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Integration between Ongoing Warehouse and Fortnox

Table of contents

Introduction

Fortnox is the leading supplier of web-based accounting and invoicing in Sweden. Ongoing Warehouse has developed two different integrations to Fortnox:

  1. WMS integration - Intended to by used by businesses which use the Ongoing WMS for their warehousing operations (either via a third-party logistics provider, or if the business has its own Ongoing WMS instance).
  2. Invoicing integration - Intended to be used by warehouses who wish to export invoices from Ongoing's invoicing module to Fortnox.
This article will focus on the WMS integration.

Video

We have prepared a video about the WMS integration.

Invoicing integration

The invoicing integration is intended to be used by warehouses who wish to export invoices from Ongoing's invoicing module to Fortnox. Please contact Ongoing for more information.

WMS integration

The WMS integration is intended to be used by businesses which have outsourced their warehousing needs to third-party logistics provider which uses the Ongoing WMS. The integration can automatically synchronize Ongoing and Fortnox, meaning less duplicated work.

Features

The integration contains the following processes and features. The processes can be independently switched on or off. If not otherwise mentioned, all processed are turned on by default.

Article registry

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

Supplier registry

Ongoing Warehouse fetches new suppliers from Fortnox.

Sales orders

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

Ongoing pulls the following information for the order:

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 prioritization.

The delivery address information is also transmitted. That includes:

Notification via SMS and email is turned off by default.

For each order line Ongoing reads the following:

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

Stock balance updates

Ongoing manages the stock balances and continuously synchronizes these with Fortnox.

Warehouse module

It is possible to set up the integration to use the warehouse module in Fortnox. When this part of the integration is activated the flag "warehouseReady" will be activated when reporting an order as fulfilled by the warehouse. Note that if the warehouse module is activated in Fortnox and not in the integration the fulfillment will fail.

Purchase orders and inventory changes will be reported as Custom Warehouse Inbound/Outbound Documents in Fortnox. Note that the Fortnox API does not expose purchase orders, hence eventual purchase orders must be created directly in Ongoing without the integration. The following document types are used by Ongoing:

Ongoing Warehouse transaction type Fortnox Document type
Purchase orderOngoingInboundOrder
Positive inventory adjustmentOngoingInboundInventory
Negative inventory adjustmentOngoingOutboundInventory

Default settings and considerations

The following needs to be considered before Ongoing Warehouse can activate the integration.

  1. Synchronization interval.
    Default: Every 15 minutes. It is usually a suitable balance between responsiveness and band-width usage.
  2. Stock level synchronization. Should the available quantity be written to Fortnox from the WMS? At the end of each synchronization interval, Ongoing Warehouse pushes the stock level to Fortnox if activated.
    Default: No.
  3. When should an order be fulfilled by the Warehouse?
    Default: Placed non-invoiced orders.
  4. Which status should sales orders have in order to be pulled to the WMS?
    Default: Confirmed
  5. Should fulfilled orders be notified to Fortnox?
    Default: Yes. If the answer is yes, answer the following question:
    1. When should orders be reported to the ERP?
      Default: When the sent button is pressed in the WMS. The same as when the transportation is booked.

Preparations

To be able to activate the integration following information is needed. Gather the information and speak to your 3PL provider or contact person at Ongoing Warehouse.