How to sync companies, products, sales, invoices and offers between Upsales and Fortnox.

Does your Upsales account already have companies, products and orders? Contact Upsales Support before activating to avoid duplicates.

This article covers:

• Before you activate the Fortnox app
• Activating the Fortnox app
• Setting up the Fortnox app (Swedish interface)
  • Sales settings (Försäljning)
  • Product settings (Produkter)
• How the sync works
  • Sales, orders and invoices
  • Opportunities and offers
  • Updates and cancellations
  • Discounts
  • Companies
  • Products
  • Deletions
  • Sync status
• Field reference
  • Initial import
  • Products
  • Companies (customers in Fortnox)
  • Sales (orders and invoices in Fortnox)
  • Opportunities (offers in Fortnox)
  • Order rows
• FAQ

Before you activate the Fortnox app

• Inactivate your products in Upsales. When you activate the app, your products are imported from Fortnox. Products created in Upsales have no Fortnox article number, so on a sale sent to Fortnox they become rows without an article number. Inactivate them so that sales use the imported Fortnox products.
• Check your user names. When an order, invoice or offer is imported from Fortnox, its Upsales user is the user whose name matches Vår referens in Fortnox. Make sure every user has exactly the same name in Upsales as in Fortnox. A reference named "Anna Johansson" does not match a user named "Anna-Johansson". When no user matches, the order, invoice or offer gets the user chosen in Uppsamlingsanvändare.

Activating the Fortnox app

1. Click Settings → App directory:
   
   
   
2. Locate Fortnox in the Apps list (Fortnox Premium and Fortnox Lagersaldo are also available):
   
   
   
3. Click Activate:
   
   
   
4. Click Accept terms to continue.
5. Click Logga in i Fortnox in the app settings to connect the systems. This takes you to Fortnox, where you log in and accept the app permissions. When you are done, you are sent back to the app settings in Upsales:
   
   
   
6. Fill in the settings described in Setting up the Fortnox app.
7. Click Save, then Save and start import:
   
   
   The import brings your Fortnox data into Upsales (see Initial import). It can take a while, and you can keep working in Upsales in the meantime.

Setting up the Fortnox app (Swedish interface)

The app settings are in Swedish. The settings below are required, except where a setting only applies to one module or to Fortnox Premium.

Sales settings (Försäljning)

Setting	Explanation
Modul att synka	How sales, invoices and offers are synced between Upsales and Fortnox. The whole account uses one module: Faktura: sales in Upsales become invoices in Fortnox. Invoices in Fortnox become sales in Upsales. Order: sales in Upsales become orders in Fortnox. Orders in Fortnox become sales in Upsales. Order & Offert: as Order, and opportunities in Upsales become offers in Fortnox. Offers in Fortnox become opportunities in Upsales. Order & Faktura (Fortnox Premium only): sales in Upsales become orders in Fortnox at Orderfas and invoices at Fakturafas. Orders and invoices in Fortnox become sales in Upsales. The options shown depend on what the Fortnox user you logged in with has access to. Order and Order & Offert need access to orders in Fortnox, Faktura needs access to invoices, and Order & Faktura needs both. If the list shows "Hittade inga alternativ. Säkerställ att användaren har tillgång till ordrar eller fakturor i Fortnox.", give the Fortnox user access to orders or invoices.
Uppsamlingsanvändare	The Upsales user for orders, invoices and offers imported from Fortnox when no Upsales user matches Vår referens.
Orderfas	The stage in Upsales that creates an order or invoice in Fortnox. Sales imported from Fortnox get this stage.
Makulerafas	The stage in Upsales that matches a cancelled order or offer in Fortnox. When an order or offer is cancelled in Fortnox, its sale or opportunity in Upsales moves to this stage.
Offertfas	Only with Order & Offert. The opportunity stage in Upsales that creates an offer in Fortnox. Offers imported from Fortnox get this stage.
Fakturafas	Only with Order & Faktura (Fortnox Premium). The stage in Upsales that creates an invoice in Fortnox. If the sale already has an order in Fortnox, the invoice is created from the order.

Product settings (Produkter)

Setting	Explanation
Prislista	The price list in Fortnox whose prices are synced to your products in Upsales.
Prislista för andra valutor	Fortnox Premium only. The price lists in Fortnox to sync to the other currencies in Upsales.
Produktpaket	Fortnox Premium only. How product bundles on sales in Upsales are sent to Fortnox: Paketartiklar: the bundle is sent as the Fortnox package article with the same article number, with the sub-articles that package article has in Fortnox. A price adjustment row is added so that the bundle price is the same as in Upsales. Visa endast paket: the bundle is sent without an article number, with quantity and price. Visa endast underprodukter: every sub-product in the bundle is sent with its quantity, price and article number. Visa paket och underprodukter: the bundle is sent without an article number, with quantity and price, and every sub-product is sent with its quantity and price 0. Changes in Fortnox to order rows that belong to a bundle in Upsales do not always sync back correctly, so edit those rows in Upsales. Do not put the same sub-product in a bundle and on a separate order row in the same sale.

How the sync works

Sales, orders and invoices

Creating a sale in Upsales (Faktura or Order): when a sale is at the stage chosen in Orderfas with 100% probability, it is sent to Fortnox as a new invoice or order. Create the sale directly at that stage, or move an opportunity to it on the pipeline board:

The sale needs a company. If the company has no Fortnox customer number, it is created as a customer in Fortnox. The contact person is sent as Er referens and the sale's user as Vår referens. No new articles are created in Fortnox: a product without a Fortnox article number becomes a row without an article number.

