Generating a transport can be done in several ways. In addition to manual initiation, you have the option to generate e-Transport directly from the Invoices and Notices sections, where part of the information is automatically retrieved from existing documents, thus simplifying the process.

Generating e-Transport from the Invoices section:

• Go to Sales > Invoices, select the desired invoice, and click the Generate e-Transport button. The platform will automatically pull details such as products and quantities from that invoice, facilitating the transport initiation.

Generating e-Transport from the Notices section:

• In the Sales > Notices section, you can generate an e-Transport directly from the notice. Select the notice, click the Generate document button, and choose the e-Transport option. Certain fields will be filled in automatically based on the data in the notice.

We will now present the manual initiation mode for a transport, providing you with the necessary flexibility to manage any possible scenario.

1. Accessing the e-Transport section

• In the main menu of the iflows platform, go to the Integrations section and select the e-Transport option. If this option is not available in your interface, most likely the integration with e-Factura has not been completed or has not been updated to the latest version.

2. Adding a new transport

• Click the Add e-Transport button to initiate a new transport.

3. Completing transport details

The sections that must be completed are as follows:

Section 1: General

• Declarant CIF: Will be pre-filled with the company's Tax Identification Number (CIF).
• Operation Type: Select the operation type from the list of available options. This step is essential, as the operation type determines the transport flow.

Available operation types:

1. Intracommunity acquisition
2. Lohn system operation (EU) – incoming
3. Stocks at customer's disposal – incoming
4. Intracommunity delivery
5. Lohn system operation (EU) – outgoing
6. Stocks at customer's disposal – outgoing
7. Transport on national territory
8. Import
9. Export
10. Intracommunity transaction – Entrance for storage/forming new transport
11. Intracommunity transaction – Exit after storage/forming new transport

How to correctly select the operation type based on the issuer's role:

• Intracommunity acquisition
• Lohn system operation (EU) – incoming
• Stocks at customer's disposal – incoming
• Import
• Intracommunity transaction – Entrance for storage/forming new transport

• Intracommunity delivery
• Lohn system operation (EU) – outgoing
• Stocks at customer's disposal – outgoing
• Transport on national territory
• Export
• Intracommunity transaction – Exit after storage/forming new transport

Section 2: Commercial Partner

• Commercial Partner: Fill in the name or CIF of the commercial partner (supplier or customer).
• Commercial Partner Code: Enter the partner code (if applicable). In the case of Romanian individuals, for 30-TTN (Transport pe Teritoriul Național - Transport on National Territory) type operations, if the CNP/NIF (Personal Identification Number) is not known, it can be replaced with the string "PF".
• Commercial Partner Country: Select the partner's country of origin.

Section 3: Transport Data

• Transport Date: Select the date the transport begins.
• Transport Organizer: Enter details of the company organizing the transport.
• Transport Organizer Code: The fiscal code of the organizer.
• Transport Organizer Country: Country of origin of the organizer.
• Vehicle Number: Enter the vehicle's registration number.
• Trailer Number: If there are trailers, fill in their numbers.

Section 4: Starting Location

• Import Address: If you choose the My Company option, you can automatically import address data for your company headquarters without having to fill in address fields manually. Click the Import button to retrieve this data.

If you do not use the import option, fill in the following fields manually:

• County: Select the county where the transport begins.
• Locality: Fill in the locality.
• Street: Enter the street name.
• Street No.: Enter the street number (optional).
• Postal Code: Fill in the postal code (optional).
• Building, Entrance, Floor, Apartment: Additional details, if applicable (optional).
• Other Information: Any relevant details regarding the starting location (optional).

Section 5: Final Location

• Import Address: Just like with the starting location, if you select the My Company option, you can automatically import address data from the company profile. Click the Import button to auto-fill all address fields.

If you do not use the import option, fill in the following fields manually:

• County: Select the transport destination county.
• Locality: Enter the destination locality (this field is mandatory).
• Street: Enter the street name (this field is mandatory).
• Street No.: Street number, if available.
• Postal Code: Enter the postal code (optional).
• Building, Entrance, Floor, Apartment: Additional details, if applicable (optional).
• Other Information: Add any other relevant information for the final location, if necessary.

