NGOs & Public Entities > Records keeping > Documentation keeping

Documentation keeping

The registers, books and financial information are documents containing the recorded information in a chronological and systematic order of the trading transactions, which are held to determine the amount of tax liabilities of the non-profit organizations and the public entities.

The accounting data and financial information are stored from the non-profit organizations and public entities for at least 5 years, starting from the end of the tax year to which belong the documents.

The non-profit organizations and the public entities, for any sale, issue the tax bill or voucher.

Any sales/purchase of goods or rights, as well as any work or service, which is part of the activity, is subject to invoicing.

The invoices for the sale of goods or performance of works and services are tax bills, which are included in the calculations of the tax liability.

The tax bill contains the serial number and the personal identification number, the identification number of the non-profit organization and public entity, the date and place of issuance, the name and address of the parties, the carried out the date of the sale or work or service, their correct denomination, the full sales price and, if appropriate, the increases or other deductions, implemented, as well as the amounts numbered, whichever mode of payment of the invoice.

Tax bill with VAT

  1. Non-profit organization and the public entity, subject to the value added tax (VAT), whenever it provides goods or services to another person, must issue a tax invoice with VAT, in accordance with the Law no. 92/2014, dated 24.07.2014 "On value added tax", as amended.
  2. The Minister of Finance, by guidance, may provide the transactions for which there is no obligation to issue a tax invoice, by defining the criteria of documenting these transactions.
  3. Apart from the descriptions and the data provided in paragraph 3 of Article 49 of this Law, the tax bill with VAT contains:
    the value on which is calculated the VAT;
    the value with VAT implemented according to the categories of items, works and services;
    the amount of VAT.

Issuance of the tax bill
The seller issues the tax bill and the buyer shall request it at the time when the selling is completed or the work or service is performed. The tax bill is prepared from the seller in not less than two copies, from which one is taken and is stored from the buyer, and the other is kept and stored from the seller. The bill is prepared in a progressive serial number.

The tax voucher
The tax voucher is a tax document issued from the fiscal devices or other electronic equipment connected to a printer device.

The non-profit organizations and the public entities that issue tax vouchers are obliged to issue the invoice simultaneously, if the sale or service is carried out for a commercial use and, therefore, the buyer is obliged to request the bill.

All non-profit organizations and public entities that sell goods or provide services in facilities or permanent establishment, open to the public, must install equipment to issue the fiscal and tax vouchers for each transaction.

The tax voucher, unaccompanied with the invoice, is not known as a document justifying the expenditure for the buyer, performing a commercial activity.

The obligation to use the fiscal devices and establishing monitoring systems of the circulation
The non-profit organizations and public entities that realize the movement of goods and services for which payments are not made through the bank, are required to install and use the fiscal system through the use of the fiscal devices to record the payments in cash and to issue, on a mandatory basis, the tax voucher.

The documentation of goods
Non-profit organizations and public entities which hold, trade, use or transport goods, shall have the necessary tax documents that prove the ownership or control over these goods at the request of the tax administration officials.

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