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Electronic Invoicing for Business Central

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πŸ”Ά Overview​

Electronic invoicing enables direct communication with the System of Electronic Invoices (SEF) through invoice exchanges between companies, both public and private.

  1. Communication Method

β€’ Sales invoices are sent and purchase invoices are received via official web services provided by the Tax Administration.

β€’ To use this method, the company must be registered on the SEF portal with a certificate held by an authorized person who is entitled to submit tax returns.

  1. Registration and Setup

β€’ Register the company on the SEF portal.

β€’ Configure system settings in Microsoft Dynamics 365 Business Central according to the steps outlined in this manual.

β€’ Follow the operational procedures described here for daily work with documents.

  1. Document Types

The following types of documents can be sent or received:

β€’ Invoice or prepayment invoice

β€’ Finance charge memo

β€’ Credit memo or correction of prepayment invoice

β€’ Final invoice (following a prepayment invoice)

Electronic Invoice – Package Import

πŸ”Ή When Import Is Required

  • The import of the package is not required if you are using only the NPS e-Invoice extension without the NPS Localization.

  • The package also includes VAT tables, which are applicable only if the NPS Localization extension is installed.

πŸ”Ή What the Electronic Invoice Package Contains

  • Importing the Electronic Invoice package loads tables with:

  • Individual VAT registers

  • Summary VAT registers

  • Electronic register of input tax

  • During this process, VAT settings for the specified registers are automatically populated.

πŸ”Ή How to Import the Electronic Invoice Package

  • Go to Assisted Setup β†’ select Set up NPS SEF.

  • Check the box I accept the warning and privacy notice β†’ click Next.

  • Select the data type NPS SEF β†’ click Next.

  • Start the Downloading Package action.

  • If you select Yes, the package is downloaded and saved on your computer.

  • If you select No, the package remains available for import into Business Central (BC).

  • Select Apply Package β†’ configuration data is loaded into BC tables and automatically populated.

  • Click Next to proceed.

πŸ”Ή Duration of Import

  • The import of the Electronic Invoice package takes a few minutes.

  • After completion, you can continue with further setup.

2.1 Electronic Invoice – API Key Setup

β€’ After registering on the E-Fakture portal, go to Settings β†’ API Management.

β€’ Toggle the Active button and copy the autogenerated password from the Authentication key field.

β€’ Paste this password into the API Key field in the E-Fakture service settings within 365 Business Central.

β€’ Once configured, users can send Electronic Invoices directly from Business Central without logging into the portal.

β€’ Portal login is only required for detailed document checks or changes to settings.

πŸ”ΉElectronic Invoice – Service Connections

β€’ Enter the obtained API key into Business Central via Service Connections β†’ EIN e-Invoice setup.

β€’ If the API key is incorrect, the system will display an error.

β€’ Set URL addresses by clicking Set URLs to Default (TEST – Set test URLs to Default) and confirm the Enabled toggle.

Service Functions:

β€’ Option to delete the URL for approving/rejecting received invoices.

β€’ If deleted, the Post Purchase Inv. Accept Path functions will no longer be available on the Purchase Electronic Invoice page.

Additional Options:

β€’ Fill in the Amount Tolerance field (e.g., value = 1 β†’ tolerance up to Β±1 dinar).

Treasury Section:

β€’ Fill in required data for integration with the Treasury.

β€’ Enables sending created Electronic Invoices to the Central Register of Invoices (CIR).

β€’ Fields are filled by clicking Set URLs to Default.

Required fields:

β€’ KJS Usergroup: guests

β€’ KJS Username: guests

β€’ KJS Password: guests

β€’ KJS Types for Sending in CIR: 0,1,2,4,5,6,9,10,11

πŸ”Ή Electronic Invoice – Get Units of Measure

β€’ SEF portal defines standardized units of measure for invoices.

β€’ In Business Central, go to E-Invoice Settings β†’ Actions β†’ SEF β†’ Get Units of Measure.

β€’ The Units of Measure table will display all units with their International Standard Codes.

πŸ”Ή Electronic Invoice – Use Posting Date from Trade Date

β€’ This function sets the posting date = document date when importing a purchase invoice from the portal.

β€’ On the Electronic Invoice Purchase page, imported invoices are shown and ready for posting.

πŸ”Ή Electronic Invoice – Document Formats

β€’ Search Company Information and set user experience to Premium.

β€’ Create Electronic Document Formats for sales invoice and sales approval:

β€’ Format code

β€’ Object ID (Code unit IDs: NPSEIN Generate File, Delivery code unit IDs: NPSEIN Integration)

β€’ Both invoice and approval must share the same code.

