ROMANIA - e-Invoicing / RO eFactura export

Overview

In accordance with ANAF (Romanian National Agency for Fiscal Administration) requirements, businesses must submit issued invoices electronically using the RO eFactura system. The Clock PMS+ integration streamlines this process, enabling hotels to comply with these regulations effortlessly.

How It Works

• Automatic Processing: Once invoices are issued within Clock PMS+, they are automatically processed for delivery through the RO eFactura system.
• User Responsibility: Users need to ensure that all customer details are accurately filled in to facilitate successful document delivery.

Registration Requirements

Both the sender and the recipient must be registered in the RO eFactura system:

• Individuals: Identified by their CNP (Personal Identification Number).
• Companies: Identified by their CIF (VAT number).

Document Handling by ANAF

• Processing & Confirmation: Upon receipt, ANAF processes and digitally signs the documents as confirmation.
• Archiving Obligations: Businesses are required to archive signed documents for 10 years.

Clock PMS+ Archiving Features

• Automatic Download: Clock PMS+ automatically downloads the signed documents from RO eFactura.
• Secure Storage: These documents are stored securely in the Clock PMS+ database and can be accessed at any time.

User Experience

To ensure seamless export of documents to RO eFactura, it's essential to fill in the correct recipient details. Below are the necessary fields to complete when issuing documents:

• Guest:
  • Name
  • Address
  • Person ID number - with the person's CNP
  • City
  • Country
  • The configured B2C region field
• Company:
  • Name
  • Address
  • VAT number - with the company CIF
  • City
  • Country
  • The configured B2B region field

Export Process

• Automatic Export: Documents are exported to RO eFactura immediately after issuance.
• Retry Mechanism: If the initial export attempt fails, Clock PMS+ will automatically retry 5 more times with a one-hour delay between each attempt.
• Failure Notification: If all attempts fail, you will receive a ToDo notification to address the issue manually.

Monitoring Export Status

You can check the status of processed documents at any time by navigating to. Settings > All Settings > AppConnector > RO eFactura > Settings(cog wheel on the left upper corner)

Additional Features

• Hover for More Information: Hover over fields to view additional details. For example, hovering over the last icon (circle) displays the chronology of events for that document.
• View XML Data: Click on any line in the chronology to see the actual XML sent to RO eFactura.
• Accessing Archived Documents: Select the desired document to access its details and signed version by clicking the icon in Archive column.

Tips for a Smooth Experience

• Accurate Data Entry: Double-check all customer and company details to prevent export failures.
• Regular Monitoring: Keep an eye on the export status to address any issues promptly.
• Stay Updated: Ensure that both your Clock PMS+ and RO eFactura registrations are up to date.

Set it up

Before you can configure RO eFactura interface you need to make sуре the following prerequisites are in place:

• Your company has RO eFactura registration;
• Your have the Qualified Electronic Signature (QES) issued by ANAF's Virtual Private Space (SPV) in your possession as the connection can not be done without it
• Create new Guest profile field (Settings -> All Settings -> Guest profiles -> Guest profile fields) to accommodate the guests Community / Region / NUTS 3. Configure the field as shown below* 
• Create new Company custom fields (Settings -> All Settings -> Hotel -> Company custom fields) to accommodate the guests Community / Region / NUTS 3. Configure the field as shown below*
  • Community / Region / NUTS 3field configuration:
    • Name = Name of your choice;
    • Type = String
    • Tick the box Important (Guest profile field only);
    • Value list = Copy and paste the below content:

      RO-AB: Alba
      RO-AR: Arad
      RO-AG: Argeș
      RO-BC: Bacău
      RO-BH: Bihor
      RO-BN: Bistrița-Năsăud
      RO-BT: Botoșani
      RO-BV: Brașov
      RO-BR: Brăila
      RO-B#SECTOR1: București, Sector 1
      RO-B#SECTOR2: București, Sector 2
      RO-B#SECTOR3: București, Sector 3
      RO-B#SECTOR4: București, Sector 4
      RO-B#SECTOR5: București, Sector 5
      RO-B#SECTOR6: București, Sector 6
      RO-BZ: Buzău
      RO-CS: Caraș-Severin
      RO-CL: Călărași
      RO-CJ: Cluj
      RO-CT: Constanța
      RO-CV: Covasna
      RO-DB: Dâmbovița
      RO-DJ: Dolj
      RO-GL: Galați
      RO-GR: Giurgiu
      RO-GJ: Gorj
      RO-HR: Harghita
      RO-HD: Hunedoara
      RO-IL: Ialomița
      RO-IS: Iași
      RO-IF: Ilfov
      RO-MM: Maramureș
      RO-MH: Mehedinți
      RO-MS: Mureș
      RO-NT: Neamț
      RO-OT: Olt
      RO-PH: Prahova
      RO-SM: Satu Mare
      RO-SJ: Sălaj
      RO-SB: Sibiu
      RO-SV: Suceava
      RO-TR: Teleorman
      RO-TM: Timiș
      RO-TL: Tulcea
      RO-VS: Vaslui
      RO-VL: Vâlcea
      RO-VN: Vrancea

Configure the connection:

1. Authorize the connection:

• Log in to Clock PMS+(Use a user account with the AppConnector rights. Ensure the user has the "Activate / Deactivate integrations" permission granted.)
• Navigate to Settings -> All Settings -> AppConnector.
• Activate the RO eFactura integration from the Legal category.
• Once activated, click the Settings button at the bottom of the integrations card. Click on the connection button on the right

• You will be redirected to ANAF where you need to authorize the connection with the already mentioned Qualified Electronic Signature (QES) and your pin.

2. Configure the interface 

Once the connection is authorized complete the below straight forward configurations:

• Document types - You can control which documents to be exported to RO eFactura by enabling the respective document types;
• Issuer Settings:
  • Region - Select the Community / Region / NUTS 3 of your company;
  • E-mail - Specify a company e-mail which will be sent with the document to RO e-factura and will be used for communication if necessary;
  • Company Legal Form- Specify the registered legal form of your company. It may be some of the below values:
    • SRL - Limited Liability Company

    • SA - Joint Stock Company

    • SNC - General Partnership Company

    • SCS - Limited Partnership Company

    • SCA - Share Limited Partnership Company

    • PFA - Sole Proprietorship

• Customer Settings:
  • B2B region field - Select the Company custom field created to accommodate the company Community / Region / NUTS 3
  • B2C region field - Select the Guest profile field created to accommodate the guests Community / Region / NUTS 3
• Notification settings- Select the ToDo channel to be notified by issues related with the integration.

Troubleshooting

Export Failures

If document exports are unsuccessful after multiple attempts:

1. Check Customer Details: Ensure all required fields are correctly filled.
2. Verify Registrations: Confirm that both sender and recipient are registered in RO eFactura with correct identification numbers.
3. Contact Support: If issues persist, reach out to Clock PMS+ support for assistance.