For a complete design, our application allows you to set a footer for your documents.

You can set the footer taking following actions: first, go to ‘Configurations’

Then ‘Document layout’

And the last step is to check the box indicated by the arrow in the image below, and then make the selection of the desired fields.

For example, I have selected Company name, Tax Payer’s Registration Number, Company ID, Phone, Company e-mail and Website.

After the settings are done, the invoice footer looks like in the picture below.

You can also select the seller and buyer information that will appear on the invoice by following the steps here.

It may have sometimes been necessary to exclude certain information from the invoice, but the application did not allow this. Now, from ‘Configurations’, then ‘Document layout’, you can select or deselect the fields that will appear on the invoice.

All the action takes place in ‘Layout documents’, using the arrows on the yellow background. The selected fields appear on the right.

The first selection is made on the seller data (where you can select by clicking ‘+’, a slogan, logo, or facebook page – click on ‘+’ after you write the wanted text to add it on the selected fields table),

then the buyer data.

If you do not select any attribute the default configuration will apply when rendering the seller company data, or buyer data, by case.

If you want to set up a footer for your documents, click here.

Do not forget to save!

For faster invoicing, you can now import lines from any type of spreadsheet into your invoice.

All you have to do is follow the steps below:

Step 1 is to click on ‘Import Lines’

Step 2 ‘Upload file’

Once you have chosen the file, upload it by clicking the button indicated below.

After you upload it, you must associate the import file with the fields in the list of displayed invoice lines. You can set from here the unit of measure, quantity, unit price, VAT, etc. making the selection from the boxes indicated with arrows, or leave free and complete after the import.

Then click on ‘Import selected lines’

and your lines will appear as shown in the image below, according to your settings.

Finish the rest of the settings and get the invoice is ready!

For efficiency, time savings and clicks, you can delete all invoice positions with one click.

‘X’ above the billing lines, shown in the image, deletes all lines (positions).

 

Various applications allow stamp and / or scanned signature to be placed on invoices. We consider this function to be unnecessary, so factureaza.ro does not offer this feature for the following reasons:

– signing and invoices stamping, is no longer mandatory under the fiscal code in force. (go to Article 155, paragraph 6 of the Fiscal Code)
– placing a scanned image on a document has no legal value in a possible dispute.

We believe that the introduction of this function would mean encouraging a wrong and legally suspect practice.

If an invoice has to be signed / stamped, you will need to print it and send it to the client.

To create an invoice and a receipt on the same sheet, follow the same steps as when you want to make an invoice (find out here how to add an invoice).

When you create the invoice, under the invoice fields, select ‘Template & Design’ as shown:

If you want to set this option by default, in ‘Configurations’, select ‘Templates’. Here click on the ‘invoice and receipt on the same sheet’ template:

Once you have completed the required invoice and receipt details, they will look like the following:

The free subscription does not allow you to issue of more than 5 documents per month. Paid subscriptions allow you to exceed the number of documents included. The price for each document that exceeds the number of documents included is 1 leu.

If you exceed the number of documents, you will be immediately notified in the top of the pafe of the additional costs:

You can always check your current account status by going to ‘My company’ -> ‘factureaza.ro Subscription’

 

If you want to issue a special VAT invoice (see here how to add an invoice, you need to select the ‘Special VAT | VAT on payment’ option and select from the drop-down box one of the options that suits you, as in the picture below:

If you create an invoice containing a position for which you enter the total value (and not the unit price of the position) because of the calculation method and the rounding for ‘Unit Price (VAT excluded)’, ‘Total VAT’ and ‘Total’, there may be a difference of $0.01 (1 cent) between the total position and the total amount of the invoice.

The explanation for these situations is the way of rounding amounts with 4 decimal places (representing the total without VAT calculated with 4 decimals) to two decimal values.

Rounding for 4 decimal places such as 16.8786, 16.8756, 16.8751 to a value of 2 decimal places will be 16.88 obvious, because each of those three values is closer to 16.88 than 16.87.

Also rounding for values with 4 decimals such as 16.8726, 16.8746, 16.8749 to a value of 2 decimal places will be 16.87 obvious, because each of those three values is closer to 16.87 than 16.88.

But for values like 16.7750 ‘approximation’ or difference to 16.78 is the same as the difference to 16.88 – and in these cases you can select the rounding mode.

