Generating a transport can be achieved in several ways. Besides fully manual initiation, you have the option to generate e-Transport directly from the Invoices and Delivery Notes sections, where a part of the information is automatically retrieved from existing documents, thus simplifying the process.
Generating e-Transport from the Invoices section:
- Access Sales > Invoices, select the desired invoice, and press the Generate e-Transport button. The platform will automatically retrieve details such as products and quantities from that invoice, facilitating the transport initiation.
Generating e-Transport from the Delivery Notes section:
- In the Sales > Delivery Notes section, you can generate an e-Transport directly from the note. Select the delivery note, press the Generate document button, and choose the e-Transport option. Certain fields will be filled in automatically based on the data in the delivery note.
We will now present the manual initiation mode for a transport, offering you the necessary flexibility to manage any possible scenario.
1. Accessing the e-Transport section
- In the main menu of the iFlows platform, access 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 performed or has not been updated to the latest version.
2. Adding a new transport
- Press the Add e-Transport button to initiate a new transport.
3. Completing transport details
The sections to be completed are as follows:
Section 1: General
- Declarant CIF: Will be pre-filled with the company's CIF (Fiscal Identification Code).
- Operation Type: Select the type of operation from the list of available options. This step is essential because the operation type determines the way the transport is carried out.
Available operation types:
- Intra-community acquisition
- Lohn system operation (EU) – incoming
- Stocks at customer's disposal – incoming
- Intra-community delivery
- Lohn system operation (EU) – outgoing
- Stocks at customer's disposal – outgoing
- National territory transport
- Import
- Export
- Intra-community transaction – Entry for storage/new transport formation
- Intra-community transaction – Exit after storage/new transport formation
How to correctly select the operation type based on the issuer's role:
- If you are the customer (i.e., the purchaser of the goods), you can only select operations involving the acquisition of goods. These include:
- Intra-community acquisition
- Lohn system operation (EU) – incoming
- Stocks at customer's disposal – incoming
- Import
- Intra-community transaction – Entry for storage/new transport formation
- If you are the supplier (i.e., the sender of the goods), you must select one of the operations involving the delivery of goods. These include:
- Intra-community delivery
- Lohn system operation (EU) – outgoing
- Stocks at customer's disposal – outgoing
- National territory transport
- Export
- Intra-community transaction – Exit after storage/new transport formation
Section 2: Trading Partner
- Trading Partner: Fill in with the name or CIF of the trading partner (supplier or customer).
- Trading Partner Code: Enter the partner code (if any). In the case of Romanian individuals, for 30-TTN (Transport pe Teritoriul Național - National Territory Transport) type operations, if the CNP/NIF is not known, it can be replaced with the character string "PF".
- Trading 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: The organizer's country of origin.
- Vehicle Number: Enter the vehicle's registration number.
- Trailer Number: If there are trailers, fill in their numbers.
Section 4: Start Location
- Import Address: If you choose the My Company option, you can automatically import your company's headquarters address data, without having to fill in the address fields manually. Press the Import button to retrieve this data.
If you do not use the import option, manually complete the following fields:
- County: Select the county where the transport begins.
- City: Fill in the city.
- 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 start location (optional).
Section 5: End Location
- Import Address: As with the start location, if you select the My Company option, you have the possibility to automatically import address data from the company profile. Press the Import button to automatically fill in all address fields.
If you do not use the import option, manually complete the following fields:
- County: Select the destination county of the transport.
- City: Enter the destination city (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 end location, if necessary.
4. Transported Goods
- Press the Add Product button to enter each transported product. The details you must complete include:
- Operation Purpose: Choose the purpose of the operation (Sale, Inter-management transfer, Goods made available to the customer, Others).
- Tariff Code: Enter the corresponding tariff code.
- Product: Fill in the product name.
- Quantity: Enter the quantity of the transported product.
- UOM: 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 multiple products by pressing 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, i.e., in case the operation type is Intra-community delivery, National territory transport, Import, or Intra-community transaction.
5. Adding Documents
- Selector for invoice/delivery note number: When you opt to import documents (invoices or delivery notes), a document selector will open allowing the insertion/selection of the invoice or delivery note number previously issued in the iFlows platform. Once the desired document is selected, the system will automatically retrieve the associated details (such as product and quantity – however, you will need to manually add the weight).
- Limitations for CMRs and other external documents: In the case of documents that not issued in the iFlows platform (such as CMRs or other external documents), these cannot be imported automatically. In this case, you will have 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, press the Send eTransport 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 be carried out legally.
- Received: Transport data has been received by ANAF, and the UIT code has been issued, but the transport requires manual confirmation in the platform. After the UIT code is displayed, press the Confirm e-Transport button to confirm that the products reached their destination and complete the transport process.
- Not Sent: This status indicates that the transport was created in the platform but was not sent to RO e-Transport. The user must press 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:
- Press the view symbol in the Actions column of that transport.
- At the top of the page, at the status, the Error message will appear.
- Click on this message to see further 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.
*The error can also be viewed directly in the transport list, simply by clicking on the word "Error" in the respective transport line.
8. Validating and modifying the transport
- Once the transport is validated, you have the option to change the vehicle used by pressing the Change Vehicle button.
- The transport can be marked as completed by confirming it with the Confirm e-transport option.
9. Special cases:
- In the event that the transport is no longer carried out 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 carrying out the transport. This indicates the time interval during which the transport can be carried out 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 carried out 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 expiry date of the validity period.
11. Declaring transport after UIT expiration
In the event that 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, thus justifying the exceedance of the deadline.
This option is available only in situations where the deadline was exceeded due to technical problems with the RO e-Transport system (SPV), not due to delays or omissions by the user. In such cases, the Post-breakdown declaration justifies exceeding the deadline and allows for the completion of the transport confirmation process.
- If the validity period of the UIT code has expired and you try to confirm the transport, the system will automatically activate the Post-breakdown declaration option.
- You must select the confirmation type and, if applicable, add additional information to justify the delays before sending the declaration.
If you want 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 press the view symbol (the one with the eye icon) in the Actions column.
- After accessing transport details, at the bottom of the page, you will be able to see the Sent XML Files section. All XML files that were transmitted to SPV are displayed here, with the following details:
- Type: The type of file transmitted (e.g., notification, vehicle modification).
- Status: The transmission status, which can be valid (successfully processed) or errors may appear.
- Date: The date and time the XML file was transmitted.
- 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.