Electronic Invoicing for Business Central

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🔶 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

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

• 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.

2. Registration and Setup

• Register the company on the SEF portal.

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

• Follow the operational procedures described here for daily work with documents.

3. Document Types

The following types of documents can be sent or received:

• Invoice or prepayment invoice

• Finance charge memo

• Credit memo or correction of prepayment invoice

• Final invoice (following a prepayment invoice)

Electronic Invoice – Package Import

🔹 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.

🔹 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.

🔹 How to Import the Electronic Invoice Package

• Go to Assisted Setup → select Set up NPS SEF.

• Check the box I accept the warning and privacy notice → click Next.

• Select the data type NPS SEF → 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 → configuration data is loaded into BC tables and automatically populated.

• Click Next to proceed.

🔹 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

• After registering on the E-Fakture portal, go to Settings → API Management.

• Toggle the Active button and copy the autogenerated password from the Authentication key field.

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

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

• Portal login is only required for detailed document checks or changes to settings.

🔹Electronic Invoice – Service Connections

• Enter the obtained API key into Business Central via Service Connections → EIN e-Invoice setup.

• If the API key is incorrect, the system will display an error.

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

Service Functions:

• Option to delete the URL for approving/rejecting received invoices.

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

Additional Options:

• Fill in the Amount Tolerance field (e.g., value = 1 → tolerance up to ±1 dinar).

Treasury Section:

• Fill in required data for integration with the Treasury.

• Enables sending created Electronic Invoices to the Central Register of Invoices (CIR).

• Fields are filled by clicking Set URLs to Default.

Required fields:

• KJS Usergroup: guests

• KJS Username: guests

• KJS Password: guests

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

🔹 Electronic Invoice – Get Units of Measure

• SEF portal defines standardized units of measure for invoices.

• In Business Central, go to E-Invoice Settings → Actions → SEF → Get Units of Measure.

• The Units of Measure table will display all units with their International Standard Codes.

🔹 Electronic Invoice – Use Posting Date from Trade Date

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

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

🔹 Electronic Invoice – Document Formats

• Search Company Information and set user experience to Premium.

• Create Electronic Document Formats for sales invoice and sales approval:

• Format code

• Object ID (Code unit IDs: NPSEIN Generate File, Delivery code unit IDs: NPSEIN Integration)

• Both invoice and approval must share the same code.

Document Sending Profiles:

• Search Document Sending Profiles → New.

• Assign a code, choose Document Exchange Service, and link to the created format.

• In the Customer Card → General section, select the created E-Fakture profile.

Sending Electronic Invoices:

• During posting → select Post and Send.

• Or from:

1. List of posted invoices

2. Posted document itself

In both cases: Actions → Electronic Invoicing → Send Sales Invoice.

🔹 Electronic Invoice – VAT Posting Setup

• Each VAT posting combination must be marked with a Tax category letter.

• Example:

o 20% VAT → “S”

o VAT exemption → “AE”

• For property transfers, Electronic Invoices must include a designation → check Real Estate Transaction field

🔹 Electronic Invoice – VAT Product Posting Groups

• For 0% VAT sales invoices, enter the legal article code in the VAT product posting group description.ć

• Must match the exact format mandated by the Ministry of Finance.

• Same applies to property transfers.

• Then set categories for VAT Posting Business Group and VAT Prod. Posting Group (OSLPDV).

🔹 Electronic Invoice – EU Country/Region Code

• Electronic Invoice exchange requires standardized country codes.

• For Serbia:

o EU country/region code: RS

o VAT scheme: 9948

• If extended to other countries, repeat the same setup.

🔹 Electronic Invoice – Customer Card (Public Companies)

• Public companies must have JBKJS number and PIB number entered.

• JBKJS is transferred from the Treasury Administration portal.

• Customers with a defined KJS Type will be sent to CIR

🔹 Electronic Invoice – Validation of Customer Account on SEF

• On the Customer Card → Invoicing tab, checkbox Customer is not on SEF is validated when PIB is entered.

