ExtendaGo automated bookkeping

How to Get Started!

Step 1 - Get a Sharespine Account
Sharespine is the platform that will receive data from ExtendaGO to create your accounting entries in the bookkeeping software. The first step is to get an account on Sharespine. Once you do, you'll receive a welcome email to log in to Sharespine.

Step 2 - Configure Your Sharespine Account
Follow the instructions in the email to log in to Sharespine. Once you're in, follow these steps:

1. Connect Sharespine to your accounting software. In our example, this is Fortnox(same process for other businnessystem applies).

Step 2 - Configure Your Sharespine Account

Follow the instructions in the email to log in to Sharespine. Once you're in, follow these steps:

Submitting files via SFTP you don’t need to save the information at this step, as you can copy them after completing the assistant configuration. Below you can also activate the import od dimensions.

Select series, email, and start date: Select the verification series you want to use, the email address for reporting frequency, and the start date. Then, click "Finish."

Save settings: Save the configuration. In this view, you can copy all the information under the overview for use in the next step. Keep this tab open in your browser and open a new tab for ExtendaGO.

Step 3 - Configure ExtendaGO

Now that you’ve set up the foundation to send data from ExtendaGO to Sharespine:

1. Log in to ExtendaGO and go to “Settings” → “Integrations.”

2. Select Accounting SFTP (SIE4).

Step 4 - Accounting Settings

SFTP Details - Sending Data to Sharespine
At the top, enter the SFTP credentials provided by Sharespine (this is where the information will be sent; it’s unique to you):

Select “SFTP” and enter the credentials provided by Sharespine.

Accounting Accounts - For Payments
Choose the accounting accounts you want to use for different payment methods:

For example, account 1910 for cash payments. If you don’t use gift cards, app payments, etc., you can assign any account since these features won’t be used. For sales, this account acts as the counter-account for payments. Usually:

• 1 account (DEBIT) for the payment method, e.g., 1910 for cash payments.
• 1 account (CREDIT) for sales, e.g., 3001 for sales with 25% VAT.
• 1 account (CREDIT) for VAT, e.g., account 2610 for 25% VAT.

(Sales and VAT accounts will be configured in the next step.) Consult your accountant to determine what’s suitable for you.

For card payments, follow the same principle but note that an offset account (or receivables account) should be used. Unlike cash payments, funds won’t be deposited directly into the bank. Often, 1580 (Receivables for credit cards and coupons) or a custom 151x receivables account is used. You can assign accounts per card type, which may be helpful if you have different card processors (providers). However, generally, one provider handles all card payments. In our example, we use 1580 for all card types since we have the same provider for all transactions:

For card sales, the same principle applies as with cash payments:

• 1 account (DEBIT) for the payment method, such as card and 1580.
• 1 account (CREDIT) for sales, e.g., 3001 for sales with 25% VAT.
• 1 account (CREDIT) for VAT, e.g., account 2610 for 25% VAT.

Note! For other payment methods like Swish, you can select them on the same page. However, it’s important to configure the payment methods under SETTINGS → CONFIGURATION → CUSTOM PAYMENT METHODS.

Accounting Accounts - For VAT

In one column, select the VAT account, and in the other, select the sales account. See the example:

The fields for 0% VAT must be filled in, even if they will not be applicable.

Note!

If you’re missing VAT rates or want to use multiple accounts for different product categories (even with the same VAT rate), you can create several VAT rates with the same percentage. This is done in “Settings” → “Configuration” → “VAT Rates.”

Accounting Accounts - Deviations & Custom Payment Methods
After selecting accounts for sales and VAT, there are two additional options: Custom Payment Methods and Deviations.

• Custom Payment Methods: Use accounts for payment types not covered by standard payment methods (e.g., Swish).
• Deviations: Set an OBS account to handle items not covered by the above settings.

Accounting Accounts - Stores
A loved concept with many names. Accounting systems often refer to this as Cost Centers or Accounting Units. Sometimes it’s called a Business Area or Unit. Here, you can distinguish each store through tagging. In Fortnox, this is known as a cost center.

In ExtendaGO, we view stores as cost centers. In our example, we’ve used the cost center ID in Fortnox for each cost center. We’ve also created “Stores” in ExtendaGO, naming them something more recognizable than an ID

To find “Stores” in ExtendaGO, go to the top menu:

Other Settings

"Notification Email": A mandatory field where you must enter the email address to which error reports should be sent.

"Cost Center": A mandatory field that is not used for any purpose but must be filled in to save.

"Report Number": A mandatory field that needs to be filled in, but it is automatically generated when the integration is active.

"Verification Series Key": Refers to the verification series, and since it is already configured in Sharespine, it does not need to be set up here as well.

How Will the Accounting Entry Look?

This is an example of what the accounting entry looks like and describes the outcome based on the selected accounts.

Support & Troubleshooting
If your verification is not transferred to your business system, follow these steps:

1. Check Integration Logs:
   Go to Settings > Integration Logs.
   Here, you can view the status of the transfer and download the complete file that was sent.

Status Messages:

If the status says "Failed":
The connection to ExtendaGO has failed. Verify that you have entered the correct SFTP credentials from Sharespine into ExtendaGO according to the guide.

If the status says "Processed":
The data has been sent to Sharespine. Check for any error messages in Sharespine by navigating to the Issue tracker. The error message will also include a help text explaining how to resolve the issue, such as: "Account 1530 is not active in Fortnox." This lets you know what actions to take. Click the purple info button for a guide on how the Issue tracker works.

2. If You Cannot Resolve the Issue:

For “Failed” status:
Download the file from the integration logs in ExtendaGO and email it to support@sharespine.com.

For “Processed” status:
Copy the error message from Sharespine and email it to support@sharespine.com. If possible, please attach the file from the integration logs in ExtendaGO as a precaution in case our technicians need it.