To solve this kind of situation, our application offers the possibility to select the rounding mode for calculating the total value without VAT.

The app is set up by adding up – by default, opening the ‘Advanced Settings’ section also allows for ‘Missing (Down)’ option.

By selecting ‘Missing (Down)’

The result is:

The option must be selected before editing the unit price.

There are two ways to delete an invoice:

     1. An invoice can be deleted from Invoices report (as you can see in the image below).

a.

b.

         2. An invoice can be deleted from the invoice details preview page. The option can be found in the left-side of the invoice (see the image below).

What should I pay attention at?

The invoice deletion is *irrevocable*. The data will be lost and can not be recovered.

Deletion should be used only in exceptional cases; *invoice cancelling or reversing is recommended* instead of deletion, especially if the invoice has already been sent to the customer or to the accounting.

Deleting an invoice will leave a gap in the series of invoices it belongs to. For example, if you have invoices 100, 101 and 102 and delete invoice 101, number 101 will no longer be automatically assigned. You will need to manually set the number when you issue the next invoice to keep the batch sequence.

If you delete the last invoice in a series, its number will automatically be assigned to the next invoice

Here you can find information about deleting invoices: how do I delete an invoice series.

An invoice series can be deleted only if there is no associated document. Before deleting it, you must delete all the documents saved using that series.

Read more about invoices deletion here: how do I delete an invoice.

Series deletion is made from the main menu ‘Configurations’ – ‘Series’. Only the erasable series will have the deletion button.

You can issue invoices on the factureaza.ro in the following languages: German, English, Italian, Spanish, French and Hungarian.

To issue invoices in any of the above languages, follow these steps:

– Click ‘+ Add’ then ‘Invoice’

– Select the foreign language in the right box:

– completes the invoice with the other necessary data;

– you will continue to work in Romanian, but at a PDF view, the invoice will appear in the selected foreign language.

The same steps apply to proforms, receipts and notices.

Other useful links:

how do I add an invoice

how do I add an invoice in a foreign currency

how do I send an invoice by e-mail

how do I print an invoice in PDF format

  1. Add a notice

– Click on ‘+Add’ and select ‘Notice’

– Fill in the notice data with the relevant details

– Save the notice as a draft first and, after making sure all the information is correct, save it as issued.

  1. Once you’ve saved your notice, click ‘Generate invoice’ in the options box to the left of the notice

  1. Follow the usual steps for adding an invoice.

*Other important information:*

– your company data is automatically populated (find out here how to enter company data).

– find out here how to add a new client or how to import a clients list from your computer.

-the notice number will automatically populate after you define a series (find out here how to define a document series)

– you can describe the product or service by hand or you can add a product or service from the product list from factureaza.ro (find out here how to add a new product / service or how to import a product / services list from your computer.

– if you select a product from  the list of products in the product description, then the unit of measure and the price will be automatically filled

– find out here how to enter discounts on your invoice

– as a note, you can write, for e.g., ‘according to contract no. X in DD.MM.YYYY’

– find out here how to set default values, to automate even more the process of issuing a document (information such as due date, exchange rate, emitter etc. will be generated automatically whenever you issue a document).

– find out here how to change the notice design / template .

If you want to give your customer a discount, you can do this directly from the application. On the one hand, there is no need to calculate the discount by hand; on the other hand, you can better highlight a promotional discount on the invoice.

All you have to do is to check the ‘Discounts’ box, which is under the invoices fields:

– then write down the discount (loyalty discount, for example)

– and write the percentage that is reduced from the total invoice amount

If you issue an invoice to a client in Romania, then:

– click on ‘+Add’, then select ‘Invoice’

– select currency and exchange rate

– select the language you want to issue the invoice

– you can also choose if the invoice will appear in Euro and Ron or Ron only

– follow the usual steps for adding an invoice.

 

*The exchange rate can be set manually or automatically by pressing the blue button next to the box, taking over the BNR exchange rate of that day.

*You will be able to view the invoice in the selected language immediately after you save it in PDF format.

To create an invoice and a receipt on the same sheet, follow the same steps as when you want to make an invoice (find out here how to add an invoice).

When you create the invoice, under the invoice fields, select ‘Template & Design’ as shown:

Once you have completed the required invoice and receipt details, they will look like the following:

Once you’ve already completed your business details, about the clients with whom you work and the products and services which you sell, it is very easy to add a new invoice.

