A fiscal invoice issued to a customer cannot be cancelled or deleted. To correct it, you must VOID IT by issuing a credit invoice — a new document with negative values that financially offsets the original invoice.
A fiscal invoice and a fiscal receipt are two different documents, with different procedures:
Fiscal invoice (the document issued from the Sales menu, with an invoice series and number) is VOIDED. The steps are described in this article.
Fiscal receipt (the receipt printed by the cash register) is CANCELLED, and a cancellation report is generated and kept attached to the Z report. The steps are described in the article “Cancelling a Fiscal Receipt”.
The cancellation report and the Z report apply exclusively to fiscal receipts. They do not apply to invoices in any way and do not resolve anything related to an invoice.
If you are not sure which of the two documents you are dealing with, check the document number. An invoice number (series + invoice number) means it must be voided; a fiscal receipt number from the cash register means the receipt must be cancelled.
What the Credit Invoice Looks Like
It is a new, separate invoice with its own series and number. It is not a modification of the original invoice.
It is titled VOIDED INVOICE and contains the same lines as the original invoice, but with negative quantities and values.
The original invoice remains visible in the order's document history, with the red “Invoice voided” label next to it. Nothing is deleted, and the original invoice series and number remain consumed.
If e-Invoicing is active for the company, the credit invoice is uploaded to S.P.V. just like any other invoice. No additional action is required; simply wait for the upload to complete.
The PDF of the credit invoice is downloaded automatically. You can later download it from the order row in Sales, by clicking the three dots and selecting “Download voided invoice”.
If you need a correct invoice to replace the cancelled one, for the same order, the button becomes “Issue a new invoice”. Already generated invoices cannot be deleted, precisely so that the records remain correct in S.P.V. as well. However, you can issue a new invoice with a new series and number.
Attention: “Issue a new invoice” reuses the order lines exactly as they are. It does not open any form, product screen, or discount field, and for an order coming from the POS, it does not even ask for the invoice date — it is issued immediately. This means that reissuing the invoice corrects the customer’s details, but cannot change the amounts: a missing discount, an incorrect price, or an incorrect quantity cannot be fixed this way. See the FAQ “I forgot to apply the discount before the fiscal receipt” below.
For orders added from the Sales menu, invoices can be issued at any time upon customer request, or in case of an error, once issued, they can be canceled.
To add a new order, click on the Sales menu, and from the "+" button add a new order.
Add a new client from the Add client button or select an existing one from the Select client button.
To add products to the invoice, click on + Add products.
When adding products, both the prices and the VAT rates are those existing in the Nomenclator. You can add the desired quantity and change the price of the products in the columns Quantity/ Price without VAT/ Price with VAT.
In the "Made by" field you can choose the name of the invoice issuer. If you do not choose a specific issuer, the field will be filled in automatically with the name of the user from whom the order is created. Issue the Proforma/Invoice.
If you choose for issuing a proforma, you can download it in PDF or send it by e-mail to the client.
When you want to convert the proforma into an invoice, click on the Convert to invoice button.
After issuing the invoice, from its row in the order's document history you can download it in PDF or XML format, or send it by e-mail - to the customer's address or to any other address (see below).
Sending the invoice by e-mail, to the customer or to a different address (your accountant, for example)
In the order's document history, on the invoice row, click the e-mail icon. Its tooltip is "Send invoice on email".
The box shows the address saved on the customer record as a starting point. Type the address you want the invoice to go to - type it even if it is the same address already shown, because the send uses what you typed - and press Send email.
Good to know:
The address you type here does not change the customer record. It is a one-off send, for that invoice.
One invoice is sent at a time. For a whole day's invoices, repeat it on each order.
This route works whatever POS app the location uses. It is also the only way to send the invoice to a different address for anyone on the old POS app, where the tablet can only send it to the address saved on the customer record.
If you prefer to forward the document yourself, use "Download invoice" and send the PDF from your own mailbox.
