How to issue the tax invoice from the estimate in CariX

Three options: pick one in the settings#

In Settings › Fiscal invoicing, under “How you issue fiscal invoices”, there are three options:

You can change the option at any time, except while an invoice is still in progress or waiting to be checked in your program: sort that one out first, on the job page. New invoices follow the option you chose, and nothing you have issued is deleted: invoices stay in Fiscal invoices and your program connection stays saved.

CariX invoicing: what you set up once#

With CariX invoicing, CariX prepares the invoice in your business's name and sends it to e-Factura with your authorization. The invoice is still your business's: you answer for its content and its deadlines. Before the first invoice you fill in four things:

1. 1

   Company details on the invoice

   Enter the CUI and press Look up at ANAF: the name, trade register number, address and VAT status come from ANAF. Check them, fill in what's missing (IBAN, bank, payment term, notes on the invoice) and save. Tick VAT-registered or VAT on collection if they apply.

2. 2

   Series and number

   Under Invoice series, add a series, for example CRX, and the number to continue from. If you already issued invoices in another program, enter the number after your last invoice. An invoice gets its number only when it is issued, with no gaps. Storno can have a series of its own; without one, a storno uses the invoice's series.

3. 3

   The SPV connection

   For invoices to go to e-Factura on their own, you connect SPV once: press Connect SPV and pick the certificate on the ANAF page. You need the qualified digital certificate (on a token or installed in the browser) of someone with SPV rights on the business CUI, for example yours or your accountant's. Only the shop owner in CariX can connect SPV.

4. 4

   Your accountant's email

   Under Accountant export, enter your accountant's email. On the 1st of each month they get last month's invoices.

The SPV authorization lasts 365 days. CariX emails you before it expires, and reauthorizing takes a minute. The Ready to issue? card in the settings shows what's still missing before the first invoice.

You can issue invoices without SPV connected too. The invoice then doesn't go to e-Factura on its own: you download its XML and upload it to SPV yourself, or send it from CariX once you connect SPV.

How to issue the invoice from the estimate#

The invoice is issued once the customer approves the estimate or the job is done. If you changed the job after the estimate, update the estimate first. CariX invoicing issues only in lei (RON) for now.

1. 1

   Open the job

   On the job page, in the estimate card, there is the Fiscal invoice section. Press Issue fiscal invoice.

2. 2

   Choose who the invoice is for

   An individual or a company. For a company, enter the CUI and press Look up at ANAF: the name, address and VAT status fill in on their own. The details are saved on the customer, so you don't type them again for the next invoice.

3. 3

   Use the details the customer left

   On the estimate page, the one where the customer approves it, they can fill in their invoice details themselves. You find them in the list, marked Filled in by the client.

4. 4

   Check the invoice

   The lines and prices are the estimate's. You see the amount without VAT, the VAT and the total due. If you want, set a due date and notes, tick The client has already paid, with the payment method, and Email the invoice to the client.

5. 5

   Issue

   Press Issue invoice. The invoice gets the series and the next number, and its PDF and XML show on the estimate. If you ticked the email, the customer gets the PDF attached.

Once issued, the invoice can't be changed. A mistake is fixed by a storno.

What happens in e-Factura#

With SPV connected and Send invoices to e-Factura automatically ticked, CariX uploads the invoice to SPV within minutes, whether it's made out to a company or to an individual. There's nothing for you to do. You see the status on the invoice and in Fiscal invoices:

• Sending: CariX is uploading it to SPV.
• At ANAF: ANAF is checking the invoice. The answer usually comes within minutes.
• In SPV: the invoice was accepted. CariX also keeps the XML signed by ANAF.
• Rejected: ANAF rejected it. You see ANAF's message on the invoice.
• Not sent: SPV isn't connected. Send it once you connect SPV, or download its XML and upload it to SPV yourself.
• SPV error: ANAF didn't receive the invoice after several attempts. Try again or upload it to SPV yourself.

In Fiscal invoices, the Only those needing action in e-Factura filter shows just the invoices waiting on you.

If ANAF rejects the invoice

Press Correct and send again. Fix the wrong details: the customer's, in the correction window, or your business's, in the settings. The invoice goes to ANAF again with the same number and date, and the lines, prices and VAT stay the same. A rejected invoice is not reversed: it is corrected and sent again.

