e-Factura in EBS-RO

1. Overview

It is possible to send the invoice content with a special type of file (xml) to ANAF.

Sending invoices is mandatory, starting 1.07. 2022, for the following transactions:

• B2G (business-to-government) transactions.

• B2B (business-to-business) transactions containing at least one 'high risk' element.

• B2C (business-to-consumer) transactions with holiday vouchers payment method.

Attention: As of January 1, 2024, the e-Factura system becomes mandatory for all VAT-registered companies in Romania and as of January 1, 2025, all B2C transactions must be sent to the e-Factura system.

1.1. General considerations

• EBS installation version should be at least 5.8.0.1, or newer.

• Each time, get and install the latest hotfixes

• Some of the configurations are common with SAF-T.
  
  

1.2. New coding for counties

These can be found in the menu: Tools & Configuration > Personalization > People > Address data > Counties

It is mandatory and the Addresses column must be completed.

If SAF-T has already been set up, this step is no longer necessary as it is also included in that instruction.

This column contains the code of each county in RO and can be different from the one used for the D394 declaration.

• Information can be added manually or by running an .emi

• There is an .emi that we can use to update that column.
  
  

1.3. Company Person Card

A first step is to verify the information entered on the company's person card. To avoid errors, it is advisable to make sure that the following details are mentioned:

1. VAT type,

2. Commercial Register registration number,

3. Address: postal code / town / (zone/sector) / county / country,

4. Main bank account,

5. E-mail address.

Attention: A service restart is required for any changes.

2. Company parameters

In the category  ΑNAF Services and Declarations  new parameters have been added for entering all the necessary authentication data to communicate with ANAF services for e-invoice:

• BIT Services - Connection Key (Api Key). Provided by BIT Software.
  It is the same for SAF-T.

• E-Factura - Organization Information. Click the three dots and in the pop-up window all fields must be completed. If a field is not complete, you should go back to the company person and fill in the missing information. Not in the pop-up window.

Entersoft web API - connection key. It is necessary that the client has a subscription in ES API and add the application Entersoft RO ANAF e-Factura. After that we create an endpoint key and it automatically fills in the parameter. 

• We first finalize the BIT services - authentication key (Api Key) and press save

• It is necessary to restart the service.

• Fill in E-Factura - Organization Information and press save.

• A restart of the service is required.

• Configure the subscription in ES Cloud and create the EndPoint; instructions for creating a subscription in ES Cloud are detailed in the Entersoft Cloud manual.

There are other parameters in the same section that manage:

• real-time e-Factura transmission to ANAF
  This parameter will control whether the invoice will automatically go to ANAF or not.
  It is recommended to keep the default value = FALSE. This means that the user will press the button to send the invoice.

• UDF field of the document type where the CPV code is declared (related to BT-158) This parameter requires configuration under the following conditions:

  • B2G transactions are involved;

  • The CPV code of an item is not the same in all transactions.

• Customer receipt source (related to BT-158);

• Buyer reference source (BT-10 related);

• Item description source (related to BT-153 and BT-154).

La categoria Implementare parametri definiți, se vor utiliza:

• Număr 10 (aferent BT-153 și BT-154, cazul serviciilor);

• Număr 8 (aferent BT-127).
  
  

3. Document series

In the series of documents involved in the electronic invoice, select the relevant values in the following fields:

• Electronic Invoice. Select the value By Vendor.

Transaction type. Select one of the values B2B or B2G, as appropriate.

Only document series with the above values can be sent to ANAF. 

You can use bulk modification to mass update more than one series of documents.

Warning: if the series has Direct Call Method, when we parametrize the series and the user registers a document, it will be automatically uploaded to ANAF. For any modification a re-cache is required.

4. Document types

For the document types involved in e-Factura, select the value in the SAF-T Invoice Type field, to be sent to the Invoice Type field of the file. 

You can use bulk modification to mass update multiple document types.

If the values do not exist, manually open the values in the table:

Configuration and Tools > Configuration… > Documents and Series > Standard Audit File - SAF-T > Invoice Type

A re-cache is required for any changes.

5. Sectors

Another column that is mandatory and should be filled in is the Area Description column.

These can be found in Configuration and Tools  > Configuration… > People > Address data > Postal codes

In that column we fill in the Sector only for ZIP Codes where the city is Bucharest.

The possible values are: SECTOR1 ÷ SECTOR6.

6. Customer card

For each customer for which we have a B2B or B2G transactions the following fields must be filled in:

1. VAT

2. Address: postcode, city, zone, district, country.
   
   

7. Currency

The currency code LEU should exist and the ISO code should have RON.

Warning: A service restart is required.

8. Item card

The user must fill in the following fields for items, as applicable:

• Intrastat Code. For transactions categorized as B2B, the Intrastat code for all items used in the transactions must be filled in the document field of the same transaction type.

• Related to electronic invoicing. Any item must have this field selected.

CPV Code. For transactions that have been categorized as B2G, the document field of the same transaction type must be filled in with the CPV code, for all items used in this type of transaction.

9. CPV codes

We should run an .emi to populate the table with all possible CPV codes.
There is an .emi that can be used to import the list of CPV codes.

After that, the CPV codes need to be added at item level.

Below are some links we recommend for further help.

• https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=CELEX:32008R0213

• http://anap.gov.ro/web/wp-content/uploads/2019/02/Reclasificare-coduri-CPV.pdf

10. Customer codes and item descriptions

• The automation that created the .xml to ANAF exports the first non-null value for the item description (chap. 16. BT-15) based on the following sequence:

  • Multiple Codes (StringField 1 = EBS Customer Code, Description = Item Description)

  • Article related persons (Comment 1 = Article Description)

  • Item description

• The automation that created the xml to ANAF exports the first non-null value for article code (chap. 16. BT-156) based on the following sequence:

  • Multiple Codes (StringField 1 = EBS Customer Code, Code = Item Code)

  • Article related persons (Code = Article Code)

  • Product code

11. Document

In the documents form we make visible the Transaction kind field and in the scroller with Sales Invoices.

