Expenses and payments can be centralized and managed through the invoices added in Ebriza.

Invoices can be added both automatically and manually. Based on the invoices, Goods Receipt Notes can be created, after which the GRN (Goods Receipt Note) document can be generated.

Important: S.P.V. only receives invoices issued by suppliers that are fiscally registered in Romania. The RO e-Factura system only covers these suppliers, so an invoice received from a supplier in another country will never appear in S.P.V. and cannot be downloaded from there. It must be entered manually – see the “Invoices from foreign suppliers and invoices in foreign currency (EUR)” section below.

At the end of the download, you receive a summary such as “12 invoices were downloaded from ANAF: 5 newly added, 7 already existed in Ebriza, 0 failed.” Invoices counted under “already existed in Ebriza” are those that are already in your account — they are not imported a second time, and there is nothing you need to fix. See the question “I entered the invoice manually in Costs and then it also arrived through S.P.V....” in the FAQ section.

INVOICE ITEM

The invoice will be automatically populated with invoice items. The invoice item represents the product or service invoiced by the supplier.

Invoice item is NOT the stock item

These are two different things, even though they have the exact same two fields on screen: U.M. and Unit quantity.

So, if you want to keep the goods in liters or kilograms (for example, a 0.7 L bottle), this setting is not made on the invoice item, but on the stock item, in the receiving screen that opens when you generate the goods receipt (NIR).

Do not divide the volume by the number of pieces in the case (for example, 0.7 divided by 12) and enter the result on the invoice item: the value will be rejected when saving and, in any case, it will not configure anything in your inventory.

The period you request for download can be a maximum of 60 days. If you select a longer interval, it is automatically reduced to the last 60 days before the selected end date, and invoices older than that are not retrieved. To recover a longer gap, repeat the download for consecutive periods of no more than 60 days each, working backwards in time.

If automatic retrieval was working and then suddenly stopped - invoices were coming in automatically until a certain date, and none have come in since - the cause is almost always that ANAF has revoked the right for your C.U.I.: the authorization or certificate used for the authorization is no longer valid for it. This is resolved from your account by revoking the old authorization and authorizing again; the steps are available in the “Ebriza e-Factura Authorization” article, in the “Supplier invoices from S.P.V. have stopped coming in from a certain date” section. The fact that Automatic Pilot appears to be turned on and the settings look correct does not prove that the authorization is still valid with ANAF.

INVOICE QUANTITY

VERY IMPORTANT:

For situations where the supplier's items appear on the invoice with the U.M. “PIECE”, but in reality they are packaged in boxes (e.g.: 12 L milk), it is necessary to manually edit the U.M. from PIECE to BOX and set the unit quantity to 12. This modification is made only once, and on the next invoice the configuration will be automatically retrieved. You can edit directly from the invoice:

The goods must be configured exactly according to how they are packaged.

If the goods currently used are not configured correctly and cannot be edited, the solution is to create new goods, configured correctly.

If these goods are already part of the recipe of a product of the type “I sell it as I buy it”, it will be necessary to update the recipe by replacing the old goods with the newly created ones. Also, the existing quantitative stock on the incorrectly configured goods must be transferred to the newly correctly configured goods. This can be achieved by resetting the stock for the old goods and bringing the quantity onto the new goods, in order to maintain correct inventory records. Click here to find out more details about resetting stock.

3. Make sure that both the quantities and the prices are correct.

4.To create the Goods Receipt Note (GRN) for the added invoice and to generate the GRN document, follow the steps here.

a. Enter the item name in the first column; select the “Add invoice item” option that will appear automatically.

b. Correctly configure the item details: unit quantity, unit of measurement, and VAT rate.
c. Save.

IMPORTANT

If on the invoice the item is recorded as a box with 12 pieces, the correct configuration for the item is: unit of measurement BOX, unit quantity 12.

If the unit of measurement of the already saved item is incorrect, you can edit it directly from the invoice:

The goods must be configured exactly according to how they are packaged.

If the goods currently used are not configured correctly and cannot be edited, the solution is to create new goods, configured correctly.

If these goods are already part of the recipe of a product of the type “I sell it as I buy it”, it will be necessary to update the recipe by replacing the old goods with the newly created ones. Also, the existing quantitative stock on the incorrectly configured goods must be transferred to the newly correctly configured goods. This can be achieved by resetting the stock for the old goods and bringing the quantity onto the new goods, in order to maintain correct inventory records.

If the item is configured as BOX, enter the number of boxes purchased; the total quantity (number of pieces) will be calculated automatically.

If the item is configured as PIECE, directly enter the number of units purchased.

