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KigoKasa

Learn how to connect and configure KigoKasa for automated invoice generation with Croatian fiscalisation.

KigoKasa is a comprehensive Point of Sale (POS) and accounting software solution widely used in Croatia. This guide covers both connecting your KigoKasa instance and configuring it for optimal order processing with Croatian fiscalisation compliance.

Table of Contents

Before You Start

Prerequisites

What You'll Need

  • Username - Your KigoKasa API username
  • Password - Your KigoKasa API password
  • Employee PIN - The PIN code (OIB) used for fiscalisation

Connecting KigoKasa

  1. Navigate to: /home/accounting/connect
  2. Select "KigoKasa" from the package dropdown
  3. Fill in your connection details:
    • Username: Your KigoKasa API username
    • Password: Your KigoKasa API password
  4. Click "Connect to KigoKasa" to verify the connection and save the configuration

Configuring KigoKasa Settings

After successfully connecting KigoKasa, you'll need to configure how orders are processed and mapped to your accounting system.

General Settings

Employee PIN:

  • Enter the personal identification number (PIN) of the employee/system creating invoices
  • In KigoKasa, navigate to Options > Employees. Here you find the PIN codes.

Understanding KigoKasa Items

KigoKasa uses Items to represent line items on invoices. Each item in KigoKasa includes:

  • Item title (used as description on invoices)
  • Reference code (product code)
  • Price information
  • VAT percentage (PDV)
  • Category

Important: When you select an item in BrickInvoice, the item's title from KigoKasa will automatically be used as the description on invoices. You don't need to configure descriptions separately.

Item Mapping

You'll need to configure separate items for different customer locations and line item types. BrickInvoice automatically selects the correct item based on the customer's location.

Product Line Items: Configure items for standard product sales (LEGO parts with VAT):

  • Domestic Sales Item: For sales within Croatia (typically 25% PDV)
  • EU Sales Item: For sales to other EU countries (if your business is in the EU)
  • Export Sales Item: For sales outside the EU (typically 0% PDV)

Margin Scheme Line Items: Configure items for margin scheme products (second-hand goods):

  • Domestic Margin Item: For domestic margin scheme sales
  • EU Margin Item: For EU margin scheme sales
  • Export Margin Item: For export margin scheme sales

Shipping Line Items: Configure items for shipping costs:

  • Domestic Shipping Item: For domestic shipping costs
  • EU Shipping Item: For EU shipping costs
  • Export Shipping Item: For export shipping costs

Handling Fees Line Items: Configure items for handling/processing fees:

  • Domestic Handling Fees Item: For domestic handling fees
  • EU Handling Fees Item: For EU handling fees
  • Export Handling Fees Item: For export handling fees

How Item Selection Works

When an order is processed:

  1. BrickInvoice determines customer location (domestic, EU, or other)
  2. Selects the appropriate item from your configuration
  3. Uses the item's title from KigoKasa as the line description
  4. Applies the item's VAT rate automatically

Example:

  • Customer from Croatia → Uses "Domestic Sales Item"
  • Customer from Germany → Uses "EU Sales Item"
  • Customer from USA → Uses "Export Sales Item"

Payment Status Mapping

Configure how invoices are marked as paid or unpaid based on the payment method used by the customer. This feature allows you to automatically set the payment status in KigoKasa based on your business workflow.

Payment Method Categories:

BrickInvoice groups payment methods into three categories:

1. Online Payments (Stripe, PayPal)

  • Electronic payments processed through online payment providers
  • Typically confirmed instantly
  • Default: Leave empty to use KigoKasa default behavior

2. Cash Payments (Cash, COD - Cash on Delivery)

  • Physical cash payments or cash on delivery
  • Payment received upon delivery or at pickup
  • Default: Leave empty to use KigoKasa default behavior

3. Other Payments (IBAN, Bank Transfer, Other)

  • Bank transfers and other payment methods
  • Usually confirmed before order fulfillment
  • Default: Leave empty to use KigoKasa default behavior

Configuration Options:

For each payment method category, you can choose:

  • Paid - Invoice is marked as paid
  • Not Paid - Invoice is marked as unpaid
  • Use API Default - Leave empty to let KigoKasa use its default behavior

How It Works:

  1. Order payment method is detected (e.g., "stripe", "paypal", "cash")
  2. BrickInvoice categorizes the payment into one of three categories
  3. Configured status is applied to the invoice in KigoKasa
  4. If not configured, KigoKasa API uses its default behavior