Document Sending Profiles:

β€’ Search Document Sending Profiles β†’ New.

β€’ Assign a code, choose Document Exchange Service, and link to the created format.

β€’ In the Customer Card β†’ General section, select the created E-Fakture profile.

Sending Electronic Invoices:

β€’ During posting β†’ select Post and Send.

β€’ Or from:

  1. List of posted invoices

  2. Posted document itself

In both cases: Actions β†’ Electronic Invoicing β†’ Send Sales Invoice.

πŸ”Ή Electronic Invoice – VAT Posting Setup

β€’ Each VAT posting combination must be marked with a Tax category letter.

β€’ Example:

o 20% VAT β†’ β€œS”

o VAT exemption β†’ β€œAE”

β€’ For property transfers, Electronic Invoices must include a designation β†’ check Real Estate Transaction field

πŸ”Ή Electronic Invoice – VAT Product Posting Groups

β€’ For 0% VAT sales invoices, enter the legal article code in the VAT product posting group description.Δ‡

β€’ Must match the exact format mandated by the Ministry of Finance.

β€’ Same applies to property transfers.

β€’ Then set categories for VAT Posting Business Group and VAT Prod. Posting Group (OSLPDV).

πŸ”Ή Electronic Invoice – EU Country/Region Code

β€’ Electronic Invoice exchange requires standardized country codes.

β€’ For Serbia:

o EU country/region code: RS

o VAT scheme: 9948

β€’ If extended to other countries, repeat the same setup.

πŸ”Ή Electronic Invoice – Customer Card (Public Companies)

β€’ Public companies must have JBKJS number and PIB number entered.

β€’ JBKJS is transferred from the Treasury Administration portal.

β€’ Customers with a defined KJS Type will be sent to CIR

πŸ”Ή Electronic Invoice – Validation of Customer Account on SEF

β€’ On the Customer Card β†’ Invoicing tab, checkbox Customer is not on SEF is validated when PIB is entered.

β€’ BC will notify if the customer is on SEF.

β€’ Action E-invoice Account allows validation for existing customers.

β€’ From the customer list: Actions β†’ Electronic Invoicing β†’ E-invoice order.

o A checkmark will indicate which customers have an order on SEF.

β€’ On the sales invoice, the Do not send to e-invoices field is validated automatically.

πŸ”Ή Creating Sales Invoices

β€’ Sales invoices are created by searching Sales Invoices and opening a new invoice for the respective customer.

β€’ In the Electronic Invoicing section, define the Tax Liability Method field:

o Options: Trade Date, Issue Date, Payment Date.

o Default: Trade Date β†’ invoice is submitted to the portal in the tax period of posting.

β€’ After filling in the header and invoice lines, click Post and Send β†’ the invoice is posted and sent to the E-Fakture portal.

β€’ If successful, the system confirms the invoice was sent.

β€’ If rejected, the system reports an error with a description.

Electronic Invoicing fields:

β€’ E-Invoice Error Text β†’ shows error description if sending failed.

β€’ E-Invoice Status β†’ shows statuses on the portal (Sent, Cancelled, Rejected, Approved…).

πŸ”Ή Electronic Invoice – Update Document

β€’ On a posted sales invoice, the Update Document feature allows entering the Sales Invoice ID into Business Central.

β€’ Used exclusively for invoices manually entered on the E-Fakture portal.

β€’ The ID assigned on the portal can be manually entered via this function.

πŸ”Ή Electronic Invoice – Get Invoice Status

β€’ After sending, the first status is Sending.

β€’ Customer approval/rejection updates the status on the portal, but not automatically in Business Central.

β€’ To update:

o On the posted document β†’ Actions β†’ Electronic Invoicing β†’ Get Invoice Status.

o Or from the list of posted invoices β†’ select multiple invoices β†’ run the same action.

β€’ System confirms when processing is complete.

β€’ For public companies, both PIB and JBKJS numbers are sent from the customer card β†’ SEF transfers to SUF (Invoice Management System).

πŸ”Ή Electronic Invoice – Do Not Send

β€’ The Do Not Send E-Invoice option allows marking documents (invoice or credit memo) that should not be sent to the portal.

β€’ Path: Posted Sales Invoices β†’ Update Document β†’ Do Not Send E-Invoice.

πŸ”Ή Electronic Invoice – Comments

β€’ Use the Comment action to add remarks to the sales invoice.

