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
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 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 there is a discount/purchased stock discount, it is entered in this column. The discount can be a value or percentage discount.
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)
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.
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.
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: If you import invoices from SPV and want them imported with 0% VAT, check in Account Settings → Company Settings that the "Non-VAT Payer" option is enabled. This way, invoices will be imported with 0% VAT, and the total will be calculated based on the VAT-exclusive value.
To modify the VAT rates on an already imported invoice: Go to Costs, edit the invoice using the 3-dot menu, and change the value in the VAT column.
⚠️ Important: If the GRN has already been received, it must be redone, and the VAT rates must be updated for all previously recorded products.
Alternatively, you can:
Delete the invoices received with positive VAT.
Enable the "Non-VAT Payer" option in Account Settings → Company Settings (at the bottom of the page).
Re-import the invoices — they will be re-imported with 0% VAT.
[tags: invoice, entry, costs, NIR, REN, reception, merchandise, raw material, stock, supplier, provider]