• BC will notify if the customer is on SEF.

• Action E-invoice Account allows validation for existing customers.

• From the customer list: Actions → Electronic Invoicing → E-invoice order.

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

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

🔹 Creating Sales Invoices

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

• In the Electronic Invoicing section, define the Tax Liability Method field:

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

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

• After filling in the header and invoice lines, click Post and Send → the invoice is posted and sent to the E-Fakture portal.

• If successful, the system confirms the invoice was sent.

• If rejected, the system reports an error with a description.

Electronic Invoicing fields:

• E-Invoice Error Text → shows error description if sending failed.

• E-Invoice Status → shows statuses on the portal (Sent, Cancelled, Rejected, Approved…).

🔹 Electronic Invoice – Update Document

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

• Used exclusively for invoices manually entered on the E-Fakture portal.

• The ID assigned on the portal can be manually entered via this function.

🔹 Electronic Invoice – Get Invoice Status

• After sending, the first status is Sending.

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

• To update:

o On the posted document → Actions → Electronic Invoicing → Get Invoice Status.

o Or from the list of posted invoices → select multiple invoices → run the same action.

• System confirms when processing is complete.

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

🔹 Electronic Invoice – Do Not Send

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

• Path: Posted Sales Invoices → Update Document → Do Not Send E-Invoice.

🔹 Electronic Invoice – Comments

• Use the Comment action to add remarks to the sales invoice.

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

• Useful for referencing legal provisions or clauses.

• Note: Comment field has limited characters → text can be split across multiple lines

🔹 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

🔹 Electronic Invoice – Prepayment Invoices

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

• Document header and VAT lines are filled as usual.

• Portal recognizes the invoice as Prepayment when linked to payment.

• In Electronic Invoicing section, set Tax Liability Method = Payment Date.

🔹 Electronic Invoice – Credit Memo

• Created similarly to sales invoices.

• 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.

• Date Period is used only if Source Invoice No is not filled.

• Memo is posted and sent to the E-Fakture portal.

• Requirement: the account to be reversed must have Approved status by the customer.

🔹 Electronic Invoice – Send Sales Invoices

• Multiple invoices can be sent simultaneously.

• From Posted Sales Invoices list, select desired invoices → Actions → Electronic Invoicing → Send Sales Invoices.

🔹 Electronic Invoice – Get Purchase Invoice

• To retrieve Electronic Purchase Invoices from the portal:

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

2. Select Electronic Invoicing → Get Purchase Invoice from the Actions tab.

• A window opens with the option to choose which invoice to retrieve.

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

• After completion, the system confirms success.

• Open the retrieved invoice (double-click) → accept or reject the invoice.

• After acceptance, a confirmation message is displayed.

🔹 Electronic Invoice – Create Incoming Document

• After invoices are retrieved, create the Incoming Document:

o From the same page → Related → Incoming Document → View Document.

• A document for posting opens → select the record.

• Enter the lines and post the document.

🔹 Electronic Invoice – Get Purchase Invoice on Date

• Retrieve multiple invoices simultaneously from the E-Invoices Purchase list.

• Select Get Purchase Invoices on Date from the Actions tab.

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

• Note: Today is always excluded when using this function.

🔹 Electronic Invoice – Get PDF with Details

• The Get PDF with Details function retrieves a detailed PDF including the QR code.

• By default, invoices are retrieved with a PDF without details and a QR code.

• Running this action replaces the PDF with a new one containing:

• All invoice elements

• Additional details

• QR code

🔹 Electronic Invoice – Job Queue Entries

• For automatic retrieval, set up Job Queue Entries:

1. Search Service Connections → E-Invoice Setup → Actions → Job Queue → Create Job Queue Entries.

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

o Start Time → when the action first runs during the day

o End Time → after which the action will not run

o No. of Minutes between runs → idle time between two runs

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