Sending, Receiving, and Monitoring Invoices in SPV

We will explore how you can quickly manage invoices in the Virtual Private Space (Spațiul Privat Virtual - SPV). We will cover the steps for sending issued invoices, monitoring them, and managing invoices received from suppliers.

Sending issued invoices to SPV

1. Accessing the option to send to SPV:
   • Navigate to the Sales - Invoices section.
   • In the Actions column next to each issued invoice, click on the Integrations button. You will see two options: e-Factura and e-Transport. Choose e-Factura to send the invoice to SPV. Sending is performed instantly.
2. Monitoring upload status:
   • If you have the e-Factura column activated, the upload status in SPV will be displayed automatically and can have one of three symbols:
     • The X symbol – the invoice has not been sent.
     • The warning triangle symbol – an attempt to send was made, but there is an error. You can hover the cursor over the symbol to view error details and correct it.
     • The green checkmark symbol – the invoice was successfully sent to SPV.
3. Sending from the view window:
   • For an alternative sending method, select the desired invoice and access the View button.
   • At the bottom of the opened window, click on Actions and select Send e-factura to perform the transmission.
4. Upload confirmation:
   • After successfully sending an invoice, a new row with the text e-factura created and a green checkmark symbol will appear at the top of the invoice. By clicking the green checkmark, you can download an SPV upload confirmation.
5. Managing transmitted invoices:
   • On the main Invoices page, you will find the e-Factura tab, where all invoices sent to SPV are listed, compliant with the e-Factura template. From here, invoices can be downloaded either in PDF or XML (ZIP) format.
6. Automatic update:
   • The Invoices page has an Update button at the top right, which allows for a manual status refresh. The iflows platform updates automatically once per hour to include new invoices.

Managing invoices received from suppliers

1. Viewing and processing incoming invoices:
   • In the Financial – Purchases section, you can find all incoming invoices uploaded to the iflows platform. Access the e-Factura tab to view invoices received in SPV.
2. Generating a purchase from an incoming invoice:
   • In the Actions column of each incoming invoice, click the orange Generate purchase button. This will quickly create a purchase record in iflows, automatically filling in most of the required fields.
3. Changing status after purchase:
   • After generating the purchase, the invoice status will change from New to Purchase, indicating that the invoice has already been processed in the system.
4. Managing disputes and other actions:
   • In the Actions column, a Send message button is available, used to communicate potential disputes regarding the invoice, such as non-recognition of the document. Enter the message and it will be transmitted to SPV.
   • Received invoices can also be downloaded in PDF or ZIP format.