Follow the steps below:

  1. Click on ‘Add’ and select the document you need (in our case an invoice).

  1. Fill in the invoice details with the relevant details.

– do not forget to select the currency and the due date  (unless you have already set the default values and these data will automatically fill in)

  1. Save the invoice as a draft first, and after you make sure all the information is correct, save it as issued.

*Other important information:*

– your company data is automatically populated (find out here how you enter the company data)

– find out here how you add a new client or how to import a list of clients from your computer

– the invoice number will populate automatically after you define a series (find out here how you define an invoice series)

– you can describe the product or service manually or you can add a product or service from the product list on the computer (find out here how you add a new product /  a new service or how you import a product / services list from your computer)

– if at the  product description you select a product from your list of products, then the unit of measure and the price will be automatically filled

– find out here how you can add a discount.

– at notes, for example, you can write, ‘cf contract no. X from DD.MM.YYYY’

– find out here how you set the default values, to further automate the process of issuing a document (information such as due date, exchange rate, emitter, etc. to generate automatically whenever you issue a document; or how do you make a periodic invoice sent to the client on a regular basis).

– find out here how you change the invoice design / template.

Once you’ve verified that all information is correct, save the invoice as issued and send it to the customer by mail or fax; or you can print it.

An invoice can be cancelled from the invoice details view page using the menu on the left of the invoice (see picture below).

Alternatively to cancellation, an invoice may be reversed or deleted:

* how do I reverse an invoice 

* how do I delete an invoice

Once cancelled, the invoice can be recovered if necessary.

 

If you have defined more bank account at your company details, you can choose which one to appear on the invoice (or on your proforma, notice or receipt).

When generating a new document, you will notice that all bank accounts appear in a box in the lower right-corner menu. If you do not want any of these accounts to appear on that document, you can deselect it.

There are two ways to add a receipt:

  1. From main menu

– click on ‘+Add’, then select ‘Receipt’

  1. Starting from the invoice for which you want to add a receipt

– from the list of invoices, click ‘+’ that is on the same line as the one you are interested in

In both ways you reach a page where you can add a receipt.

3. Directly from the details invoice view page, click on ‘Add a receipt’

In both ways you reach a page where you can add a receipt.

If you issue the receipt for the full amount on the invoice, do not forget to close the invoice as paid.

*Other important information:*

– when you have a long list of invoices or if you have to issue a receipt for an older invoice, it may be harder to find that invoice directly from the chronological list: we advise you to use searching options.

– the receipt number will automatically fill in after you define a series (find out here how to define a document series).

– find out here how to change the receipt design / template (for example, you can choose the invoice and the receipt to be on the same page).

1. Manually reversing

Below the invoice table lines, you can enter the reversing information:

‘Total reversed’ field is very important because it specifies the amount that will be reversed on the reversed invoice. This amount will be deducted from the overdue reversed invoice overdue.

E.g.:

– we issue the invoice F1 with a total amount of 100 RON

– we issue the invoice F2  with a total amount of -20 RON and ‘total reversed’ of 20 RON

– the invoice F1 will have an overdue amount of 80 RON

– the invoice F2 will have an overdue amount of 0

2. Automatically reversing

A reversing invoice can be generated very easily on the basis of an existing invoice in two ways:

– position by position

– cumulative

Using any of these features will generate a reversing invoice with all the completed data.

*Note: if you change something on reversing invoice automatically generated, you’ll need to update the ‘Total reversed’!*

In the invoice details list, the last column contains the reversing information.

If you enter to ‘Raports’ menu, then ‘Invoices’, you can see all the invoices you’ve created since you signed up factureaza.ro. Invoices can have 4 states:

– draft (when you are still working on it and you’re not ready to issue it)

– issued (when you’ve verified it and everything is correct and you’re ready to sent it by email or fax to the client)

– closed (after you have registered the payment or you have reversed the invoice)

– cancelled

In the image below you can see such a list of invoices. There is an icon for each one that defines the state:

To open an invoice from the list above, click on its number. Now you can see the details, modify it, send it to the customer, or print it.

