Standard Sweden Accounting Export (SIE4)

What is an SIE export?

SIE is a standard Swedish file format used to exchange accounting data between systems (for example, between a PMS/POS and an accounting system). The SIE export contains verifications (journal entries) with detailed transaction lines that can be imported into most Swedish accounting software.

In this integration, the Clock PMS SIE export produces(example included):

• One #VER journal entry per exported business date

• Multiple #TRANS transaction lines per day (revenue, VAT, payments, deposits, AR changes, etc.)

• A final balancing line so each verification sums to 0.00 (balanced entry)

What data is included in the export?

The export consolidates accounting-relevant activity for each date in the selected period:

1) Revenue (Charges)

Charges are exported as accounting lines based on:

• Accounting code (account)

• Profit centre (cost centre)

• Text/description Net revenue is exported to the revenue account

2) VAT (Tax on charges)

VAT is exported as separate transaction lines (unless configured otherwise for transfers), using a VAT account determined by the VAT Mapping configuration

3) Payments

Payments are exported based on:

• Payment type/subtype

• GL code and mapping logic inside your payment model

4) Deposit movement

Deposit movement represent the daily change of the deposits collected by the hotel and as such the consumed deposits for the day are subtracted form the newly received ones and is exported as total for the day. Example: A new deposit of 1000 SEK have bene collected for the day. Additionally a guest who have a deposit already collected on a previous date consumed services for 400 SEK. The service consumption lowers the amount of the deposit for that customer and the Deposit movement to be exported for the day would be 600 SEK (1000-400)

5) Accounts Receivable (AR) change

AR change is exported as a separate line for every document related to the AR. However the documents are exported only with their AR relevant amount. Example: if an invoice is issued for 1000 SEK it the folio already contains payment collected during the booking creation of 300 SEK the document will be exported with amount of 700 SEK.

6) Open Customer Balance(Guest/Company ledger) 

To balance the revenue payments, deposits and AR it is important also to export the change of the services consumed for the guests for the day whose folios haven't been settled. Example: A customer stays overnight and no payment have been registered to their folio yet. The revenue and tax of the night charge will be balanced against Open Customer Balance.

7) Charges transferred form the restaurant

The charges transferred form the restaurant are exported differently than the regular ones. The restaurant and hotel can be separate financial units. The restaurant typically recognizes revenue and VAT already, while the hotel needs a settlement/clearing movement rather than duplicating restaurant revenue. When the charges are trasnfered to the hotel folio a special payment type called Cross Account Transfer is registered in the restaurant. A special account is configured for this payment type to show those charges were not paid but the responsibility for the payment collection is transfered to the hotel(account debited). At the moment of transfer those charges are mirrored in the hotel folio in order to change the balance of the customer. To avoid doble revenue recognition those charges are exported with the following specifics:

• Export one combined amount: (net + VAT)
• Do not export a separate VAT line for those charges
• Use the profit centre as defined in the restaurant
• Post to Internal Transfer(Restaurant to Hotel) Clearing Account instead of the normal revenue account

Configuration

Activate SIE4 - Export from the AppConnector in Clock - menu Settings -> AppConnector. Locate SIE4 - Export and click 'Activate'.

In Settings define the following paramaters for the export according to your needs

• Delivery email - set the email address on which you will receive the export file
• Financial Year Start Date - Defines the start date of the fiscal year selected for your company so it can be properly incliuded in the export. 
• Deposit Ledger Account - Defines the account used for deposit movement(advance payments / deposit consumption).Typical Swedish example: 2420 (Förskott från kunder) or similar.
• Open Customer Balance Account - Represents open balances that are not yet invoiced and not yet settled(guest folio balance / open debts).This line is used as a “control” for open items and helps represent changes in unsettled balances day-by-day. Common Swedish example: an internal clearing/open-items account such as 1695 or a dedicated “open items” account.
• Internal Transfer(Restaurant to Hotel) Clearing Account - The restaurant and hotel can be separate financial units. The restaurant typically recognizes revenue and VAT already, while the hotel needs a settlement/clearing movement rather than duplicating restaurant revenue. Typical Swedish example: 1680 (Fordringar hos koncernföretag) or another intercompany/clearing account depending on the group structure.
• Accounts Receivable Account - Defines the account used for Account receivable changes (invoice issuance, corrections, cancellations, and AR-related payments netting) for Guest/company invoices that are issued and not paid immediately. Typical Swedish example:1510 (Kundfordringar) or a dedicated AR account.
• Internal Transfer(Restaurant to Hotel) Clearing Account
• SIE Clearing Account - Define the account for a technical balancing line and is required to keep the SIE import valid and the entry balanced even if there is rounding, some data is missing, a mapping is incomplete.
• VAT Mapping - Please add all applicable VAT rates and the respective account codes for each one. Typical Swedish VAT Mapping configuration:
  • VAT %: 6   | GL Code: 2630
  • VAT %: 12 | GL Code: 2620
  • VAT %: 25 | GL Code: 2610

Configuring the Revenue Accounting code and Profit centre field

The account codes in Clock PMS+ are defined as a new field for the charge templates. 

• Navigate to menu Settings -> All Settings -> Charge custom Fields > and check if a field with a name accounting_code / profit_centre already exist. If not, please create them with:
  • Name: accounting_code  and Type: string
  • Name: profit_centre  and Type: string

Once the accounting_code and profit_centre fields are created, you can start defining the account codes and profit centres for the list of charge templates. 

• Navigate to menu Settings -> All Settings -> Charge Templates and Edit each charge template and fill in the respective account code and profit centre. 

Payment GL code configuration

• Navigate to menu Settings -> All Settings -> General ledger accounts, review the existing configurations, and create new ones specifying the attributes in the screen.

Unlike the Revenue accounting code, the change ot the General ledger account code will immediately affect the General ledger account of the payments.

Special parameter for Restaurant → Hotel transfers: hotel_transfer_code

Purpose: Used when charges come from another financial unit (e.g., restaurant) and are transferred to the hotel folio.

Logic:

• If a charge has transfer_source_account_id set (not null), it is treated as a transfer charge.

• Transfer charges are exported differently:

  • Export one combined amount: (net + VAT)

  • Do not export a separate VAT line for those charges

  • Use the profit centre in the transaction dimension

  • Post to hotel_transfer_code instead of the normal revenue account

Why: The restaurant and hotel can be separate financial units. The restaurant typically recognizes revenue and VAT already, while the hotel needs a settlement/clearing movement rather than duplicating restaurant revenue.

Suggested UI label:
“Intercompany transfer clearing account (POS→Hotel)”

Typical Swedish example: 1680 (Fordringar hos koncernföretag) or another intercompany/clearing account depending on the group structure.

AR netting logic (how AR is calculated)

AR entries are computed per “master folio” per day. The export finds folios affecting AR through folio_ledger movements and then calculates:

Net AR change =

• invoices issued today (value)

• corrections/credit notes issued today (value)

• cancellations detected today (value impact)

• payments today (filtered)

• payments registered on the folio before close date (for same-day invoice correctness)

If the net result is 0, no AR line is exported for that folio/day.

Additionally:

• Certain payments can be excluded from AR netting (example: gl_code == '9999') to avoid technical/system payments affecting AR.

Troubleshooting tips

“My SIE file is rejected by accounting software”

Most common reasons:

• Wrong account lengths (some systems require 4 digits)

• VAT account mapping doesn’t match chart of accounts