Work with documents

🔹 Purchase with electronic invoicing - Functions

1. Action Get Purchase Invoice

• The Get Purchase Invoice action is initiated from the Purchase e-Invoices page.

• After running this action, a new window opens with options to select which invoice you want to import.

• For an individual invoice, enter the Invoice ID found on the portal in the designated field.

• The ID can be copied directly from the portal URL.

• Once the process is complete, the system displays a confirmation message that the retrieval was successful.

Electronic Invoice – Accepting or Rejecting Purchase Invoices

• On the E-Invoicing Page, when we open a retrieved invoice (double-click on the invoice), we begin the process of posting the Electronic Purchase Invoice.

• The same page provides two options:

• Accept the incoming invoice → starts the posting process.

• Reject the incoming invoice → records the rejection in the system.

• After accepting the invoice, the system displays a confirmation message confirming successful acceptance.

2. Posting a Retrieved E‑Invoicing Purchase - Create incoming document

1. Retrieve invoices from the portal on the E‑Invoicing Purchase page.

2. Click Related → Incoming document → View document.

3. In the opened window, select the record to get the document ready for posting.

4. Enter the invoice lines as required.

5. Click Post to finalize the document.

🔹 Sales

The process of creating sales invoices is done in a standardized procedure by entering sales invoices in the search bar and creating your new sales invoice for the respective customer. For the purposes of sending the data specification together with the sales invoice/order document, it is necessary to define the tax liability method field. The tax liability method field is located in the output document in the electronic invoicing section. The field gives us following options to choose from: trade date, issue date, payment date.

The standard value is set to "trade date" which means that the invoice will be submitted to the portal in the tax period with the date the document is posted in the system.

After filling in both the header and invoice lines, by clicking on “Post and Send” the invoice is posted and sent to the E-Fakture portal.

If the sending of invoice is successful, after posting, l the system will provide information about the document being successfully sent.

If the posted sales invoice we intended to send over to the E-Fakture portal is rejected during sending the system will report an error, depending on what the error is.

In the same (posted) document, located in the electronic invoicing section, there are fields showing the sending status and the code under which the invoice was registered on the E-Fakture portal.

The E-Invoice error text field - shows the description of the error if the invoice was not successfully sent
The E-Invoice status - Shows the eInvoice statuses on the E-Fakture portal (Sent, Cancelled, Rejected, Approved...)

🔹 Update Document

On the posted sales invoice, there is an Update Document feature that allows you to enter the Sales Invoice ID into Business Central. This feature is used exclusively for invoices that were manually entered on the E-Fakture portal.

For such invoices, the ID assigned on the portal can be manually entered into Business Central using the Update Document function.

Sales Invoice ID - The code retrieved from the E-Invoice portal is depicted in the image

🔹 Get invoice status

Once the invoice is sent to E-Fakture, the first status of the invoice reads "Sending". When the customer either approves or rejects the invoice, this document gets a new status on the portal, but this does not mean that the status of the invoice in Business Central will change at the same time. The status of the invoice can be updated by clicking the "Get invoice status" command in the posted document. On the action tab, select Electronic Invoicing, followed by Get Invoice Status.

If we want to get the status of several issued invoices, we can do so from the list of posted invoices by selecting several invoices from the list, also on the action card, as shown below.

After getting the status, the system will confirm that the processing is completed as shown in the picture.

If our customer is a public company, both PIB and JBKJS numbers are sent from the customer’s card, on the basis of which SEF will then make the transfer to SUF (Serbian: SUF - Invoice management system).

🔹 Do not send e-invoicing

Do not send E-Invoice is an enhancement that allows you to mark which document you do not want to send to the E-Invoice portal. This field enables us to designate which document (invoice or credit memo) we prefer not to transmit to the E-Invoice portal.

When we are on the list → Posted Sales Invoices → Update Document→ Do Not Send e-invoice

🔹 Add Comments to Sales Invoices

To include a specific comment on a sales invoice:

• Use the Comment action.

• The comment will be displayed on invoices sent to the E‑Invoice portal.

• This means the customer will receive both the invoice and the comment.

• The Comment field can be used to reference a specific legal provision, depending on the clauses required for inclusion in the document.

Comment Field (Character Limit)

• The Comment field has a limited number of characters.

• To include longer text, you can enter the comment across multiple lines.

• The comment will still be displayed on invoices sent to the E‑Invoice portal, ensuring the customer receives both the invoice and the comment.

🔹 Debit memo

This type of document is created in the same way as a sales invoice. The only difference is that the document must be marked as a “Debit Document Type” by toggling the "Debit document type" button in the sales invoice’s electronic invoicing section as shown in the picture.

We always select the invoice related to the debit memo, the invoice whose value should be increased by the amount of the debit memo. When we marked that it is Debit Document Type, we must select Source Invoice No. or to enter a date (period, month, day) in the Date Period field.

The further steps of filling out and posting the document are identical to regular invoices.

Electronic Invoice – Debit Memo

• 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:

• Debit Document Type

• Toggle this option to mark the document as a Debit Memo.

• Source Invoice No.

• Enter the number of the original sales invoice whose value is being increased.

• This links the Debit Memo to its related invoice.

• Date Period (alternative to Source Invoice No.)

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

• Defines the period to which the Debit Memo applies

🔹 Prepayment invoices

When it comes to working with the prepayment invoices given to the customers, it is necessary to set the tax category in the VAT Posting Setup field, as shown in the picture. Enter the VAT posting setup in the search section and when you find a line with the customer VAT Bus Posting Group (in the example, KDOM) as well as the VAT Product Posting Group (in the example A10 and A20), in the Tax Category, it is necessary to enter category S.

The process of creating a prepayment invoice remains unchanged. The header of the document as well as the lines with the amount of VAT are filled out. The E-Fakture portal will recognize that a payment invoice is being sent as the document is marked as “prepayment” in the part where the payment is linked to the prepayment invoice. When creating a prepayment invoice and before sending the invoice itself, it is necessary to set the Tax Liability Method in the electronic invoicing section. When it comes to the prepayment invoice, the payment date is selected, as shown in the picture.

🔹 Credit memo

The creation of a credit memo also remains unchanged. If the memo is created by copying the sales invoice, in the credit memo header, the field called "Applies-to Doc. No” is filled out with the invoice number to be reversed/accepted. The same number that is filled in Applies-to Doc. No will be filled in independently in the Electronic Invoicing section in the Source Invoice No field.

Date Period - enter the date or previous (months). Date Period will be filled in if we do not have filled in Source Invoice No. When we have the Invoice Source field filled in, we don't need to fill in the Date Period field.

After filling in the header and rows, the memo can be posted further and then sent to the E-Fakture portal.

In order to successfully create a credit memo, it is necessary that the account we want to reverse is in the accepted status accepted by our customer. When the account has the status approved, then it is possible to make a correction, i.e. reduction or desk account.