Click on details to view the invoice. Among other things, from here, you can:

– find out if the invoice is due

– see an invoice history (when it was created, modified, issued, and by whom; when it was sent to the customer)

– change its state: add a payment (with or without receipt), cancel, edit, delete, or add a receipt

*Note:*

– we do not advise you to delete an invoice if you have already issued another in the meantime (you will create a serial discontinuity): you can cancel or reverse it (consult the accountant first!)

-we do not advise you to modify an invoice after you have sent it to the customer

On the details page of each document, you will find a history of all changes that users registered in the company account on factureaza.ro made on that document.

Thus, from the invoice view page, right-bottom corner, you can see:

– when the invoice was created and by whom (if multiple users are registered on the account);

– when and how many times it has been modified

– when it was issued

– you can click on the client’s name to find out details about it

You can not issue any document (invoice, pro forma, receipt, notice) without defining a series. Find out here what is a fiscal document series. To define a series of invoices, follow the steps (also valid for receipts, proforms and notices).

  1. From the main menu click on ‘Configurations’, click on ‘Series’ submenu, as in the following pictures:

  1. Click on ‘+Add a new invoice series’ button.

  1. Choose the type of document for which you want a new series (invoices, proforms, receipts or notices) and then fill in the fields as in the picture below. To save the series, click ‘Add new series for invoices’.

  1. You can add a series directly from the document editing page.

  1. Ready, you can now issue a document with the newly defined series or choosing from a series list if you have defined more, as explained above.

Yes, an invoice issued may be changed if:

– you have not already sent it to the customer or

– after you have sent it, the client asks you to change the invoice (only if it is not already entered in the accounting)

If one of the two conditions is violated, then better:

cancel the invoice or

 totally or partially reverse it

*Important*: be careful if you delete an invoice because you can interrupt the sequencing of the numbering and you will have discontinuity in invoices; which could cause you problems with the Financial Administration.

The invoice issuer can be added to the invoice using the ‘Lower annotation’ field at the bottom of the invoice edit form. Inserted text will automatically make some replacements. For example, ‘NUME_UTILIZATOR’ will be replaced with the name of the issuer.

E.g.:

The other fields that will be automatically replaced can be found on the invoice edit form.

– Default values for invoice notes

You can define default values for invoice notes that will be automatically retrieved when you add a new invoice. To do so, go to the ‘Configurations’ -> ‘Default Values’

When you edit the invoice, you can then edit the ‘Lower annotation’ field if needed.

Default values are parameters that, once predefined, allow you to issue documents faster and easier, automating the process. Instead of completing a range of fields by hand, whenever you issue a document, the fields will automatically populate for you. Follow the steps:

  1. Click on ‘Configurations’, menu ‘Default values’ and complete with relevant information

         2. Complete then the field to  to establish the invoicing default values and Notes / Explanations default values.

Remember to save the information!

Once an invoice has been saved, any changes made to the data used on the invoice (customer data, your business, bank accounts, addresses, etc.), *will not be automatically updated into the invoice*.

This ensures the integrity of an invoice no matter what happens later.

If you want to modify the data on an already saved invoice, you will need to enter the invoice edit form (the invoice must be reopened if it is no longer draft), and you will have to check on the form the updating box.

If you’ve changed your bank account and want to add your new account instead of the old one on an already issued invoice, check the box in the lower-right corner.

Do not forget to update the information!

You can print your invoice from the invoice details view page as follows:

Or it can be downloaded in PDF format. Printing is then done using any software that can open PDF files (for example, Adobe Reader).

You can download the invoice in PDF format quickly:

* In the invoice report, selecting the desired invoice

*or from the left menu of the invoice details view page!

Why is the PDF format good?

Because it ensures that the invoice will look the same, regardless of the computer and the software used for printing.

 

Shipping data can be added to the invoice by activating the ‘Transport’ box at the bottom of the invoice edit form.

From your account on factureaza.ro you can add a logo  which appears in the invoice header and you can also choose one of the variety of invoice templates.

But, moreover, you can change your invoice design, as well as colors and fonts (only for paid subscriptions) Follow the steps:

  1. Click on ‘Configurations’ menu.

  1. Click on ‘Colors & fonts’ submenu.

– select a profile (once you’ve chosen, you’ll see the changes on the demo invoice below – a real-time preview);

– You can choose: colors (for titles – including company and client name, links, table margins table background and inside text) and fonts (type and size);

– to change colors, click the color box you are interested in and open a window from where you can choose the right color;

-you can choose a font for text outside the table of products and services and another font for the text inside the table;

fonts have settings that allow you to change the font size in multiple places on the invoice;

At the end, do not forget to save. And if you do not like what it looks like, you can always go back to the original settings.

