Issuing documents

Document types

• Quote — a non-binding proposal to the customer.
• Purchase order — the customer’s order recorded as a document (see “Customer purchase orders” below): line items and prices from an accepted quote or entered directly, the number and date of the customer’s purchase order, the delivery deadline and an attachment with its PDF; from it you make an invoice, an advance invoice, a delivery note or a work order.
• Proforma invoice — a request for payment before delivery.
• Invoice — the accounting document for a completed transaction.
• Advance invoice — for advance payments received. It has no due date (the advance has already been paid — that is why it is issued at all); instead of the date of supply you enter the advance payment date, and that date is what counts for VAT and goes into the e-invoice.
• Delivery note — accompanies the goods; no prices.
• Credit note — a subsequent reduction of an invoice already issued (separate chapter).

One document from another — the “Copy” button

On the page of an issued document the “Copy” button opens a choice of what to copy it into; a pre-filled form for the new document opens and nothing is issued until you confirm it. The options by type:

• quote → a duplicate of the quote, a purchase order (the customer accepted the quote), a proforma invoice, an invoice or a work order,
• purchase order → a duplicate, an invoice, an advance invoice, a delivery note or a work order — the purchase order thereby becomes “fulfilled”,
• proforma invoice → a duplicate, a purchase order, an invoice (final), an advance invoice (the customer paid an advance against the proforma invoice; you enter the amount paid through “Price incl. VAT”) or a work order,
• invoice → a duplicate or a credit note,
• delivery note and work order → a duplicate or an invoice (prices are suggested from the item list, because those documents do not carry them).

The new document inherits the customer and the line items, records a link to the source document (shown on the PDF as the “reference”), and the dates are set to today. A duplicate of the same type is an independent new document — with no link and no “reference”, handy for the same quote to another customer or for the next period.

Customer purchase orders

When the customer accepts a quote and sends a purchase order (larger customers send it from their own system, always with their own number), click Copy → Purchase order on the quote: the line items and prices carry over, and you enter the number and date of the customer’s purchase order and the delivery deadline. A purchase order can also be entered directly, without a prior quote. Attach the PDF the customer sent you in the “Attachments” section on the purchase order page — it stays with the document as proof of the order and is not sent to the customer.

A purchase order has its own numbering (POR-year-number by default), a PDF “Order confirmation” that you can send to the customer by email, and three states shown in the list and on the document page:

• Open — issued, with no invoice or delivery note made from it yet. The number and value of open purchase orders are shown on the Overview, so nothing waits in an unread email.
• Fulfilled — an invoice, advance invoice, delivery note or work order has been made from it (the “Copy” button). The state is derived automatically, and the customer’s purchase order number carries over to the invoice and goes into the e-invoice as a separate field. If that invoice is cancelled (or the draft deleted), the purchase order returns to “Open”. The delivery deadline is optional — without one the confirmation does not print it.
• Closed — closed manually without fulfilment (the customer cancelled, entered twice), with a reason; it can be reopened. Closing and reopening remain in the document history.

A purchase order is not an accounting document: it does not go to SEF (the national e-invoicing system), does not reduce inventory, and enters neither the KPO ledger (the income ledger for flat-rate taxpayers) nor the journal entries — all of that is done by the invoice or delivery note made from it. Like a quote and a proforma invoice, an issued purchase order is deleted, not cancelled.

Line items

The line item name is a search of the item list — choosing an item fills in the unit of measure, the price and the VAT rate, and the line item stays linked to the item (important for inventory). You can also type a free-text entry that does not exist in the list — such a line item is not tracked in inventory. If you manually edit a name you have chosen, the link to the item is broken.

The line item’s “Description” field is printed in small type under the name on the PDF, and it also goes into the e-invoice as a separate field — the customer sees it in their SEF view as well (SEF shows the customer its own view of the e-invoice, not your PDF). The same applies to the “Reference for the document” (e.g. “Proforma invoice PF-2026-0007”): in the e-invoice it arrives through the document note.

Amounts can also be pasted from a calculator or a spreadsheet — the programme understands both “1.500,00” and “1500.00”, and rounds anything beyond two decimals.

If, in the middle of typing a document, you need an item or a partner that is not in the list yet, open it in another tab and save it — when you return to the tab with the document, the selection list refreshes by itself (without saving a draft and without reloading the page). What you have already entered stays untouched.

Price incl. VAT

Next to the price excl. VAT, VAT-registered companies also have a “Price incl. VAT” field — handy when you know the final amount, e.g. an advance invoice for a payment from the bank statement: you type in the amount incl. VAT and the programme calculates the price excl. VAT (that is the one that counts and goes into the calculation). The fields are linked in both directions — changing one recalculates the other.

Discount

Every line item can carry a percentage discount (0–99,99%) — the line item’s amount is reduced, and the reduction enters all the totals. When at least one line item has a discount, the PDF shows the full calculation: alongside the price and the percentage, for VAT-registered companies also the VAT per unit and the unit price incl. VAT, the line item description is printed full-width under the row, and the summary (on the PDF, on the document page and in the form while you type) shows the total before discount and the total discount in dinars — so you can see exactly how much was granted. Documents without a discount look the same as before. In the e-invoice the discount travels as a separate field under the SEF rules (price before discount + percentage + reduction amount), so the customer’s software shows it the same way as your PDF. There is no discount on a credit note — there you enter the reduction amount directly.