The S.P.V. column displays the status of the invoice submission to the Virtual Private Space (Spațiu Privat Virtual). You can also send the invoice from here: if the invoice has not been sent yet, the upload button — the upward arrow — appears in this column. Click it and confirm, and the invoice will be uploaded to S.P.V. You do not need to have the Automatic Pilot enabled to send an invoice. Click here to find out how to authorize Ebriza to send invoices to S.P.V. and what each icon in the S.P.V. column means.
You can collect the invoice, issue a delivery notice or print the declaration of conformity from the +COLLECT, ISSUE NOTICE and PRINT CONFORMITY DECLARATION buttons. The steps for the declaration of conformity are described below, in the section “Declaration of conformity (conformity certificate)”.
Collecting an invoice, in full or in several instalments
The +COLLECT button records on the order a payment you have already received. An invoice can be collected all at once or in several partial payments (for example an advance and then the rest), each with its own payment method.
Open the order with the issued invoice and press +COLLECT.
Choose the payment method: Cash receipt (a receipt with its own series and number is issued), Bank transfer or Credit card.
The Amount field is filled in with the amount still due. If the client paid only part of it, change it to the amount you received. You can enter any amount greater than 0, up to the amount still due.
Press Save. The payment appears in the order's list of payments, with its method, document and date.
Above the list of payments you see Total, Total paid and Amount due. While something is still due, the order stays unpaid and the +COLLECT button stays available for the next payment. When Total paid reaches the invoice total, the order becomes paid.
A card payment recorded here is only a record in Ebriza: nothing is charged on the card terminal, and the order is not turned into a POS order.
To remove a payment recorded by mistake, delete it from its line in the list of payments. Total paid and Amount due are recalculated, and an order that was fully paid becomes unpaid again. For a cash payment, its receipt is deleted too.
If a receipt shows the label "Receipt not counted as a payment", the receipt exists but has no matching payment on the order and is not included in Total paid. You can print or delete it like any other receipt. If the money was received, record the payment with +COLLECT.
If e-Factura is active, the payment method on the invoice sent to S.P.V. is taken from the payments recorded on the order at the moment of upload.
To cancel the invoice, click on the red CANCEL INVOICE button.
Declaration of conformity: storage temperature and validity
The declaration of conformity is printed from the sales invoice page in the Sales menu, not from a goods receipt note (NIR), which is the incoming document from your supplier. Open the order with the issued invoice. On its page you will find the Declaration of conformity section, with two fields you can edit before printing:
Storage temperature: the text printed as the storage temperature. The default value is 2-8°C.
Validity: the validity term, in hours. The default value is 48.
When the fields are filled in, click PRINT DECLARATION OF CONFORMITY. An invoice must already be issued on the order; otherwise the message "Issue an invoice first!" is shown.
Good to know:
Validity always starts at 48 hours. You can change it before each print, but the value is not saved.
The storage temperature is remembered only in the browser you worked in. On another computer or in another browser it returns to 2-8°C.
There is no company-level setting for these values.
Validity and temperature are a single value for the whole declaration and apply to every product on the invoice. You cannot set a different validity for each product.
Q: The same invoice has products with different validity terms. What do I do?
A: Print the declaration of conformity several times, once for each group of products, and set the validity that fits that group each time.
Applying a discount on an invoice or proforma
On an order that you create manually from the Sales module, you can apply a discount directly to the invoice or proforma, without configuring a promotion in Marketing. The discount icons only appear on an order created manually here; on an order coming from the POS, they do not appear because the order lines are read-only after the fiscal receipt has been issued.Go to Sales in the admin account and click + for a new order.
Add or select the client.
Click + Add products and add the products.
For a whole-order discount: a discount icon appears to the right of the total — click it and apply the discount.
For a discount on the entire document: a discount icon appears next to the total row — click it and select “Add discount to invoice”.
For a discount on a single product: click the discount icon on the product row and select “Add discount”. In both cases, you can enter the discount as a percentage or as a value using the %/RON toggle in the window.
Note: this discount is different from the promotions configured in the Marketing app (order / product discount), which require the Premium POS package.
