Invoices and exports
The invoice list with filters, invoice details, invoices on the client profile and exports for your accountant: invoice list, book of receipts (KPR) and PO-SD.
All your business's invoices and stornos are in one place: on the Invoices page. There you filter and search them, open each invoice's details and download reports for your accountant. Here you'll learn what each role sees, what the columns mean and how to export the invoice list, the book of receipts and the help for the PO-SD form.
Before you start
- The Invoices item in the menu exists on the Pro and Premium plans, for all roles.
- The owner and managers see all of the business's invoices. An employee sees invoices issued in their name and invoices for their appointments.
- Only the owner and managers see the Exports for the accountant card.
The Invoices page
Open Invoices in the menu. Below the title it says “The salon's fiscalised invoices, stornos and exports for the accountant.”, and for an employee “Invoices you issued and invoices of your appointments.” When you can issue invoices, there's also a New invoice button on the right for a standalone invoice.
A notice appears below the title when needed:
| Notice | What it means |
|---|---|
| “Invoices can't be issued right now — check the fiscalisation status in the settings.” | For the owner: fiscalisation isn't turned on or isn't ready. The Settings → Fiscalisation link takes you to the settings. |
| “Invoices can't be issued right now. The owner turns it on under Settings → Fiscalisation.” | For other roles: the same situation, and the owner resolves it. |
| “To issue invoices, enter an employee's OIB.” or “To issue invoices, a manager needs to enter your OIB.” | Nobody has an OIB, or you don't. You still see the invoice list. |
Invoices are sorted newest first, 50 per page. Below the list are the Previous page and Next page buttons and a summary, e.g. “1–50 of 128”.
Filters and search
| Filter | What it does | Note |
|---|---|---|
| Period | Shows invoices issued in the selected date range. | The default is “Any time”. The × icon (“Clear the period”) clears the selection. |
| Status | All statuses or one of the statuses: awaiting JIR, fiscalised, no JIR yet, rejected, cancelled. | The statuses are explained on the How fiscalisation works page. |
| Location | All locations or one location. | Only if the business has several locations. |
| Employee | All employees or one employee. | Owner and managers only. Former employees are on the list too, because their invoices remain. |
| Search invoices | Searches by invoice number, buyer or email. | The results refresh as soon as you stop typing. |
When no invoice matches the filters, it says “No invoices” and “No invoice matches the chosen filters.” While you haven't issued any invoices yet, below “No invoices” it says “Invoices issued for appointments or here will show up in this list.”
List columns
| Column | What it shows |
|---|---|
| Number | The invoice number, e.g. 17/P1/1. A storno has the Storno label. |
| Issued | The date and time of issue. |
| Buyer | The client's name, or “No buyer”. |
| Employee | The operator in whose name the invoice was issued. |
| Location | The invoice's location, only if you have several locations. |
| Payment | Cash or Card. |
| Amount | The invoice total. |
| Status | The invoice's current status. |
On a phone, the list is shown as cards with the same details.
Invoice details
Clicking a row opens the details on the right, with the title Invoice … (or Storno …).
| Part | What it contains |
|---|---|
| Status | The invoice status, and for a rejected invoice also Why it was rejected. |
| Issued, Location, Employee, Payment method | The basic issuing details. |
| Buyer | The buyer's name and email, or “No buyer”. |
| Items and Total | Items with the quantity, the VAT rate if VAT is charged, and the total. |
| Fiscal data | JIR and ZKI. See Fiscal data: JIR and ZKI. |
| Delivery to the client | How and when the invoice was sent. See How the client gets the invoice. |
| Link to the storno | “The invoice has been cancelled.” with the Show the storno link, or “This storno cancels an invoice.” with the Show the invoice link. |
Actions at the bottom of the details:
| Button | When it's shown | Who |
|---|---|---|
| Open invoice | When the invoice has its own link. It opens in a new tab. | Everyone who sees the invoice. |
| Retry fiscalisation | For a rejected invoice and an invoice with no JIR yet. | The owner and managers. |
| Send again by e-mail | For a fiscalised invoice that isn't a storno. | The owner, managers and the employee who issued the invoice. Other employees see the button, but sending is refused. |
| Cancel invoice | For an invoice awaiting JIR, a fiscalised invoice and an invoice with no JIR yet. | The owner and managers. |
The procedures are described on the Storno and invoice delivery page.
