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.
A. AUTOMATICALLY ADDED INVOICES
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.
The first step consists of authorizing Ebriza in SPV to allow the import of invoices into your Ebriza account. See here how you can complete the authorization.
The next step is downloading the invoices.
If you have set invoice retrieval on autopilot, the invoices will be automatically imported from SPV into your Ebriza account.
If you have set manual invoice retrieval, access the Costs menu, then press the “Download invoices from S.P.V.” button.
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.
Invoice item is the line from the supplier's catalog, meaning how the supplier invoices you. Here, you can only choose PCS or CASE. Liters, milliliters, kilograms, and grams are not available in this list. For CASE, the unit quantity must be a whole number greater than 1 (the number of pieces in the case). The invoice item never goes into stock.
Stock item is the actual goods that enter your inventory. For stock items, you have the full list of units: PCS, L, ML, KG, G. CASE is not available for stock items.
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.
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.
For example, if one box contains 12 pieces, and each piece has 0.75 L, the unit of measurement of the goods must be “L”, and the unit quantity configured to 0.75. In this way, the 12 pieces will total 9 L, correctly reflecting the purchased quantity (12 pcs * 0.75 L = 9 L).
If the unit of measurement is not configured according to the packaging (for example, setting it to 1 L instead of 0.75), the quantity on the invoice will be incorrect (the 12 pcs = 12 L). An incorrect configuration, such as setting the entire box to 12 L, will generate discrepancies in inventory management.
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.
B. MANUALLY ADDED INVOICES
Access the Costs menu, then from the “+” button you can add a new invoice.
Complete the fields:
LOCATION - the current location you are logged into is automatically selected. (if you want to enter invoices for another location, you will need to log into that location)
Select the SUPPLIER or add a new supplier from the button above (+Add).
Select the ISSUE DATE of the invoice - exactly the date found on the invoice received from the supplier.
Complete the INVOICE NUMBER - this is a unique number per supplier and cannot be repeated.
Complete the COST GROUP - invoices can be filtered using the cost group tag, or through customized reports.
The INVOICE ITEM can be created directly from an invoice by following the steps below:
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.
For example, if one box contains 12 pieces, and each piece has 0.75 L, the unit of measurement of the goods must be “L”, and the unit quantity configured to 0.75. In this way, the 12 pieces will total 9 L, correctly reflecting the purchased quantity (12 pcs * 0.75 L = 9 L).
If the unit of measurement is not configured according to the packaging (for example, setting it to 1 L instead of 0.75), the quantity on the invoice will be incorrect (the 12 pcs = 12 L). An incorrect configuration, such as setting the entire box to 12 L, will generate discrepancies in inventory management.
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.
Add the PURCHASED QUANTITY.
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.
Add the ITEM PRICES
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.
Correcting an invoice imported from S.P.V. — copy the invoice
An invoice from S.P.V. cannot be edited, but you can copy it, and the copy is a Manual invoice, with all fields editable. Make the corrections on the copy, generate the GRN on the copy, and only then delete the original invoice. All steps are performed by you directly from the interface.
In Costs, on the S.P.V. invoice row, click the three dots on the right and select Copy invoice.
A new invoice opens with the same lines, but with the source set to Manual — so all fields are now editable. Correct whatever is needed: quantities (for example, 13.2 instead of 132), prices, unit of measure, and lines.
Before saving, fill in Invoice number and Issue date. The copy comes with an empty invoice number and today’s date. Enter the actual date from the supplier’s invoice, and make the number slightly different from the original invoice number (for example, add a suffix: 12345-1). Otherwise, saving is rejected with the message “Duplicate invoice!”, because the same supplier would have two invoices with the same number and issue date. Save the invoice.
Generate the GRN on the copied invoice: click the GRN button at the top of the invoice page, or the three dots on its row, then select Generate GRN. The receiving process continues normally — see the article “Creating a Goods Receipt Note”.