Unit price - the price per purchased unit
Unit Price Discount – if the supplier gives you a discount on the item, enter it in this column. The discount can be a value or a percentage (use %). A value discount is subtracted from the unit price, so it cannot be larger than the unit price on that line: if you enter a larger amount, the line value would become negative and saving is blocked, and that row and its Unit Price Discount field turn red. Check the unit price on the line or enter the discount as a percentage instead. This rule does not apply to return/storno lines (negative quantity), nor to the invoice-level discount, which is added separately using the invoice discount button.

Value excluding VAT - automatically calculated based on the unit price and total quantity.

VAT - the VAT percentage of the purchased stock (the VAT with which it was purchased)

In the VAT column, you can only use rates that are already defined for your company. If you enter a rate that does not exist in your account, you will receive the message “Invalid VAT. Please choose one set on the company.”

VAT rates can be added from Account Settings → Company → VAT Groups → Add VAT group. When you change the rate directly on the invoice line, Ebriza asks you to confirm the VAT change for that item. Once confirmed, the rate remains set on the item and will be applied correctly on the next invoice as well. You can also set the same rate directly on the item, from Inventory → Current stock → the item → VAT field.

VAT value - automatically calculated based on the VAT percentage, unit price, and total quantity.

Value incl. VAT - automatically calculated and represents the total value including VAT.

If the unit price from the supplier invoice is excluding VAT, leave the toggle unchecked. If the price includes VAT, activate the toggle and enter the price.

Change the VAT rate on the invoice line only if the supplier actually invoiced you with a different VAT rate than the one defined for the stock item. If the invoice is correct and only the NIR displays an older VAT rate than the one currently defined for the stock item, this is a different situation and cannot be resolved here: the NIR uses the VAT rate that the stock item had at the date and time of the document, so the solution is to align the document date. See the “Create Goods Receipt Note” article, “Receipt date” section.

ADDING A DISCOUNT:

a. Invoice discount (from the button in the bottom left) which can be a value or percentage discount, for a specific VAT rate, or Global VAT (all VAT rates present on the invoice).

b. Unit price discount - which can be a value or percentage discount (use %).

On the invoice, the discount will appear as another/other lines in the Entry.

3. After entering all the lines on the invoice, Save, or add the Goods Receipt Note.

To create the Goods Receipt Note (GRN) for the added invoice and to generate the GRN document, follow the steps here.

If you later change or delete the product lines so that no line carries the VAT rate you put the invoice discount on, Ebriza automatically removes that discount, because it no longer has anything to apply to. This rule applies only to manually entered invoices. On invoices imported automatically from S.P.V., the discount lines sent by the supplier stay on the invoice even if they are on a VAT rate that no product line has — for example a document discount with 0% VAT, such as the SGR deposit credit from drinks distributors. If you want to get rid of such a line on an S.P.V. invoice, you delete it yourself, explicitly.

The steps below apply when you already know which figure on the invoice is incorrect and what it should be instead, and your only issue is that the invoice cannot be edited.

If, instead, your problem is that the goods were added to inventory at a different price than the one on the invoice, do not start here: it is not yet clear which of the two documents contains the error, and copying the invoice could result in rewriting an invoice that is actually correct.

First, follow the checks described in the article “The goods were added to inventory at a different price than the invoice: why this happens and how to check it” and come back here only if that check shows that the error is actually on the invoice line.

Important:

If you have the automatic import from S.P.V. enabled, the deleted original invoice may be brought back during the next synchronization. To prevent this, switch the import to Manual or change the date from which the autopilot downloads invoices — see the article “Ebriza e-Invoice Authorization”.

When you press Save or the NIR button and the invoice contains incorrectly filled lines, saving is blocked and the message “Correct existing errors before saving!” appears. To see what is wrong, look at the table: rows with problems are tinted light red, and the incorrect field on that row has a red border (for example, the Unit Price Discount column). Correct or delete that line, then press Save again.

If you clear the item on a row, that row’s error disappears as well — an emptied row no longer blocks saving.

The same red highlighting appears on the reception screen when you save the NIR.

Before anything else, check which country the supplier is from: the steps are different because only invoices issued by suppliers fiscally registered in Romania are imported into S.P.V.

The invoice arrives automatically through e-Factura / S.P.V., if you have authorized Ebriza in S.P.V. – see section A above. Manual entry is still possible, but it is not necessary, and the invoice imported from S.P.V. is read-only. Even if a supplier from Romania invoices you in EUR, their invoice will still arrive through S.P.V.

The tax treatment of such an invoice (VAT on intra-community acquisitions, reverse charge, tax returns) should be determined together with your accountant. Ebriza only records the invoice based on the information you enter.