  1. From the ‘Configurations’ menu, click ‘Templates’;

  1. For each type of document (invoice, proform, receipt, notice), click on the template according to your needs.

Find out how  to manually change an invoice template.

Before you can issue an invoice or any other document (and even after, if you have not already sent it to the customer), you can change how it looks on the page (the design or the template).

You may prefer that the invoice appear three times on an A4 or you also have the receipt on the same page with the invoice, or you need a design that allows you to invoice a long list of services. All of this and a few more are found on the invoicing page, just below the invoice fields.

Each type of document (invoice, proforma, receipt, notice) has its set of templates, and for each one you choose following the same steps.

To view the document, you need to save it first (first, we suggest you save it as a draft).

To automate the process, you can also set a default template, that will apply automatically to each document you issue.

 

If you want your company logo to appear on the invoices and other generated documents, follow the steps in the following pictures:

For good display quality, the image should have a width of about 400 pixels. The accepted formats are JPG, GIF şi PNG.

If you use the ‘invoice + receipt on A4’ template and you want the invoice logo size to be equal to the size of the logo in the receipt, you will need to use a logo that is larger than the height – for example 400×180 pixels.

Note: All documents issued before adding or changing the logo, will remain unchanged. To regenerate them with the new logo / new logo, you will need to edit them by checking the box as shown below:

To export an invoice to SAGA, you must:

*Identify the invoice in ‘Reports’ ‘Invoices’ and then click on the invoice number;

*In the left menu of the invoice, you will find the ‘Export SAGA’ function;

*Click on ‘Export SAGA’ and generate a file: save this file. Remember the directory where you saved it.

*Enter then in ‘SAGA’ and imports the resulting file from the directory where you saved it.

Details of saga accounting programs: (external) www.sagasoft.ro

The payment term of an invoice, changes from the invoice edit page (see picture below).

(Due Date = Invoice Date + X Days)!

Add or change the field ‘Due in … X … days’. The invoice will become due on X (number entered) days after the issue date.

The law says that all phisical or legal persons performing income producing activities, are required to provide an internal numbering system for the financial accounting forms used. That means, at the beginning of each financial year (which in Romania coincides with the beginning of the calendar year), you need to define a series of invoices, proforms, receipts and notices that you will issue in that year to your customers.

The series contain three types of denominations:

-Prefix (optional): Useful for better invoices organization, if you issue monthly invoices, on various services and products and / or at different branch offices. For example, Prod or Serv (if the invoice issued is on a product or service); or BV or SB (if the invoice issued is in Brasov or Sibiu branch office).

– Number (mandatory): it can start with any number you want (once this parameter is defined, the document numbers are given automatically by the system in sequential order).

– Suffix (optional): here you can put, for example, the year you issued the invoice, so you can find it easier then; or, if you also have multiple products and services and multiple branch offices, then you can put in the prefix to the product / service  and in the suffix put the abbreviation of the county where the branch office is located.

– ‘Sepparator’ refers to the character (sign) you want to put between the prefix, number and series (for example, a short line, a point, a dash, etc.).

Here are some examples of complete invoice series, with prefix, number, and suffix:

– HOST-100-SB (representing invoice 100, issued on the web hosting service, from Sibiu branch office);

– SOFT-100-2012 (representing invoice 100, issued on the software service in 2012);

– BV-100-2012 (representing invoice 100, issued from the Brasov branch office in 2012).

What you need to remember is that:

– Defining a number is mandatory, while the prefix and suffix are optional, and you can use them to better organize your invoices on the category that interests you the most: service types or products, branch offices , years, or any important criteria for your business.

-To be able to issue an invoice, a proforma, a receipt or a notice to a customer, you must first define a series for each.

Find out here how to define invoices, proforms, receipts and notices series.

Starting January 1, 2013, the new VAT system came into force, which, for some companies, requires payment of the tax on the invoice payment, not the invoice issue.

Check out here if to your company applies VAT on payment.