Creating an invoice or order in Fortnox: it is imported into Upsales as a new sale at the stage chosen in Orderfas. If its customer does not exist in Upsales, the company is created. Er referens is set as the contact person when it matches the name of one contact on the company. Orders of the type backorder (restorder) are not synced to Upsales. Orders for private customers are not synced.

Opportunities and offers

With Order & Offert:

• When an opportunity reaches the stage chosen in Offertfas, it is sent to Fortnox as a new offer.
• When the opportunity reaches Orderfas, the offer is turned into an order in Fortnox. A sale at Orderfas without an offer becomes a new order.
• An offer created in Fortnox is imported into Upsales as a new opportunity at the stage chosen in Offertfas.

Updates and cancellations

Changes to a sale or opportunity in Upsales that is already in Fortnox are sent to Fortnox when you save. An invoice that is booked (bokförd) or cancelled in Fortnox, and an order or offer that is invoiced or cancelled, cannot be changed from Upsales.

Changes to an order, invoice or offer in Fortnox that is already in Upsales are synced to Upsales. Each update from Fortnox sets the sale's stage again, so a stage you change in Upsales is replaced at the next update from Fortnox.

Turning an order into an invoice in Fortnox (Order or Order & Offert): the sale in Upsales gets the invoice number, whether the invoice is paid, and the number of reminders.

Cancelling: when an order or offer is cancelled in Fortnox, the sale or opportunity moves to the stage chosen in Makulerafas. Moving a sale to that stage in Upsales does not cancel anything in Fortnox. Cancel it in Fortnox.

Only the initial order is synced. Backorders are not synced back to Upsales.

Discounts

Adding a discount to an order in Upsales? In Upsales you'll see the gross order value (before the discount), the discount percentage, and the net order value.

In Fortnox, the net order value is synced. So if you notice a difference between order values in Upsales and Fortnox, check for discounts affecting gross and net values:

The discount is sent to Fortnox as an amount. In Fortnox Premium, you can send it as a percentage instead: under Extra fält → Order / Faktura, check Synka rabatt som procent istället för summa:

Companies

Creating a company in Upsales? The company is created as a customer in Fortnox when one of its sales is sent to Fortnox, at the stage chosen in the sales settings (Orderfas, or Offertfas with Order & Offert). The new Fortnox customer number is then saved on the company.

To create the customer without a sale, open the company and click Skapa kundnummer at the top of the sidebar. The button is shown while the company has no Fortnox customer number. It creates the customer in Fortnox, with no order or invoice, and saves the customer number in the field Kundnummer on the company. This can take a few minutes.

Creating a customer in Fortnox? It is created as a company in Upsales automatically. Customers of the type private person are not created in Upsales. In Fortnox Premium you can sync them with Synka privatpersoner från Fortnox.

When a company in Upsales has a Fortnox customer number, changes in either system are synced to the other.

Products

Products are synced from the Fortnox article register to Upsales. New products are created in Fortnox. Products created in Upsales are not sent to Fortnox. Prices come from the price list chosen in Prislista, and a product with no price in that list gets the price 0. In Fortnox Premium, you can also choose a price list for each other currency in Prislista för andra valutor, and sync the purchase price.

Deletions

Nothing is deleted automatically in the other system. This keeps a mistake in one system from removing data in the other. To delete something in both systems, delete it manually in each.

• Deleting a sale or opportunity in Upsales: the order, invoice or offer stays in Fortnox.
• Deleting an order, invoice or offer in Fortnox: the sale or opportunity stays in Upsales.
• Deleting a customer in Fortnox: Upsales removes the customer number but keeps the company.
• Deleting an article in Fortnox: the product is made inactive in Upsales.

Sync status

A sale can sometimes be delayed or fail to reach Fortnox. To see whether an invoice or order was created or updated in Fortnox, check the app status on the sale or in the list view. Read more about the order status.

Status in the list view:

Status on the sale:

Field reference

Initial import

When you start the import, the following is imported from Fortnox to Upsales:

• Articles become products in Upsales.
• Customers become companies in Upsales.
• Orders become sales in Upsales (Order and Order & Offert).
• Invoices become sales in Upsales (Faktura).
• Offers become opportunities in Upsales (Order & Offert).
• Order rows become order rows in Upsales.

Terms of payment, terms of delivery, ways of delivery and currencies are also imported.

Products

These fields are synced when a product is imported from Fortnox to Upsales:

The purchase price and contribution margin are not synced. In Fortnox Premium, you can sync the purchase price from Fortnox.

Companies (customers in Fortnox)

These fields are synced when a customer is imported from Fortnox to Upsales, or sent from Upsales to Fortnox:

* The address includes street address, zip code, city and country.
** Synced from Fortnox to Upsales only.

Sales (orders and invoices in Fortnox)

These fields are synced when an order or invoice is imported from Fortnox to Upsales, or sent from Upsales to Fortnox:

* Set from Fortnox when the description is empty. Not sent to Fortnox.

Opportunities (offers in Fortnox)

These fields are synced when an offer is imported from Fortnox to Upsales, or sent from Upsales to Fortnox:

* Sent to Fortnox when the offer has no Giltigt t.o.m. date.
** Set from Fortnox when the description is empty. Not sent to Fortnox.

Order rows

These fields are synced on order, invoice and offer rows in both directions:

FAQ

If I rename a field in Upsales, does it affect the connection to Fortnox?

No. The app finds its fields by their unique ID, not their name.