Q: How do I access the invoices from a specific supplier?

A: Two methods:

Q: I'm searching for a supplier's invoices in a specific period and no invoices appear. What should I do?

A: First check that the „entry date" filter is correctly set to the desired period. If still no results, clear your browser cache and try searching again later.

Q: How do I add a fiscal receipt in Costs?

A: The steps are similar to adding an invoice (see section B above), with one difference:

Q: I have a fiscal receipt with sour cream sold per kilogram, but the system only allows piece entry. How do I handle this?

A: Configure the item with unit of measure PC and unit quantity 1. When entering, set the received quantity equal to the weight on the receipt (e.g., 0.300 for 300 g).

Q: Why does the „recurring" tag appear on an invoice in Costs?

A: The “recurring” option indicates that the invoice is issued automatically at regular intervals. For example, if you want to consistently record expenses such as employee salaries or office rent, you can set these invoices to be generated automatically every month on the same day — for instance, on the 15th of the month. This way, the system creates the recurring invoice without the need for manual entry each time.

In addition, you can enable or disable a recurring invoice at any time from the right side of the “issue date” field, next to the clock icon.

Q: Should I receive cigars as a box of 10 pieces or as individual pieces so the gross profit is calculated correctly?

A: Recommended: configure the item as PIECE, unit quantity 1. When entering, set the total number of cigars received (e.g., 10 cigars = quantity 10).

You can also configure it as BOX with unit quantity 10, but then the unit price you enter must be the price per box, not per piece. Regardless of the configuration, gross profit is calculated correctly if you keep the right ratio between the purchase unit (invoice) and the sale unit (POS).

Q: How can I permanently delete all invoices from the Costs section so they no longer appear after a refresh?

A: Invoices imported from SPV can be permanently deleted — however, if you have the automatic download mode enabled, even after deleting them from Costs, they will be automatically re-imported on the next sync.

What you can do:

Q: How can I access the list of all invoice items ever entered?

A: Invoice items are saved automatically in the database, but there is no standalone list view. You can only access them from within an invoice: when you type an item name in the first column, the system suggests saved items that start with that text.

Q: How do I modify quantities on invoices imported from SPV vs the actual quantities received?

A: On invoices imported automatically from SPV, the values (quantity, price, VAT) are fixed — they reflect exactly what was legally issued by the supplier and cannot be retroactively modified in Ebriza.

If the actual received quantity differs from the invoice:

Q: How can I import invoices from SPV with 0% VAT / with VAT included in the price?

A:TThe VAT rates on an invoice already imported from S.P.V. cannot be modified on that invoice — it is read-only. You have two options: either delete the imported invoice, check the option below, and re-import it, or copy it and modify the VAT column on the copy, which is a Manual invoice — see the section “Correcting an invoice imported from S.P.V. — copy the invoice”.

Please note: this behaviour — a 0% rate with the VAT included in the price — applies only to invoices imported automatically from S.P.V. Nothing is changed automatically on invoices you enter manually in Costs; there, you enter the lines yourself using one of the two options described above.

Q: What do the messages in "Invoice Download Messages" mean, and why do invoices that are already in Costs appear there?

A: If some invoices were not retrieved from SPV, a warning appears in Costs -> Invoices reading "You have X invoices that could not be downloaded from tax authority.". Clicking it opens the "Invoice download messages" list, which shows the reason for each invoice.

Not everything on that list is an error. There are two distinct cases:

Q: I am entering a supplier invoice manually, my company is not registered for VAT, and I cannot set the VAT rate from the invoice. How do I get the supplier's total?

A: Companies with “Non-VAT Payer” enabled usually have only the 0% rate defined on the company, and the VAT column only accepts rates defined on the company — which is why you see “Invalid VAT. Please choose one set on the company.” You have two options; both result in the same total, so choose the one that suits you together with your accountant:

Option 1 — Set the actual VAT rate on the goods. The invoice will then look like the supplier's: net amount plus VAT shown separately. If that rate is not yet defined on the company, an administrator must add it first from Account Settings → Company → VAT Groups → Add VAT group (value, group name, ECR code). Then, on the invoice under Costs, enter the rate in the VAT column for that line and confirm the VAT change for the item. The line is calculated as net plus VAT, and the invoice total matches the supplier's exactly.

Option 2 — Leave the rate at 0% and enter VAT-inclusive prices. Above the price column, switch the green toggle to “with VAT”, enter the VAT-inclusive price for each line exactly as it appears on the supplier's invoice, and save. The rate remains 0%, and the invoice total comes out the same.