Taking payment in advance, before delivery or before the event (proforma)
When the customer has to pay before receiving the product or service – a ticket to an event, a subscription, an advance payment, a booking – the document you use to request payment is the PROFORMA. The invoice is the document that comes after the payment, not the one you use to ask for the money.
The product is created once in the Catalogue, with a fixed price, like any other product (for example "Event ticket" or "Monthly subscription"). Then follow the steps below.
1. In the admin account go to the Sales menu and press the + button for a new order.
2. Add or select the client and press + Add products to add the product and the quantity.
3. Press Issue Proforma. The button is only available as long as no invoice has been issued on the order yet.
4. Download the proforma as a PDF or send it to the client by e-mail, from its row in the order's document history.
5. When the money comes in, press Convert to invoice on the same order. The real invoice is issued, with a series and number from the invoice series, and the proforma stays visible in the order's document history, crossed out with a line. You record the payment received on the order with the +COLLECT button, choosing the payment method you received the money through.
How the money reaches you?
Ebriza cannot generate and cannot send the client a payment link or a payment button – not on an order, not on an invoice, not on a proforma – and it does not have its own online shop with built-in payment. The money comes in either by bank transfer, based on the proforma or the invoice, or on the spot, in cash or by card on the terminal. The +COLLECT button on the order records a payment already received; it does not send any payment request to the client. If you want card payment to happen on your website, that happens on your website, with your own payment processor.
What to remember about the proforma
The proforma is not a fiscal document: it is not uploaded to S.P.V., and on its row the XML and Fiscal Authority columns show "N/A". When to issue the fiscal receipt for an amount collected in advance is an accounting decision, not a step in the app – confirm with your accountant how it should be recorded.
Declaration of conformity (conformity certificate)
Ebriza generates the Declaration of conformity (often called a “conformity certificate” or “certificate of conformity”) as a PDF document, directly from the invoice page. The declaration lists all the products on that invoice, the invoice number and date, and your company details.
Steps:
In the Admin panel, go to Sales and open the order that has an issued invoice (the three dots → View).
On the order page you will find the Declaration of conformity section, with two fields:
Storage temp. – 2-8°C by default; type the temperature at which the products must be kept.
Validity – in hours, 48 by default.
Fill in or change the two values.
Press PRINT CONFORMITY DECLARATION. The PDF is downloaded, and you can print it or send it to your client.
Good to know:
The declaration is not issued for a single product, but for the products on an invoice. If you need a declaration for a specific product, issue it on the invoice the product was sold with.
The storage temperature and the validity are the same for all the products on the invoice. If the products have different storage conditions or validity periods, issue separate invoices for them.
The declaration can only be generated for an order that already has an issued invoice. If there is no invoice, the app shows the message “Issue an invoice first!”. Issue the invoice first, then print the declaration.
The declaration of conformity is not related to the digital certificate used for S.P.V. / e-Factura.
Frequently asked questions
Q: Can I change the date of an invoice or delivery note that has already been generated?
A: No, not on a document that has already been issued. The date can, however, be selected BEFORE issuing the document, and only for an order that you create manually from Sales.
When creating a manual order (Sales, + button, Order), the order date displayed at the top of the form is a link. Click it and select the date and time from a calendar. You can choose any moment between January 1 of the current year and the current moment; a future date or a date from an already closed fiscal year is not accepted.
The date can only be selected when creating the order. Once the order has been saved and has an invoice, delivery note, or fiscal receipt, its date can no longer be changed.
If the order date is in the past, when you click Issue invoice, Issue proforma invoice, Void invoice, or Issue a new invoice, the "Choose invoice date" window opens, with two options: "Same as order date dd.mm.yyyy" (when voiding an invoice, it says "Same as initial invoice date", and when reissuing it, "Same as voided invoice date") and "Today dd.mm.yyyy". The window warns you that "The invoice number is assigned from the current series, even if the invoice date remains in the past" — therefore, numbering does not follow the order of the selected dates.
For an order coming from POS, this window never appears: the invoice is issued with today's date. The same applies if the order date is before the current fiscal year.