Sent, no answer from ANAF

Sometimes ANAF doesn't answer the upload, and you can't tell whether the invoice arrived. CariX checks SPV on its own. If it doesn't find the invoice within two hours, you can send it again, but first look in SPV, in your business's messages: if the invoice is there, don't send it a second time, or it will show up twice.

The e-Factura deadline#

The law sets a deadline for the invoice to reach SPV, counted from the invoice date. CariX counts it as 5 working days from issue and shows it on every invoice not yet accepted, with the days left. If an invoice still isn't accepted after 2 working days, you get an email listing the invoices and what you can do for each.

Confirm the deadline and your business's special cases with your accountant.

Storno: when an invoice must be cancelled#

On the issued invoice, press Reverse (storno). CariX issues a storno invoice with the same lines as negatives, in your storno series or, if you have none, in the invoice's series. The original invoice stays in the register, marked Reversed, and the estimate can be invoiced again. The storno goes to e-Factura as well.

• The storno waits for e-Factura's answer on the original invoice: you do it once ANAF has answered.
• An invoice rejected by ANAF is not reversed: you correct it and send it again.
• An invoice with SPV error is not reversed: you send it again. A Not sent invoice can be reversed, but you send the storno yourself too, from CariX or by uploading its XML to SPV.

With your own invoicing program#

If you already use SmartBill, Oblio, FGO, Keez or factureaza.ro, choose My invoicing program and connect the account with its API access details. The invoice is issued in the program, under your series there; CariX only sends it the estimate's details.

Where to find the access details

Along with them you enter your company's CIF, exactly as in the program, and the invoice series created there. Press Save, then Test the connection. Keys are stored encrypted and, once saved, we never show them again to anyone.

Issuing and e-Factura

The estimate shows the Issue tax invoice button once the customer approves it or the job is Done. Choose who the invoice is for, see what will be sent and confirm. The invoice gets its series and number in the program, and its link shows on the estimate. Corrections and storno for invoices issued this way are done in the program too.

e-Factura is sent by the program, according to your account settings. In factureaza.ro, for example, you turn on the e-Factura integration and tick automatic sending on the series you use. With Keez, CariX asks for the e-Factura sending right after issue; check in Keez that your company is connected to SPV and that the invoice shows as sent.

“Check in” your program

If the program doesn't answer in time, CariX can't tell whether the invoice was issued and shows Check in, with the program's name. Look in the program. If the invoice is there, press I found it in …, with the program's name, and enter its series and number: CariX checks them and puts them on the estimate. If it isn't, choose Not there: issue again. Some programs recognise a repeated request and don't create a second invoice; either way, CariX asks you to confirm that you checked. If the estimate must be updated first, the reissue button is off: press It wasn't issued, update the estimate and issue a new invoice.

Your program isn't listed?

With My invoicing program chosen, the settings show the Your program isn't listed? card. Enter the program's name and, if you like, its website. We build the next connector for the program most shops ask for.

The fiscal receipt stays#

When a private customer pays cash or by card, you still give the fiscal receipt from your cash register. The invoice from CariX or from your program comes on top of the receipt, not instead of it.

Check with your accountant which documents you need in each case.

What your accountant gets#

Under Accountant export, enter your accountant's email and leave Monthly export, automatic on. On the 1st of each month, your accountant gets an email with a link to a ZIP archive of last month's invoices:

• the PDF and XML of every invoice issued with CariX invoicing;
• ANAF's signed archives, with the signed XML, the document you need to keep;
• the invoice register, in Excel and CSV;
• the SAGA import file.

Invoices issued through your program are only listed in the register; their PDF and XML are in the program. The emailed link works for 14 days, and the archive stays in CariX for 90 days. You can also make an export on demand at any time, for up to 12 months. The SAGA file is new, so your accountant should check the first import before validating the invoices.

The customer's CNP#

The CNP (personal numeric code) is asked for only with CariX invoicing, and it is optional: add it only if the customer asks. It goes only into the XML sent to ANAF (e-Factura) and never on the PDF. With your invoicing program, CariX doesn't ask for the CNP and doesn't send it. With CariX invoicing, customers can also fill it in themselves, on the estimate page.