Q: I want to set U.M. = L and unit quantity 0.7 on the invoice item, but the list only has PCS and CASE. What should I do?

A: This is normal. For the invoice item, you can only choose PCS and CASE because it describes how your supplier invoices you, not what goes into inventory. Liters are set on the stock item. Here are the steps:

Keep the stock item in liters only if the bottle is used as a raw material in a recipe, meaning it is poured by the glass — then a 0.15 L glass will deduct exactly the right amount. If you sell the entire bottle by the piece, keep the stock item as U.M. = PCS. Also pay attention to the stock item's name: if the stock item is named “Red Wine 0.7L”, Ebriza automatically sets U.M. = L and unit quantity to 0.7 and rejects PCS as long as the volume is included in the name.

The reason you cannot find KG there is that the invoice item only accepts PCS and CASE. If you want the cream to be kept in inventory by kilograms, leave the invoice item as PCS, and set U.M. = KG and the unit quantity on the stock item, in the receiving screen when you generate the NIR.

Q: Why doesn't the invoice I received from a foreign supplier appear in S.P.V.?

A: Because only invoices issued by suppliers fiscally registered in Romania are imported into S.P.V. An invoice issued by a foreign supplier does not reach S.P.V. and cannot be downloaded automatically, no matter how long you wait or how many times you retry the download. Enter it manually from Costs, using the “+” button, with the amounts converted into RON using the exchange rate applicable on the invoice issue date – see the “Invoices from foreign suppliers and invoices in foreign currency (EUR)” section.

Q: I selected a long period in “Download invoices from S.P.V.” and not all invoices were retrieved. Why?

A: Because a single download can cover a maximum of 60 days. A longer period is automatically reduced to the last 60 days before the selected end date. Repeat the download for consecutive periods of no more than 60 days each, working backwards in time, until you cover the entire period. If no invoices are retrieved for any of the periods, first check the authorization - see the “Ebriza e-Factura Authorization” article.

Q: I entered the invoice manually in Costs and then it also arrived through S.P.V. Will it be duplicated? How do I link them? Do I need to delete one?

A: Nothing is duplicated and there is nothing you need to delete. If the invoice is already in your account, the import from S.P.V. does not save it again: it is rejected during validation, before saving. No new and separate row appears in Costs, you do not end up with two invoices from which you could generate two GRNs, and there is no risk of stock duplication.

The check runs the same way in both directions; it does not matter which invoice arrived first. If the invoice already exists in the account and you try to save it manually, the save is refused with the message "Duplicated invoice!", exactly the way the S.P.V. import rejects an invoice you already have. It is not only the manual invoice entered after the S.P.V. one that is blocked, and not the other way round either.

Ebriza recognizes that it is the same invoice based on three things, all three at the same time:

If any of the three is different, they are treated as different invoices. The matching is done across the entire account, not just the current location.

How you can check this yourself:

What Ebriza does not do yet: it does not mark the manually entered invoice with a status such as “received through S.P.V. as well” and does not link the two records for tracking purposes. If you need to see which of your manually entered invoices also arrived through e-Invoice, write to us in the chat — we will forward the request to the product team.

If you nevertheless see two rows for the same invoice, it means that one of the three keys is different: most commonly the invoice number (for example, the manually entered invoice was saved with the suffix 12345-1, used when copying an invoice), a different issue date, or a supplier added manually with a different CUI than the one on the invoice from S.P.V. Before deleting anything, check which of the rows has the GRN: that one remains. The GRN must be deleted separately, from Inventory → Receipts, and only then the invoice.

If you still see two rows for the same invoice, it means that one of the three keys differs. It does not mean Ebriza failed to check: the check did run, but the keys did not match.

The invoice number is what differs most often. The comparison is made on the text, not on the numeric value, so any prefix, series or suffix makes it a different number: a number typed by hand without the supplier's series is not the same thing as the same number arriving from S.P.V. with the series in front (for example 1234 versus ACF 1234). The same goes for the suffix left behind by "Copy invoice", of the form 12345-1, or for spaces typed differently.

The other two keys that can differ: the issue date, when a different date was entered on the manual invoice than the one in the XML from ANAF; or the supplier, when it was added by hand with a different tax number, or with none at all, compared with the one on the S.P.V. invoice.

To see which key differs, open the two rows and compare the number, the issue date and the supplier's tax number. The Source column tells you which row is Manual and which comes from S.P.V.

