Import a client from Fortnox

If you already invoice a customer from Fortnox, you don’t have to type them into Rytmia again. Pick the customer, and the new client’s form is filled in from Fortnox. You check it and save it. The client gets its Fortnox customer number at the same time, so its billing batches can be exported straight away.

This creates one client at a time, from customers you choose. To give customer numbers to clients you already have in Rytmia, see Link clients to Fortnox.

What you need first

• Fortnox connected under Integrations. See Connect Rytmia to Fortnox. Import isn’t offered while Fortnox isn’t connected.
• Permission to change clients. By default, owners and office personnel have it. You don’t need permission to change integrations.

On the web

1. Go to Clients.
2. Choose the arrow beside New. Under From your accounting system, choose Import.
3. In Import from Fortnox, search for the customer by customer number, name or organisationsnummer/personnummer, and pick it.
4. Check the form that is filled in. See What is filled in.
5. Decide whether to also create a service location. See The service location.
6. Choose Import.

New on its own still opens the ordinary new-client dialog.

In the app

1. Go to More → Clients and tap +.
2. At the top of New client, tap Import from accounting system.
3. Search for the customer by customer number, name or organisationsnummer/personnummer, and pick it.
4. Check the form that is filled in, and decide on the service location.
5. Tap Create.

The app says accounting system where the web says Fortnox. It’s the same thing.

The app needs an organisationsnummer or personnummer to create a client. If Fortnox didn’t have a valid one, enter it before you tap Create. On the web, it can be added later.

What is filled in

Field	From Fortnox
Type	Business or Private, as the customer is in Fortnox.
Country	The customer’s country. If Fortnox has none, your organization’s country. Only Sweden, Norway, Denmark and Finland can be filled in.
Name	A business keeps its name. A private customer’s name is split into First name and Last name, see below.
Organisationsnummer or Personnummer	Only if it is a valid number for the type, and only for a Swedish client.
Phone	The first of the customer’s two phone numbers that is a valid number for the country.
Email	If it is a valid email address.
Customer number	The customer’s number in Fortnox. It can’t be changed here.

Anything else, such as the price list, you set on the client’s page afterwards, as for any new client.

“In Fortnox: …”

Fortnox doesn’t check what is typed into a customer, so some values can’t be used as they are: a personnummer with the wrong check digit, two addresses in one email field, or call reception instead of a phone number. Rytmia leaves such a field empty and shows what Fortnox has underneath it, for example In Fortnox: call reception. Type the correct value in the field.

The value in Fortnox isn’t changed. If it is wrong there too, correct it in Fortnox as well.

In the app, the line reads In the accounting system: ….

A private customer’s name

Fortnox stores a person’s name as one field, and Rytmia needs a first and a last name. It splits the name like this:

• With a comma, as in Andersson, Anna, the part before the comma is the last name.
• Without a comma, the last word is the last name, so Anna Maria Andersson becomes first name Anna Maria and last name Andersson.

The whole name from Fortnox is always shown underneath, so check the split. If the name is too long to split, both fields are left empty for you to fill in.

Personnummer

A personnummer is only filled in if your role may both see and change personnummer. Otherwise the field is empty. The line underneath shows the number from Fortnox, masked if your role can’t see personnummer.

The service location

If the customer has an address in Fortnox, you are offered Also create a service location at … with the address. On the web the address is named in the tick box. In the app it is a switch.

• Which address: the delivery address if it has a street, otherwise the invoice address.
• Ticked from the start: for a private customer, and for a business when the address is a delivery address. A business’s invoice address is often an office or a PO box, so it is not ticked. Tick it if the work does happen there.
• Editable: while it’s ticked, you can correct the street, postal code and city.

The location is named after the street. You can rename it and add access instructions on the client’s page.

The client is saved first, then the service location. If the service location can’t be saved, the client is kept and the form says why. Choose Try again to save only the location, or Close to go to the client and add the location there.

Already a client

When you pick a customer, Rytmia checks whether you already have them:

• Already a client: … means a client already has this customer number. Choose Open to go to that client. Nothing new is created.
• Link and use appears when a client without a customer number has the same organisationsnummer or personnummer. It is most likely the same customer. Link and use gives that client the customer number and opens it. Nothing else on the client changes. If several clients match, choose the right one first.

If it really is a different customer, for example because the same company is two customers in Fortnox, create the client with New and enter the customer number on the client’s page.

If something goes wrong

• The customers or the customer can’t be read: Fortnox didn’t answer. Wait a moment and try again.
• No customers found: only active customers in Fortnox are listed. Check that the customer is active there.
• The client can’t be saved: the message is shown on the field it concerns. Correct it and save again.