3: Add the invoice export in the invoice export settings

1. Click on Economy > Invoices > Invoice export settings.

2. Click on and give the export setting a name (for example “Fortnox”). Select "Fortnox" (or the name you gave the invoice export) under Exports.

3. Click on to save all changes.

4. Choose which invoice export should be the default. To select Fortnox as the default, select “Fortnox” from the list on the left and click on .

5. To ensure that all invoices are recorded in Fortnox, select the “Fortnox” export for all export settings.

6. Click on to save all changes.

Step 4: Exporting invoices to Fortnox

The invoice information can be exported from Opter when closing an invoice period, or subsequently when choosing whether to export entire invoice periods or individual invoices.An invoice is created in Fortnox with invoice rows corresponding to the account coding in Opter.

1. Click on Economy > Invoices > Invoices.

2. Select the invoice or invoice period you want to export, right-click and select Export.

3. Click on Export and send. Depending on the authentication method you use, one of the following happens:

   • If you use the new Fortnox authentication method, a new window will open where you log in with your regular Fortnox username and password. If authentication is successful, the export will start.

     Note:

     The web window with the text "Close this window" can be closed at any time, it does not interfere with the invoice export.

   • If you are using the old authentication method, authentication takes place in the background. If successful, exports will start.

   At the bottom of the Invoice export window in Opter, there is a progress indicator that turns completely green when the invoice export is complete. If the invoice export fails, the progress bar will turn grey and say that the export failed.

Troubleshooting

If the transfer to Fortnox does not work, an error message is displayed. Error messages only appear if something goes wrong during export. Error messages are displayed in a popup window, and are not saved anywhere.

If the export to Fortnox does not work, it may be due to one of the following:

• If you are exporting from several different computers, and it works on some computers but not on all, it is probably because the computer does not have a self-signed certificate. All computers that will be capable of exporting invoices and supplier bills to Fortnox must have a self-signed certificate to be authenticated. See Step 1: Create a self-signed certificate above.

• Your browser is too old or Internet Explorer is opened by default. In order to export to Fortnox, it is important that you use a modern standard browser, such as Edge, Firefox or Chrome.

• The Fortnox web service is currently down.

• You do not have a licence. For more information, see Integration Licence and Invoicing Licence above.

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