Important Notes:

  • This setting only affects new invoices created after configuration
  • If you leave all fields empty, KigoKasa will use its default payment status logic
  • You can configure some categories and leave others empty
  • Changes to this configuration do not affect existing invoices in KigoKasa

Configuration Tips

1. Create Items in KigoKasa First

  • Go to KigoKasa → Items menu
  • Create separate items for each combination of:
    • Line item type (product, margin, shipping, handling)
    • Customer location (domestic, EU, export)
  • Set appropriate VAT percentages for each item
  • Use clear, descriptive titles (these appear on invoices)

2. Use Clear Item Titles

  • Item titles from KigoKasa will appear on invoices
  • Example titles:
    • "LEGO Parts - Croatia" (Domestic products)
    • "LEGO Parts - EU" (EU products)
    • "LEGO Parts - Export" (Export products)
    • "Shipping Costs" (Shipping)
    • "Handling Fees" (Handling fees)
    • "Margin Scheme - Croatia" (Margin scheme)
  • Keep titles consistent for easier bookkeeping

3. VAT Configuration

  • VAT rates are configured per item in KigoKasa
  • Common Croatian VAT rates:
    • 25% (standard) - for domestic and EU sales (if VAT registered)
    • 0% - for export sales, margin scheme, or if you are not VAT registered
  • Important: If you are not VAT registered, set all items to 0% PDV
  • Set appropriate VAT for each item based on:
    • Your VAT registration status
    • Customer location
    • Item type

4. Recommended Item Setup

For VAT Registered Businesses:

Option A: Separate Items per Location (Most common) Create at least these items in KigoKasa:

  • LEGO Parts - Croatia (25% PDV)
  • LEGO Parts - EU (25% PDV)
  • LEGO Parts - Export (0% PDV)
  • Shipping - Croatia (25% PDV)
  • Shipping - EU (25% PDV)
  • Shipping - Export (0% PDV)
  • Handling Fees - Croatia (25% PDV)
  • Handling Fees - EU (25% PDV)
  • Handling Fees - Export (0% PDV)

If using margin scheme, add:

  • Margin Scheme - Croatia (0% PDV)
  • Margin Scheme - EU (0% PDV)
  • Margin Scheme - Export (0% PDV)

Option B: Reuse Items (Simplified) You can use the same item for multiple line item types if your bookkeeping allows it:

  • Same item for all product types (product, shipping, handling) within one location
  • Example: "Sales Croatia (25% PDV)" for domestic products, shipping, and handling
  • This simplifies your setup but provides less detailed bookkeeping

For Non-VAT Registered Businesses:

If you are not VAT registered, create items with 0% PDV for all locations:

  • LEGO Parts (0% PDV) - can be used for all locations
  • Shipping (0% PDV) - can be used for all locations
  • Handling Fees (0% PDV) - can be used for all locations

Since all rates are 0%, you can use the same item for domestic, EU, and export sales, or create separate items for better tracking.

5. Test with Sample Order

  • Process one test order to verify configuration
  • Check created invoice in KigoKasa
  • Verify correct items are used based on customer location
  • Check fiscalisation data (ZKI, JIR codes)
  • Ensure customer information syncs properly

Invoice Features

Automatic Invoice Creation

When orders are synchronized:

  1. Customer Sync: Customer data (client) is created or updated in KigoKasa
  2. Invoice Generation: Invoice is created with proper line item structure
  3. Invoice Number: KigoKasa automatically generates invoice number in format: {pos_number}/{place_short}/{place_pos}
  4. Invoice URL: Direct link to view invoice in KigoKasa is provided

Customer Management

BrickInvoice automatically manages customers (clients) in your KigoKasa system:

  • Customer Creation: New clients are automatically created based on order data
  • Customer Updates: Existing client information is updated when needed
  • Customer Search: System searches by reference code (customer username) to avoid duplicates
  • Address Information: Billing addresses are mapped from order data

Invoice URLs

BrickInvoice automatically generates direct links to view invoices in your KigoKasa interface. These URLs allow you to quickly navigate to the invoice in KigoKasa for review or further processing.