Invoices on the client profile
On the client profile there's an Invoices section with that client's 20 most recent invoices and stornos: number, date, amount and status. Clicking an invoice opens the same details as on the Invoices page. If the client doesn't have an invoice yet, it says “The client has no invoices yet.” Here too, an employee sees only their own invoices. The same section also exists in the Appointa Pro app, in the client details.
Exports for the accountant
Below the list is the Exports for the accountant card (“Codevo Fiskal builds the reports from the issued invoices.”). The owner and managers see it when fiscalisation is ready or when the business already has issued invoices. It has four parts.
| Part | What you get | Format |
|---|---|---|
| Invoice list | All invoices and stornos issued in the selected period | CSV or Excel |
| Book of receipts (KPR) | Receipts per day for the selected year | Excel or PDF |
| PO-SD | Help with the PO-SD form (flat-rate taxpayers) | Shown in Appointa |
| KPR header | The name, address and activity printed on the book of receipts | Editing or viewing |
Invoice list
- In the Invoice list section, click the period selector and mark the first and the last day. The default is the current month.
- Click CSV or Excel.
The file downloads to your computer.
Book of receipts (KPR)
- In the Book of receipts (KPR) section, choose the year. The current year and the two previous years are offered.
- If you have several locations, choose All locations or one location in the second menu.
- Click KPR — Excel or KPR — PDF.
If the selected location has no business premises, you'll see “The location has no business premises.”
PO-SD
PO-SD uses the year selected for the book of receipts. Click Show PO-SD. The PO-SD for … overview opens with section III of the form from the book of receipts, summed over all locations:
- III.1 Cash receipts, III.2 Non-cash receipts and III.3 Total,
- a note on how card payments were booked,
- the By quarter table,
- an indicative bracket with the annual and quarterly tax, or the warning “The receipts are above the flat-rate limit — talk to your accountant.”,
- the Filing deadline,
- a list of the parts of the form that Codevo Fiskal doesn't fill in (Fiskal doesn't fill in).
For a year that's still in progress, it says “The year isn't over — the amounts are summed up to …”.
KPR header
Click Edit the header (owner) or Show the header (manager, with the note “The salon owner edits the header.”).
| Field | What you enter |
|---|---|
| Activity | The name of the activity as you keep it in your books. |
| Activity code (NKD) | A code such as 96.02. |
| Owner's full name | Printed on the book of receipts. |
| Owner's address | Printed on the book of receipts. |
| Card payments are booked as | non-cash receipts (column 6) or cash receipts (column 5). |
Click Save. “The KPR header was saved.” appears.
When fiscalisation isn't turned on or the plan changes
- Exports only work for a business that has turned on fiscalisation. Otherwise you'll see “Fiscalisation is not turned on.”
- When you turn off fiscalisation, issued invoices and exports remain available on the Invoices page.
- On the Starter plan, the Invoices item isn't in the menu, but issued invoices stay saved. You still see a client's invoices on their profile, and the owner sees all invoices and reports in the Codevo Fiskal portal. See Internal act and Codevo Fiskal portal.
How long invoices are kept is explained on the Obligations and pricing page.
Frequently asked questions
Why doesn't an employee see all invoices?
An employee sees only invoices issued in their name and invoices for their appointments. The owner and managers see all invoices.
How does the accountant get the data?
Download the invoice list or the book of receipts and pass the files on to your accountant. Appointa doesn't have a separate role for accountants.
Why does the amount in the reports differ from the amount in Analytics?
Prices in Appointa are for running your business and aren't a tax document. The official amount is the one on the invoice, and the exports for the accountant are built from issued invoices. See Prices in Appointa and VAT.
Can I export the book of receipts for an older year?
In Appointa you can choose the current year and the two previous years. The owner also sees all invoices and reports in the Codevo Fiskal portal.
Are stornos included in the export?
Yes. The invoice list contains all invoices and stornos issued in the selected period.