If you fall into the above category, you are required by the fiscal code that from January 1, 2013, on all your issued invoices to appear ‘VAT on payment’ note. To enable this option, follow these steps:

  1. From your account on factureaza.ro, click on the ‘My Company’ menu.

      2.Check the ‘Pays VAT on payment’ box in the ‘Tax and fiscal data’ submenu.

From now on, the ‘VAT on payment’ will appear on all invoices issued by you, placed below the due date.

If for some reason you want to issue an invoice that does not show the ‘VAT on payment’ then in the invoice:

– Click on ‘Special VAT’ VAT on payment’;

– then unselect the ‘VAT on payment’ box.

If you have any doubts about paying VAT on payment, ask the accountant. You can read more on this topic here.

Authorized persons or companies not registered for VAT purposes will use the VAT code of the Intra-Community Operators Register (IOR) when issuing intra-Community invoices. Read more here.

If you are in this situation, then go to the ‘Tax and fiscal Data’ on ‘My Company’ Menu and fill in as follows:

– write the CIF into the corresponding box (you will use it on your internal invoices);

– write the VAT code (RO followed by the number) into the appropriate box (you will use it on intra-Community invoices).

DON’T CHECK ‘VAT payer’ box.

You now have all the correct data so you can easily issue both internal invoices and intra-Community invoices.

So if you issue an invoice in Romania, you will select the CIF (and the invoice will not contain the VAT column).

If you issue an invoice in the EU, you will select the VAT code for intra-Community transactions, and in this case:

– the invoice will contain the VAT column;

– VAT is 0;

– in the ‘Notes’ box, should specify the reason why the transaction is exempt from VAT (for example, ‘Excluded under Art 143 lit b, c’ or which applies to you).

Online invoicing is a 100% legal procedure. It is actually an effective alternative to issuing invoices using standard invoices (pre-printed or made in Ms Office).

However, it should be noted that the online invoice is not the same as the electronic invoice and that you can not issue electronic invoices by factureaza.ro.

In fact, it’s much simpler to issue online invoices – everything in accordance with the law, through factureaza.ro. Online invoices must not contain any signature or stamp, and you can issue and send them to the clients in 2 minutes. Without any hassles and no roads to finance.

The procedure for issuing electronic invoices is complicated and involves a number of administrative financial efforts on the part of the issuer. Generally, only large companies only affords  to issue electronic invoices because it requires strict conditions imposed by law.

For example, the issuer must have the appropriate technical and human resources to guarantee the security, reliability and continuity of electronic data processing services. Moreover, the issuer of electronic invoices must register for this purpose at the Ministry of Finance. Also, this type of document must be signed with an electronic signature and have the temporal mark.

For more information on the electronic invoice,

Lege-inregistrarea-operatiunilor-comerciale-prin-mijloace-electronice.

There are two ways you can search for documents, products, customers in your account.

  1. ‘Quick search’:

Search for a document, a client, or a product by:

– the name of the client, product;

– document series (prefix, number, suffix), product code;

– the amount on the invoice

But if you need a complete search system with all the documents you’ve ever created, then:

  1. Use ‘Generate report’:

– Enter into the category of documents you are interested in (invoices, proforms, receipts, opinions), select the criteria that interests you and generate the report. The image below shows the invoices search criteria:

*There are also special reports that can be generated by accessing ‘Reports’ from the horizontal menu, then clicking on ‘Special Reports’

Special reports refer to client metrics and statistics, clients distribution by activity domain, clients distribution by turnover segment, clients distribution by employees count. You can download the report in Excel format.

To download one or more invoices, go to the ‘Reports’ menu, then ‘Invoices’.

If you want to filter, sort or group by specific criteria, click the search criteria as in the image (for example, in the image selected as search criteria is ‘issued’ and ‘paid invoices’). Once the search criteria have been chosen, click on the ‘Generate report’ button:

Now you can choose the format in which you want to download invoices from the top of the invoice list after clicking on the ‘Download’ button:

Although it should not normally occur, it may happen that a number of invoices remain unallocated.

If you have, for example, the * FACT-XXXX * series, from which the invoices * FACT-0001 *, * FACT-0002 *, * FACT-0003 * but missing the invoice * FACT-0184 *.

To be able to automatically detect all these gaps (holes) in series, there is a verification function exemplified in the graph below.