What happens if you keep both. A real duplicate is counted twice everywhere incoming invoices are counted:

- in Costs, the expense with that supplier appears twice, both in the list and in the total for the period;

- in Costs - Suppliers, the supplier's balance is the sum of their invoices, so the balance and the amount due are doubled, and the due date appears twice, as if you had another payment to make;

- if you generate a NIR on both, the goods enter stock twice, and the invoice also leaves twice in the accounting export, under Entries, VAT on the lines included: a double entry and VAT deducted twice;

- if the duplicate has no NIR, it does not reach the Entries export, because only invoices with a NIR go there, but it still inflates Costs and the supplier's balance.

So it is not harmless even without a NIR, and with a NIR it becomes an accounting problem. It is your call whether to keep it, but it is worth knowing what it means.

Which one to delete. Before deleting anything, establish which row carries the NIR: that is the one holding the reception and the stock. There is no rule that "you always delete the S.P.V. one" or "you always delete the manual one" — it depends solely on where the NIR is.

- The NIR is on the Manual row: you have two options. The simplest, with the fewest steps, is to keep the Manual row and delete the S.P.V. row, from the three dots, the Delete invoice option;

bear in mind that you are then left without the document received from ANAF. If you insist on keeping the S.P.V. invoice, first delete the reception on the manual one, from Stock - Receptions, then the manual invoice, and only then generate the NIR on the S.P.V. row.

- The NIR is on the S.P.V. row: delete the Manual row.

- Neither has a NIR: delete the Manual row and keep the S.P.V. one, which is the document issued by the supplier.

Two things that cannot be done: there is no option to merge the two rows into one, and you cannot correct the number on the S.P.V. invoice so that it matches, because that invoice is read-only. If you try to align the number on the manual row so that it becomes identical to the other one, the save is refused with the message "Duplicated invoice!".

If you have the automatic S.P.V. import switched on and you delete the S.P.V. invoice, it can be brought back at the next synchronisation. How to avoid that is described above, in the section on copying the invoice.

Q: I opened an invoice imported from S.P.V., saved it, and a discount line disappeared while the total went up. Why?

A: This was a problem, and it has been fixed. On invoices imported from S.P.V., a document discount sent by the supplier on a VAT rate that no product line has — most often a discount with 0% VAT, such as the SGR deposit credit — was deleted automatically as soon as the invoice was opened, and on save the total stayed increased by its value. The line now stays on the invoice and is kept on save; you can delete it yourself if you really want to.

On manually entered invoices the behaviour has not changed: there, an invoice discount left on a VAT rate with no match on the product lines is still removed automatically.

Invoices you opened and saved before the fix do not repair themselves: the line deleted back then does not come back and the saved total stays changed. If the invoice does not have a goods receipt note generated yet, you can delete it from Costs and re-import it from S.P.V.; if it has a goods receipt note or you are not sure, write to us on chat before deleting anything.

Also remember that credit notes received through S.P.V. are now marked as such — see the article "The Costs menu", the frequently asked questions section.

Q: I received a credit note (storno invoice) from my supplier through S.P.V. How does it look in Costs, and why did the PDF show a different total from the list?

A: A credit note from a supplier is downloaded from S.P.V. exactly like any other invoice and appears as an ordinary row in Costs → Invoices, with S.P.V. as the source. What you need to know about it:

- On the printed or downloaded PDF, the header reads CREDIT NOTE (FACTURĂ STORNO), not FISCAL INVOICE. That is how you tell it apart immediately from an ordinary purchase invoice. The header appears for both forms in which a supplier can send you a credit note through e-Factura: an actual credit note, or an invoice issued with all quantities negative.

- The total on the PDF is the same as the total in the Costs → Invoices list. Previously, on credit-note type documents, the PDF showed only the VAT amount — for example 8 lei instead of 81.81 lei — while the list showed the correct total. That is no longer the case: if you see such a difference now, write to us on chat.

- The amounts are shown in Ebriza as positive values, even though on the S.P.V. document they are negative. It is the CREDIT NOTE header that tells you the document credits you, not the sign of the amounts.

- The "Credit Note" discount line no longer appears on the invoice or on the PDF. It was not a reduction from the supplier, but an internal marker of the e-Factura import, and it is no longer displayed.

- Whole-invoice discount lines actually sent by the supplier (for example a reduction with a 0% VAT rate, or an SGR deposit line) stay on the invoice. Before, if you opened an invoice brought in from S.P.V. and saved it, such a line could be deleted automatically and the saved total changed; this no longer happens.

- The fix applies from now on. If a credit note was opened and saved in Costs before this fix and was left with the wrong total or with the FISCAL INVOICE header, the document does not repair itself — write to us on chat with the invoice number and the supplier.

[tags: invoice, entry, costs, NIR, REN, reception, merchandise, raw material, stock, supplier, provider]