β€’ Comments are displayed on invoices sent to the E-Fakture portal, so customers receive both invoice and comment.

β€’ Useful for referencing legal provisions or clauses.

β€’ Note: Comment field has limited characters β†’ text can be split across multiple lines

πŸ”Ή Electronic Invoice – Debit Memo

β€’ A Debit Memo document is created in the same way as a Sales Invoice.

  • In the Electronic Invoicing section of the Sales Invoice, the document must be marked as Debit Document Type – because when the document is sent, it is transmitted as a Debit Memo to the SEF portal.

  • A Debit Memo is always linked to the source invoice whose value is being increased.

When creating a Debit Memo in Business Central, the following fields in the Electronic Invoicing section must be completed:

β€’ Debit Document Type

β€’ Toggle this option to mark the document as a Debit Memo.

β€’ Source Invoice No.

β€’ Enter the number of the original sales invoice whose value is being increased.

β€’ This links the Debit Memo to its related invoice.

β€’ Date Period (alternative to Source Invoice No.)

β€’ If the Source Invoice No. is not filled in, you must enter a Date Period (month/day).

β€’ Defines the period to which the Debit Memo applies

πŸ”Ή Electronic Invoice – Prepayment Invoices

β€’ In VAT Posting Setup, set Tax Category = S for customer VAT Bus Posting Group and VAT Product Posting Group (A10, A20).

β€’ Document header and VAT lines are filled as usual.

β€’ Portal recognizes the invoice as Prepayment when linked to payment.

β€’ In Electronic Invoicing section, set Tax Liability Method = Payment Date.

πŸ”Ή Electronic Invoice – Credit Memo

β€’ Created similarly to sales invoices.

β€’ If copied from a sales invoice:

o Header field Applies-to Doc. No = invoice number to be reversed.

o In Electronic Invoicing section, Source Invoice No is filled automatically.

β€’ Date Period is used only if Source Invoice No is not filled.

β€’ Memo is posted and sent to the E-Fakture portal.

β€’ Requirement: the account to be reversed must have Approved status by the customer.

πŸ”Ή Electronic Invoice – Send Sales Invoices

β€’ Multiple invoices can be sent simultaneously.

β€’ From Posted Sales Invoices list, select desired invoices β†’ Actions β†’ Electronic Invoicing β†’ Send Sales Invoices.

πŸ”Ή Electronic Invoice – Get Purchase Invoice

β€’ To retrieve Electronic Purchase Invoices from the portal:

  1. Enter Purchase e-Invoices in the search box.

  2. Select Electronic Invoicing β†’ Get Purchase Invoice from the Actions tab.

β€’ A window opens with the option to choose which invoice to retrieve.

β€’ For an individual invoice, enter the ID found on the portal (copied from the URL).

β€’ After completion, the system confirms success.

β€’ Open the retrieved invoice (double-click) β†’ accept or reject the invoice.

β€’ After acceptance, a confirmation message is displayed.

πŸ”Ή Electronic Invoice – Create Incoming Document

β€’ After invoices are retrieved, create the Incoming Document:

o From the same page β†’ Related β†’ Incoming Document β†’ View Document.

β€’ A document for posting opens β†’ select the record.

β€’ Enter the lines and post the document.

πŸ”Ή Electronic Invoice – Get Purchase Invoice on Date

β€’ Retrieve multiple invoices simultaneously from the E-Invoices Purchase list.

β€’ Select Get Purchase Invoices on Date from the Actions tab.

β€’ Invoices are retrieved for the previous day or for a selected date range (from X day to yesterday).

β€’ Note: Today is always excluded when using this function.

πŸ”Ή Electronic Invoice – Get PDF with Details

β€’ The Get PDF with Details function retrieves a detailed PDF including the QR code.

β€’ By default, invoices are retrieved with a PDF without details and a QR code.

β€’ Running this action replaces the PDF with a new one containing:

β€’ All invoice elements

β€’ Additional details

β€’ QR code

πŸ”Ή Electronic Invoice – Job Queue Entries

β€’ For automatic retrieval, set up Job Queue Entries:

  1. Search Service Connections β†’ E-Invoice Setup β†’ Actions β†’ Job Queue β†’ Create Job Queue Entries.

  2. In the Job Queue Entries card, fill in:

o Start Time β†’ when the action first runs during the day

o End Time β†’ after which the action will not run

o No. of Minutes between runs β†’ idle time between two runs

  1. After creating the Job Queue, click Get Status to Ready to finish setup.