Integration between Ongoing WMS and Fortnox

Article registry

Ongoing WMS pulls article registry updates from Fortnox to the WMS. Fortnox contains the master data. The following data is transmitted:

• Article name
• Article number
• EAN (barcode)
• Width
• Height
• Depth (length)
• Weight
• Whether or not it is a stock article *
• Purchase price
• Unit
• Description
• Supplier

* The information that determines if an article is a stock article or not is determined by the Lagervara setting on the article in Fortnox. When this setting is set to Ja the article is a stock article, otherwise it is not.

Note: when an article is not a stock article it will not be picked when it appears on orders.

Supplier registry

Ongoing WMS fetches new suppliers from Fortnox.

Sales orders

The WMS downloads new and updated orders which are not yet handled. If an order is updated or cancelled, the change is transferred unless the warehouse workers have started working on it.

Ongoing WMS pulls the following information for the order:

• Document number (order number)
• Remarks
• Terms of delivery
• Terms of payment
• Your order number
• Total price
• Language
• Our reference
• Your reference
• Delivery date
• Way of delivery

Please note: if you wish to automatically set a transporter service on the order in Ongoing WMS based on the content in e.g. “way of delivery” or "terms of delivery" in Fortnox you have to use transporter assignment.

The delivery address information is also transmitted. That includes:

• Name
• Address
• City
• Country code
• ZIP code
• Customer number
• Phone 1 and 2
• Email
• Organisation number

Notification via SMS and email is turned off by default.

For each order line Ongoing WMS reads the following:

• Article number
• Description
• Ordered quantity
• Price total

It is possible to set up the integration to automatically set the order type in Ongoing as B2B or B2C based on the customer type in Fortnox. If there already exists order types of type B2B and B2C those will be used, otherwise they will be created by the integration. If there exists multiple B2B/B2C order types the one that was created first will be used.

When an order is fulfilled by the warehouse, the delivered quantity is updated in Fortnox, and invoice is created if none already exists.

Note: If the delivered quantity is less than the ordered quantity when fulfilling an order in Fortnox this will lead to a back order being created. The back order contains the quantity that was not delivered on the original order. If you do not want a back order to be created please contact your Ongoing WMS representative to modify the integration in such a way that the ordered quantity in Fortnox will be updated to the delivered quantity in applicable cases. It is very important that you understand that this will modify the ordered quantity, and hence the ordered quantity will not be the same quantity as it originally was which most likely will be unexpected for the end customer.

Stock balance updates

Purchase orders

If the module Fortnox Lager is used in Fortnox it is possible to handle purchase orders in the integration. The WMS will pull purchase orders in status "sent" where the purchase type is "warehouse". NB: status is known in the API as purchaseOrderState.

Note: if the integration keys generated for an existing integration were created before the Fortnox Lager module was activated new keys will need to be generated. This is because the integration keys that were generated before the module was activated does not have permission to access the purchase orders using the API.

Ongoing WMS pulls the following information for the purchase order:

• Purchase order id (order number)
• Delivery date
• Note
• Supplier data
  • Name
  • Number
  • Address
  • Address2
  • Post code
  • City
  • Country code
  • Email

For each purchase order line Ongoing WMS reads the following:

• Article number
• Article name
• Row number
• Ordered quantity
• Price
• Currency code

Once the purchase order has been received by the warehouse, they can trigger the purchase order to be reported back to Fortnox. When this happens, the integration will do the following:

1. Create incoming goods corresponding to the received amount.
2. Release the incoming goods.
3. Complete the incoming goods.
4. Complete the purchase order (only if the purchase order marked as completed by the warehouse, i.e. the status is "Deflection" or "Received").

Note: In order for Ongoing WMS to be able to report the purchase order as received to Fortnox, incoming goods must be activated in Fortnox. Make sure incoming goods is activated by going to Settings ⇒ Warehouse ⇒ Incoming goods.

If the purchase order will be received partially at different dates, it is possible to create incoming goods for each partial receival. This will work so long as the purchase order status in Ongoing WMS is not set to "Deflection" or "Received", since then the purchase order in Fortnox will be marked as completed.

Production orders

Production orders with the status "Incomplete" are retrieved from Fortnox to Ongoing WMS each time the integration runs. Only orders with both inbound and outbound stock points matching the stock point specified in the integration settings will be fetched.

Once production is completed in Ongoing WMS and the order status is "Finished", the production order will be updated in Fortnox. If the order is only partially produced, the quantities on the order lines will be updated in Fortnox before the order is marked as completed.