Once an invoice has been issued, its date can no longer be changed in any way. You can still obtain an invoice with the date you need, in two steps: (1) void the incorrect invoice — the red VOID INVOICE button; if e-Invoicing is active, after the invoice has been uploaded to S.P.V.; (2) create a NEW order manually: Sales → + button → "Order", click the order date at the top of the form and pick the date you want from the calendar, add the client and the products, save the order and issue the invoice from it. The invoice comes out with the date you chose. The same limits as above apply: the date must be within the current fiscal year and cannot be in the future, and the invoice number is assigned from the current series, so numbering does not follow the order of the dates.
Do not try to obtain a different date by reissuing from the same order. "Issue a new invoice" does not open any calendar: the "Choose invoice date" window has only the two fixed options described above — the order date (or the initial / void invoice date) or today — so it can never produce a third date.
Q: I issued the invoice to the wrong company/client. How do I correct it?
The answer depends on a single thing: whether the invoice has already been uploaded successfully to S.P.V. Check the status in the S.P.V. column in the order's document history and choose one of the two situations below. Nothing is typed on the invoice itself, in either of them: the invoice is a document, not a form. The correction is always made from the order page.
Situation 1. The invoice has NOT been uploaded to S.P.V. yet — no voiding and no reissuing needed
If the invoice has not yet gone to the Fiscal Authority, or the company does not have e-Factura active, nothing is blocked. You correct the client's record directly from the order, and the invoice automatically picks up the new data.
1. Go to the Sales menu in the administration account and search for the order (use the magnifying glass).
2. At the 3 dots next to the order, choose View.
3. In the Client section of the order, press the Edit link, next to the Client label.
4. Ebriza asks for a confirmation: "Editing the client directly from the order leads to updating their data in the audit on dd.mm.yyyy, the order date. Do you want to continue?". Press Yes. This confirmation is exactly the mechanism through which the correction reaches the invoice.
5. Correct what is wrong — the VAT number written in capitals (RO12345678), the name, the address — and press Save.
6. Download the invoice again. It comes out with the correct data, with the same series and the same number. No new invoice number is used up.
Why it works: the invoice PDF is not a frozen file. It is generated on demand, from the client data saved on the order at the moment it was issued, and the Edit link on the order page rewrites exactly that data. That is why the invoice picks it up automatically, without voiding.
If it is not a spelling correction, but a completely different company has to be put on the order, use the red Change client link in the same Client section. It is available under the same conditions, also without voiding, as long as the invoice has not been uploaded to S.P.V.
Situation 2. The invoice has already been uploaded successfully to S.P.V. — it is voided first
Only here does Ebriza block correcting the client, with the message "Void the invoice first!". It is not an error: as long as the valid invoice is in S.P.V., the client data on the order can no longer be changed. The order is void first, then correct the client, then the new invoice — not the other way round.
1. Go to the Sales menu, search for the order, and at the 3 dots choose View.
2. Press the red VOID INVOICE button and confirm.
3. Wait for the voiding invoice to be uploaded to S.P.V. as well. Until then reissuing is blocked, with the message "The last Invoice must be uploaded successfully to the Fiscal Authority before creating a new Invoice".
4. Correct the client with the Edit link or put a different client with Change client, from the Client section of the order.
5. Press Issue a new invoice. It comes out with the correct data, with a new series and number, and is in turn uploaded to S.P.V.
Two things to know in both situations
- The correction must be made FROM THE ORDER. The Edit link on the order page corrects the data that the invoice of that order comes out with, but it does not also change the client's record in the Clients menu. Conversely, if you edit the same record from the Clients menu, the correction applies to future documents, and the invoice already issued keeps the old data. If you want it to be correct in both places, make the correction twice: once from the order, for this invoice, and once from the Clients menu, for the following documents.
- The message "The billing address is missing" when saving or at Change client. It appears when the record has the address filled in, but the address does not have the Billing address checkbox ticked. This checkbox is often unticked. Open the address from the client's record, tick it, save and repeat the steps. The same cause also gives the message "The chosen client does not have complete company details or is missing the billing address.".