PDF

Every document has a PDF compliant with Serbian regulations — the “Download PDF” button. The company details (header, logo, bank account) come from the settings and are frozen at the moment of issuing.

Customer’s order number

If the customer has given you an order or contract number, enter it in the “Customer’s order number” field on the purchase order, invoice, advance invoice or proforma invoice; an invoice made from a purchase order inherits it. This is not the same as a note: the number goes into the e-invoice as a separate field, so the customer’s software reads it automatically and uses it to find its own order. With public-sector customers it can be a condition for the invoice to go through at all. It is also printed on the PDF.

Attachments to an invoice

You can attach up to 2 PDF files (4 MB per file, 8 MB in total) to an invoice — a certified report, a specification of works, a signed delivery note and the like. (SEF accepts at most 3 attachments per e-invoice, and one place is taken by the PDF of the document itself, which the programme embeds automatically — see E-invoices via SEF.) The “Attachments” section is on the invoice page, below the preview; attachments are added while the invoice has not been sent to SEF (both on a draft and on an issued invoice). A purchase order has attachments too — there they keep the customer’s purchase order and are not sent anywhere (see “Customer purchase orders”). The other documents (quote, proforma invoice, advance invoice, credit note, delivery note) do not have attachments for now.

What happens with the attachments:

• Sending by email — they go with the invoice PDF as separate attachments of the message.
• Sending to SEF — they are embedded in the e-invoice itself (the same way you receive attachments with received invoices), so the customer sees them in their SEF account.
• After sending to SEF an attachment that went with the e-invoice can no longer be removed — the e-invoice has been legally issued with exactly that content.

Every addition and removal of an attachment is recorded in the document history.

Deleting

A draft of any type can be deleted permanently — it has no number and no legal effect. Of the issued documents, only a quote, proforma invoice and purchase order can be deleted (they are not accounting documents; their number remains as a gap in the numbering, which for these types is not a legal problem). Deletion is permanent — the line items, history and attachments go with it. A document with a matched payment cannot be deleted, nor can one from which another document has been derived (delete or cancel the derived one first).

Confirming a quote with a link from the email

Customers accept quotes verbally or by replying to an email, so the record stays in someone’s inbox. That is why an issued quote has, in the “Send by email” dialog, the tick box “Also send a link to confirm the quote” (ticked in advance):

• every recipient in the Recipient field gets a “Reply to the quote” button in the email; recipients in Copy (Cc) get the same email without the button — they are informed, they do not decide;
• the button opens a page (no sign-in needed) with the quote’s number, amount and validity date, where the customer chooses “I accept the quote” or “I do not accept” and can leave a comment of up to 200 characters (e.g. the reason for declining — a good reason for a call);
• the reply is recorded immediately in the quote’s History (“Customer accepted the quote” / “Customer declined the quote”, with the address and comment), the quote gets the “Customer accepted” or “Customer declined” badge, and whoever sent the email receives a notification at their own address (a reply to that notification goes to the customer);
• the same link opened a second time only shows “You have already replied”; if you send the quote to the same address again, the customer gets a new link and can reply again (every reply stays in the history);
• the link is valid for 30 days and stops being valid as soon as you edit or delete the quote, or make a proforma invoice, an invoice or a work order from it.

This is a record of acceptance, not an electronic signature of a contract. The quote’s status does not change — the next step is still Copy into a proforma invoice, a purchase order or an invoice.

Cancelling

Issued invoices, advance invoices, credit notes, delivery notes and work orders are not deleted but cancelled — the “Cancel document” button on the document page (quotes and proforma invoices are not cancelled — you delete them). When cancelling you enter a cancellation number (STORNO-{document number} is suggested; you can enter your own — e.g. the numbering your accountant keeps) and a cancellation comment; both remain in the document history. What happens:

• the document stays saved and readable, with the “Cancelled” badge; its number stays taken (the numbering does not go back);
• it drops out of the KPO ledger and the revenue overview; goods from an invoice, delivery note or work order are returned to inventory;
• from that moment the PDF carries a clear “STORNIRANO” (cancelled) marker with the cancellation number and date — that PDF is the cancellation document for your accountant (no separate cancellation document is created);
• if the document was sent to SEF, the cancellation goes to SEF as well at the same time: an approved (or rejected) invoice is reversed (storno) by SEF, one not yet approved is cancelled — the customer gets a notification in their SEF account. If SEF refuses, nothing changes in the programme.

Restrictions: a document with a matched payment is not cancelled until the match is undone on the bank statement page; a delivery note sent to SEO (the e-delivery note system) is not cancelled this way. For an invoice registered in the CRF (Central Invoice Register) check the liability at crf.trezor.gov.rs — SEF does not withdraw it automatically.

When editing is not possible

A document sent to SEF or SEO has been legally issued and cannot be edited in the programme. Corrections go through a credit note or cancellation (see above). A cancelled document is frozen forever.