4. Transported Goods

• Click on the Add Product button to enter each transported product. The details you must complete include:
• Operation Purpose: Choose the purpose of the operation (Commercialization, Transfer between inventories, Goods at customer's disposal, Others).
• Tariff Code: Enter the corresponding tariff code.
• Product: Fill in the product name.
• Quantity: Enter the quantity of the transported product.
• MU: Choose the unit of measurement (e.g., kg, pcs).
• Net Weight: The net weight of the goods.
• Gross Weight: The gross weight of the goods.
• Value without VAT: The value of the goods, excluding VAT.

Adding multiple products:

• You can add more products by clicking the Add Product button.

• Alternatively, you can import product details based on invoices by attaching the invoice. The invoice will automatically fill in the lines in the Transported Goods section.

This operation is only available when the partner specified in the notification is a customer, meaning the operation type is Intracommunity Delivery, Transport on National Territory, Import, or Intracommunity Transaction.

5. Adding Documents

• Invoice/Notice number selector: When you opt to import documents (invoices or notices), a document selector will open, allowing you to insert/select the number of the invoice or notice previously issued in the iflows platform. Once the desired document is selected, the system will automatically pull its associated details (such as product and quantity – however, you will need to manually add the weight).
• Limitations for CMRs and other external documents: For documents not issued within the iflows platform (such as CMRs or other external documents), these cannot be automatically imported. In this case, you will need to manually enter the following information: Document number, Document date, and additional Observations related to the document, if applicable.

6. Sending the transport

• After completing all fields, save the transport.
• In the Actions column next to that transport, click the Send e-Transport button to send the data to the RO e-Transport system.

7. Possible transport statuses

The system may display one of the following four statuses:

• Validated: The transport has been approved by ANAF, and a UIT code has been generated and assigned to the transport. The UIT code will appear in the corresponding column, and the transport can legally proceed.
• Received: Transport data has been received by ANAF, and the UIT code has been issued, but the transport requires manual confirmation in the platform. Once the UIT code is displayed, click the Confirm e-Transport button to confirm that the products reached their destination and to finalize the transport process.
• Not Sent: This status indicates that the transport was created in the platform but has not been sent to RO e-Transport. The user must click the Send e-Transport button to initiate data transmission.
• Error: The transport was not successfully transmitted due to a technical error or incomplete/incorrect data. To diagnose and resolve the error:

1. Click on the view symbol in the Actions column of that transport.
2. At the top of the page, under status, the message Error will appear.
3. Click on this message to see additional details about the nature of the error. The system will provide specific information about what caused the error, allowing you to correct the data and resend the transport.

8. Validating and modifying the transport

• Once the transport is validated, you have the option to change the vehicle used by clicking the Change Vehicle button.
• The transport can be marked as finished by confirming it with the Confirm e-Transport option.

9. Special cases:

• In the event the transport no longer takes place or the goods are not fully received, you can select the Invalidated or Partially Confirmed option and add details in the Observations field.

10. UIT validity period

The validity period of the UIT code is essential for the legality of the transport. It indicates the time interval during which the transport can be performed and is calculated as transport start date + 15 days.

In the iflows platform, there is a dedicated column named Validity, where the period during which the transport can be legally performed is displayed. It is important that:

• The transport does not start before the initial date of this period.

• The transport reaches its destination before the expiration date of the validity period.

11. Declaring transport after UIT expiration

If the validity period of the UIT code has expired due to technical problems with the RO e-Transport system, the user can opt for Post-breakdown Declaration (Declarație post avarie), thus justifying exceeding the deadline.

This option is available only in situations where the deadline was exceeded due to technical issues with the RO e-Transport (SPV) system, not due to user delays or omissions. In such cases, the Post-breakdown Declaration justifies exceeding the deadline and allows the completion of the transport confirmation process.

• If the UIT code validity has expired and you attempt to confirm the transport, the system will automatically activate the Post-breakdown Declaration option.
• You must select the confirmation type and, if necessary, add additional information to justify the delays before sending the declaration.

If you wish to check the XML files generated and transmitted to the RO e-Transport system, you can do so directly from the transport list.

• In the transport list, locate the desired transport and click the view symbol (the eye icon) in the Actions column.
• After accessing the transport details, at the bottom of the page, you will see the Sent XML Files section. All XML files transmitted to the SPV are displayed here, with the following details:

1. Type: Type of file transmitted (e.g., notification, vehicle modification).
2. Status: Transmission status, which can be valid (successfully processed) or errors may appear.
3. Date: Date and time the XML file was transmitted.
4. Errors: If the file had errors, they will be described here as well.

This functionality allows you to monitor transmitted files and check the success of notifications for each individual transmission.