Q: Can I issue invoices in EUR?
A: No, for the moment invoices can only be issued in RON.
Q: The message "You can not void a paid invoice. Delete payments before void an invoice." appears. What should I do?
A: The invoice has at least one payment recorded on it: a cash receipt, a bank transfer or a card payment, even a partial one. First delete the payments from the order's payments section, then void the invoice again. This is not a malfunction and does not need support.
Q: The client paid only part of the invoice. How do I record the payment?
A: Open the order, press +COLLECT, choose the payment method and change the amount in the Amount field to the amount you actually received. Record the rest the same way when the client pays it, with the same method or a different one. You can see what is left to pay under Amount due, in the order's payments section.
Q:The message “The Last Invoice must be successfully uploaded to the Tax Authority before creating a new Invoice.” appears. What should I do?
A: The message appears when e-Invoice is active and the last invoice on the order has not finished uploading to the S.P.V. Check the status in the S.P.V. column in the order’s document history and, depending on what you see there, proceed as follows:
The invoice is issued to a customer outside Romania. These invoices are never uploaded to the S.P.V. because they are not subject to e-Invoice, so there is nothing to wait for. The message does not apply to these invoices: you can void the invoice and issue a new invoice for the order immediately. For details, see the article “Invoices for customers outside Romania”.
The invoice was returned with an error from ANAF — for example, “Status: processing”, an incomplete billing address, or expired authorization. In this case, the message is correct and remains: fix the reported error and re-upload the invoice to the S.P.V., then retry the voiding process. The steps are available in the article “Invoices not validated by ANAF”.
You voided the invoice and immediately click “Issue a new invoice”. The void invoice has just been created and does not yet have its own S.P.V. status, so the message may appear again. It will resolve automatically during the next automatic upload to the S.P.V., or immediately if you click the upload arrow on the void invoice row in the S.P.V. column and confirm.
Otherwise, if the upload is simply in progress, wait for it to finish and then retry the action.
Q: The message “The last Invoice must be successfully uploaded to the Tax Authority before creating a new Invoice.” appears. What should I do?
A: e-Invoicing is active, and the original invoice has not finished uploading to S.P.V. yet. Wait for the upload to complete (the status can be seen in the S.P.V. column in the order’s document history), then try cancelling the invoice again.
Q: I want to cancel the order, but I get the message “Cancel the invoice first!”
A: As long as the order has an issued invoice, Ebriza does not allow the order to be cancelled. The order is: first void the invoice, and only then cancel the order, if you still need to do so. Also note the reverse: voiding the invoice does not cancel the fiscal receipt and does not change the Z report - they are two separate documents.
The same message also appears when you try to change the order's client (the Change client button) or to edit the client record from an order whose invoice is issued and uploaded to S.P.V. This is not an error: as long as the invoice is valid, the order's client cannot be changed. Void the invoice first, then change the client, then issue the new invoice.
Q: As long as the order has an issued invoice, Ebriza does not allow the order to be cancelled.
A: The order is: first cancel the invoice, then cancel the order if you still need to. Also note the reverse: cancelling an invoice does not cancel the fiscal receipt and does not change the Z report — they are two separate documents.
Q: Can I cancel an invoice from the POS app?
A: No. An invoice can only be cancelled from the administration account (Sales, in a browser). The “Cancel order” button in the POS app, on the Receipts screen, cancels the order/receipt, not the invoice.
Q: What date appears on the “Fiscal receipt” line of the invoice or pro forma invoice?
A: The fiscal receipt number and the date on which the receipt was actually issued, based on the local time of your location. This may differ from the invoice date, which is the date when you generated the document in Ebriza.
If the receipt was printed after midnight, the invoice shows the day on which the receipt was printed, not the day on which the order was opened. For example: the order was opened on the evening of 15 July, and the receipt was printed on 16 July at 00:15 — the invoice shows 16 July.