Example URL format: https://trgovina.kigoserver.com/hr/pos/printPreview?id={invoice_id}

Manual Synchronization

You can manually synchronize orders through the system, useful for:

  • Testing your KigoKasa configuration
  • One-time synchronization of specific orders

Troubleshooting

Connection Issues

"Authentication Failed"

  • Cause: Invalid username or password
  • Solution: Verify your credentials in KigoKasa
  • Check: Ensure you have the right credentials for your account

"Connection Test Failed"

  • Cause: Network issues or invalid credentials
  • Solution: Check your internet connection and verify credentials
  • Contact: KigoKasa support if problem persists

Configuration Issues

"Items Not Loading"

  • Check connection: Verify KigoKasa is still connected
  • Permissions: Ensure user can view items in KigoKasa
  • Empty items: Check that you have created items in KigoKasa
  • Refresh: Try refreshing the configuration page

"Invoice Creation Failed"

  • Missing items: Verify all required items are selected in configuration
  • Item not found: Check that selected items still exist in KigoKasa
  • PIN not set: Ensure Employee PIN is configured in settings

Best Practices

Item Organization

Recommended Item Structure in KigoKasa:

For VAT Registered Businesses:

Items organized by type and location:

Product Items:
├── LEGO Parts - Croatia (25% PDV)
├── LEGO Parts - EU (25% PDV)
└── LEGO Parts - Export (0% PDV)

Margin Items (if using margin scheme):
├── Margin Scheme - Croatia (0% PDV)
├── Margin Scheme - EU (0% PDV)
└── Margin Scheme - Export (0% PDV)

Shipping Items:
├── Shipping - Croatia (25% PDV)
├── Shipping - EU (25% PDV)
└── Shipping - Export (0% PDV)

Handling Items:
├── Handling Fees - Croatia (25% PDV)
├── Handling Fees - EU (25% PDV)
└── Handling Fees - Export (0% PDV)

For Non-VAT Registered Businesses:

Simplified items with 0% PDV:

├── LEGO Parts (0% PDV)
├── Shipping (0% PDV)
└── Handling Fees (0% PDV)

Note: Use these same items for all customer locations
(domestic, EU, and export) since VAT rate is always 0%.

VAT Configuration

For VAT Registered Businesses:

  • Standard Rate (25% PDV): Use for domestic and EU sales of products, shipping, and handling fees
  • Zero Rate (0% PDV): Use for export sales (outside EU) and margin scheme items
  • Ensure items have correct VAT rates set in KigoKasa to comply with Croatian tax regulations

For Non-VAT Registered Businesses:

  • All Items: 0% PDV: Since you don't charge VAT, all items should have 0% PDV rate
  • Simplified Setup: You can use the same item across all customer locations
  • Invoice Note: Consider adding a note in your KigoKasa settings indicating "Not VAT registered" for transparency

Important: Your VAT registration status affects:

  • Which VAT rates to configure in KigoKasa
  • How many items you need to create
  • Your fiscalisation requirements in Croatia

Payment Status Configuration

Choose a configuration that matches your business workflow:

Manual Verification (Conservative)

  • Leave all fields empty or set all to "Not Paid"
  • Manually mark invoices as paid in KigoKasa after verification
  • Best for: New users or businesses requiring strict payment verification

Hybrid Approach (Recommended)

  • Online Payments: Paid (trust Stripe/PayPal)
  • Cash Payments: Not Paid (verify upon delivery)
  • Other Payments: Not Paid (verify bank transfers manually)
  • Best for: Most businesses - balances automation with control

Full Automation

  • Online Payments: Paid
  • Cash Payments: Not Paid
  • Other Payments: Paid
  • Best for: High-volume sellers with reliable payment processing

Tips:

  • Start conservative and gradually automate as you gain confidence
  • Configuration changes don't affect existing invoices
  • Test with sample orders before going live

Next Steps

After configuring KigoKasa:

  1. Test integration - Process a few test orders with different payment methods
  2. Verify invoices - Check that invoices are created correctly in KigoKasa with proper payment status
  3. Review payment status - Verify that payment status mapping works as expected for your workflow
  4. Set up automation - Configure automated invoice generation schedules
  5. Monitor integration - Regularly check that orders sync properly

Support

If you encounter issues with the KigoKasa integration:

  • Connection issues: Verify API credentials and KigoKasa account status
  • Configuration help: Review item mappings and Employee PIN settings
  • Invoice errors: Check KigoKasa item setup and customer data
  • Fiscalisation issues: Contact KigoKasa support for tax compliance questions
  • Technical support: Contact BrickInvoice support with specific error details