12. e-Factura management

The main screen for the management of "sent" invoices is done via the scroller accessible from the Sales > E-invoice management sent invoices menu.
All transaction documents to be sent to the ANAF are displayed here.
The documents are grouped according to their dispatch status:

• Failure - Sent but failed due to errors

• Success - Delivery was successfully completed

• To be sent - Not yet sent.

• Pending - Has been sent but is still being processed by ANAF.

For any documents that have not been sent due to errors, the user can display the errors by clicking on the Errors field. 

The following Actions are available to manage pending documents and documents that have not been sent due

to an error:

• Send Invoices - Send a document that could not be sent.

• Refresh status - Update the delivery status of all documents in the pending state.

• Download Zip - If a document fails to send, you can download the file to disk, along with a full report of its errors. Useful when contacting support.

• Download XML - If an invoice is rejected by ANAF, you can download the generated file that failed to be sent.
  
  

13. Special cases

Invoices with VAT value 0:

• Self invoices from suppliers not liable for VAT,

• Reverse charge invoices (e.g. waste invoices).

For all the above cases, the reason for VAT exemption is mandatory.

It can be:

• If the supplier is not a VAT payer, the reason is VATEX-EU-O.

• If it is a reverse charge sale, the reason is VATEX-EU-AE.

14. Restrictions on sent invoices

Once an invoice has been successfully sent to ANAF, any changes to the invoice will produce an error. This is when the status of the invoice is Successful not the fact that it has received the Charge ID.

Verification is only done on the fields considered by EBS to be official ID data.

It is not part of this verification:

• User defined fields

• Business dimensions (Business Unit, Activity, Dimension1, Dimension2, Project)

• Variations stock items (Lot, Serial Number, Color, Size, Dimension1, Dimension2)

• Other informative fields (Alternative Argumentation, Development Step, Means of Transportation, Task etc).

In order to allow some changes for a specific group of users, it is necessary to create a document access profile by accessing the Configuration and Tools > Customize... > Documents and Series > Document access rights profile menu.

15. e-Factura from Suppliers (inbound)

Starting with version 5.8.0-1, the e-Invoice functionality has been extended to receive SPV invoices from suppliers.

The functionalities covered are the following:

• Download supplier invoices,

• Download invoices list report,

• Bulk saving of invoices in .pdf, .xml. and .zip format in a user selected path,

• Correlate invoice downloaded from SPV with invoice already registered in EBS,

• Create a new document with header data retrieval.

A new report has been added to the Purchasing & Procurement > e-Invoice - inbound invoices management menu.

In addition to displaying the downloaded data, the report contains the following options:

• Automation for downloading supplier invoices,

• List of downloaded invoices and link (if any) to invoices already registered,

• Automations to download invoices in .pdf, .zip, .xml format.

The report contains the following filter parameters:

• Invoice issue number and date,

• Invoice loading date,

• Supplier CUI,

• Supplier.

The report displays the following information;

• Invoice number and date,

• SPV ID and charge date,

• CUI and supplier name,

• Currency, values,

• Upload date in EBS.

The following Actions can be executed through the available automations:

• Download invoices - Download received invoices to EBS.

The automation parameters are Start date and End date for uploading invoices to SPV.

After running the automation, the report will display the invoices as selected.

Even if run multiple times over a period of time, invoices are only loaded once.

As a result of running this automation, some downloaded invoices may appear in the list with the Core  check mark and an EBS document number already recorded.

The criteria by which it attempts to identify a document in the EBS are as follows:

• Current company,

• Trading partner with CUI similar to the one received (can be with/without RO),

• Alternative document EBS = Supplier invoice number,

• Alternative document date = Vendor invoice date,

• Net amount = TaxExclusiveAmount or Total amount = TaxInclusiveAmount.

Download xml: the invoice is exported in .xml format

If the user selects a single invoice, a new screen will open with the following fields:

• filename, automatically prefilled,

• file path - the user will fill in the path.

If the user selects multiple invoices, the screen that will open will contain only the path that the user needs to fill in/select for the bulk saving of the invoices.

The pre-filled name of each invoice file has the following format:

1. Company,

2. Supplier name,

3. Invoice number,

4. Invoice date,

5. SPV ID.

Download pdf: export invoice in .pdf format

The functionality is similar to the previous one (for saving .xml).

Download zip: export invoice in .zip format

The functionality is similar to the previous ones (for saving .xml, .pdf).

The .zip archive contains the .xml file of the invoice and the .xml file with the signature from the SPV.

Correlations

The automation allows "matching/linking" invoices received from the SPV with invoices already registered in EBS.

In the selection screen, the supplier will be pre-filled from the line on which the cursor is positioned.

In the Documents field, select the invoice to be linked to. Only uncorrelated invoices are already displayed.

Once the automation is completed, the document number in the EBS will already be displayed in the report.

De-correlation

The automation allows you to de-match an invoice registered in EBS with one downloaded from SPV.

The purpose may be to re-match the invoice from the SPV with another document already recorded in the EBS.

Create document

If the invoice is not yet registered in EBS, the automation allows opening a new document directly from the report.

The document type will be chosen.

The following data are pre-filled:

• Supplier code,

• Document Date - date of upload to SPV (but can be changed),

• Alternative document date - date issued by the supplier,

• Invoice number - invoice number from the supplier.

The other invoice information is filled in as usual (items, quantities, prices).

Once the document has been saved, it will be automatically matched to the invoice in the SPV from which the automation was started.

16. Sources for eFactura fields