Only after the GRN has been generated on the copy can the original S.P.V. invoice be deleted: on its row, click the three dots, then Delete invoice. The order matters — do not delete the original before generating the GRN on the copy.
Important:
The copy is created at the location you are currently logged into. If the S.P.V. invoice belongs to another location, switch to the correct location before copying it; otherwise, the goods will be added to the wrong inventory.
Payments from the original invoice are not copied. If the invoice was marked as paid, record the payment again on the copy.
The cost group and labels are not copied either — add them again to the copy if you use them.
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”.
If Save or the NIR button does not work: the incorrect row is highlighted in red
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.
Invoices from foreign suppliers and invoices in foreign currency (EUR)
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.
Supplier from Romania
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.
Supplier from another country (EU or non-EU)
The invoice does not appear in S.P.V. and cannot be downloaded from there, including by using the “Download invoices from S.P.V.” button in the Costs menu. This is not a problem with your account, it cannot be fixed through a setting, and reauthorizing Ebriza in S.P.V. will not solve it.
It must be entered manually: go to the Costs menu, then click the “+” button, and enter the supplier, invoice number, and date exactly as shown on the original invoice. The complete steps are described in section B above.
The amounts must be entered after being converted into RON, using the exchange rate applicable on the invoice issue date. The purchase invoice does not have a currency field – the total is always in the account currency – so you must perform the conversion before completing the invoice lines. Keep the original invoice and the exchange rate used for accounting records.
After saving, the invoice behaves like any invoice with the Source set to “Manual”: you can edit it, mark it as paid, and generate a GRN (NIR) for it using the NIR button.
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.
Frequently asked questions:
Q: How do I access the invoices from a specific supplier?
A: Two methods:
From the Suppliers menu: Costs → Suppliers → the 3 dots next to the supplier → you'll see only their invoices.
From the Invoices menu with filtering: Costs → Invoices → use the search bar to filter by supplier and the time interval selected on entry date.
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:
Costs → „+" → add a new entry.
Select or add the supplier.
In the „Invoice no." field, enter the fiscal receipt number.
Add the receipt's items as you would on a regular invoice.
Toggle „with VAT" on in the „Unit price" column (the green toggle), because fiscal receipts don't display the price excluding VAT per product.
Save, then proceed to the GRN if needed.
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:
Invoices → can be deleted using the invoice's 3-dot menu.
Disable automatic import if you want full manual control: set "Autopilot" → Manual in Ebriza e-Invoice Authorization (see dedicated article).
Change the date from which the autopilot starts downloading invoices from S.P.V.
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:
Received less → when generating the GRN, set the actual smaller quantity in Edit GRN. The difference remains as un-received quantity and can be managed later.
Received more → contact the supplier for a reversal/new invoice; the GRN quantity cannot exceed what's on 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:
Invoice imported – shown in normal text (not red). This means the invoice is already in your account: the same invoice, from the same supplier, with the same invoice number and the same issue date, has already been added to Costs, so it was not imported a second time. No action is required. You can click the invoice number in the list to open the invoice that's already saved and review it.
Text shown in red – this indicates a genuine download error (for example, the Ebriza authorization in SPV has expired, or ANAF did not respond). You can retry downloading that invoice using the Download button on its row. If the error persists, contact us via chat.
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:
Leave the invoice item exactly as your supplier invoices it: PCS if they sell it by the bottle, or CASE with a unit quantity of 12 if they sell it as a case of 12. Liters are not configured here.
From the Costs menu, open the invoice and click the GRN button (or, from the list, click the three dots on the invoice row, then select Generate NIR.
In the receiving screen, on the relevant line, select the existing stock item or create a new one directly from there (search for the name and choose the option to create it as Stock Item, Packaging, or Consumable; for raw materials, use the separate column). This is where you have the full list of units.
For the stock item, set U.M. = L and Unit Quantity = 0.7, then save the NIR. From then on, one received bottle will enter inventory as 0.7 liters.
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.
[tags: invoice, entry, costs, NIR, REN, reception, merchandise, raw material, stock, supplier, provider]