If no fiscal receipt was issued for the order (for example, a delivery order invoiced directly), the “Fiscal receipt” line remains blank — with no number or date.
Q: I forgot to apply the discount before issuing the fiscal receipt, and the invoice was issued without the discount. How do I issue the correct invoice?
A: An order for which a fiscal receipt has already been issued can no longer be modified — neither in the POS app nor in the administration account. In Sales, under the three-dot menu → View, the lines of that order are read-only: there is no discount icon, no option to delete a line, and no price or quantity field. Only the document actions can be performed (void, issue, cancel) and the order's client can be changed - with the Change client button in the order's Client section, not by editing any field on the invoice, and only after the issued invoice has been voided (see the FAQ "I issued the invoice to the wrong company/client. How do I correct it?").
For the same reason, “Issue a new invoice” on that order does not solve the problem: it reuses the same lines and produces the same amount. It does not open any form or ask you for anything because there is nothing it can ask you.
To issue an invoice with a discount, proceed as follows:
Reverse the incorrect invoices issued for the original order. If you have since issued another invoice for the same incorrect amount, reverse that one as well — an issued invoice remains valid and remains in S.P.V. until it is reversed, so leaving it as is would result in a duplicate of the correct invoice.
Create a new order manually: Sales → + button → Order.
Select the customer and add the products.
Apply the discount, either to a line (“Add discount”) or to the entire document (“Add discount to invoice”), as a percentage or as a value.
Save the order and issue the invoice from it.
The fiscal receipt that has already been printed remains as it is; it must be cancelled according to the procedure in the article “How to Cancel a Fiscal Receipt”, which is separate from reversing the invoice. If the correct invoice ends up with a different amount than the fiscal receipt, confirm with your accountant how it should be recorded — this is an accounting decision, not an application step.
Q: I changed the company details in Account Settings (name, Tax ID, address, IBAN). What will appear on invoices?
A: The company details are read from Account Settings when the PDF is generated; they are not frozen at the invoice date. So even an invoice issued now but dated in the past will display the NEW details, and if you download the PDF of an older invoice again now, it will also display the new details. The copy already sent to the customer and the XML file already uploaded to S.P.V. retain the details from that time. CUSTOMER details on the invoice work in the opposite way: they remain frozen as they were at the time of issuance. Full details are available in the article "How can I edit my company details?".
Q:The delivery order came in at the full amount, but the customer paid less because the platform gave them a discount. How do I issue the invoice for the amount paid?
A:The discount a platform grants to the end customer does not always reach us as a discount line. When it does not, the order comes in at the full amount and the fiscal receipt is issued for it. The receipt cannot be changed after it has been issued, and the discount can no longer be added to that order.
For a document showing the amount actually paid, follow the same steps as in the question above, with two differences: there is nothing to void if no invoice was issued on the delivery order (if one was issued for the full amount, void it first), and the discount is applied as a VALUE (RON), so that you reach exactly the amount the customer paid.
1. Sales, the + button, "Order".
2. Select the same client that appears on the delivery order and add the same products.
3. Apply the discount as a value (RON), to a line ("Add discount") or to the whole document ("Add discount to invoice"), down to the amount paid.
4. Save the order and issue the invoice from it.
An invoice issued this way does not have the delivery order's fiscal receipt attached — that receipt belongs to the original order, for the full amount — so the "Fiscal receipt" line on the new invoice stays empty. How an invoice for a different amount than the receipt is recorded in the accounts is a bookkeeping decision: confirm it with your accountant. The full context of this situation is in the article "The Total on the Delivery App Differs from the Total on the Fiscal Receipt (Bolt Food, Wolt, Glovo)".
Q: How do I make a conformity certificate for a product?
A: In Sales, open the order with the issued invoice the product was sold with, fill in Storage temp. and Validity in the Declaration of conformity section, and press PRINT CONFORMITY DECLARATION. The declaration covers all the products on that invoice, with the same temperature and the same validity for all of them. If the message “Issue an invoice first!” appears, issue the invoice first.
[tags: invoicing, manual invoice, invoice]