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Romania e-Transport Process

The electronic waybill (a.k.a. eTransport) system in Romania was introduced in 2019 through Emergency Ordinance No. 28/2019, which amended the country’s Tax Code. The e-waybill system replaced the traditional paper-based system for documenting the transport of goods and aimed to streamline and modernize the process while increasing tax collection.

Before the introduction of the e-waybill system, the transport of goods in Romania required the use of paper waybills, which had to be completed manually by the transport company and stamped by the relevant authorities. This process was time-consuming, prone to errors, and often resulted in delays and fines for transport companies.

The e-waybill system in Romania was modelled after the European Union’s Electronic Freight Transport Information (EFTI) system, which aims to harmonize the documentation and information exchange requirements for the transport of goods across the EU member states.

The Romanian e-waybill system is managed by the National Agency for Fiscal Administration (ANAF) and requires transport companies to register with ANAF and obtain a digital certificate before they can start using the system. Transport companies can generate e-waybills using either their own software or third-party software approved by ANAF. The e-waybill contains information such as the sender’s and recipient’s details, the nature of the goods, the quantity and value of the goods, and the transport vehicle’s registration number.

 

To improve the eTransport process, Emergency Ordinance no. 41/2022 entered into force. This new system aims to streamline and simplify the transport of goods by digitizing the entire process, from generating and transmitting e-waybills to monitoring and controlling the transport of goods. Here are some key features of the new system:

Mandatory e-waybills: The new system makes it mandatory for transport companies to generate and transmit e-waybills for all goods being transported, regardless of their value or destination. This aims to increase the efficiency and transparency of the transport process and reduce the risk of fraud and tax evasion.

 

Real-time monitoring: The new system allows for real-time monitoring of the transport of goods, including their location, status, and expected delivery time. This allows for better coordination and planning of logistics and ensures timely delivery of goods.

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Increased automation: The new system includes several automated features, such as automatic verification of e-waybills, automatic alerts for discrepancies or errors, and automatic reporting to relevant authorities. This reduces the workload for transport companies and improves the accuracy and reliability of the transport process.

 

Simplified procedures: The new system aims to simplify and standardize the procedures for the transport of goods, including the requirements for documentation, reporting, and control. This reduces the administrative burden on transport companies and makes it easier to comply with regulations.

 

Overall, the new system implemented through Government Emergency Ordinance no. 41/2022 represents a significant step forward for the transport of goods in Romania. It aims to increase efficiency, transparency, and compliance while reducing the administrative burden and costs for transport companies.

  • An overview of the e-waybill process in Romania

Registration: To use the e-waybill system, transport companies must first register with the ANAF/SPV Portal and obtain a digital certificate.

Generating e-waybills: Once registered, transport companies can generate e-waybills electronically using either their own software or third-party software approved by ANAF. The e-waybill must contain information such as the sender’s and recipient’s details, the nature of the goods, the quantity and value of the goods, and the transport vehicle’s registration number.

Transmission to ANAF: After generating the e-waybill, transport companies must transmit it to ANAF’s electronic platform before the transport of goods begins. This can be done either online or offline, depending on the software used.

Verification: ANAF’s SPV Portal verifies the e-waybill and issues a unique identification code (UIT) to the transport company, which is used to accompany the goods during transport. ANAF also sends a copy of the e-waybill to the relevant authorities.

Control and monitoring: During transport, the UIT on the e-waybill is checked by authorities at various checkpoints to ensure that the goods are being transported legally and that taxes and duties have been paid. ANAF also monitors the e-waybills to detect any potential fraud.

The e-waybill system in Romania aims to reduce the administrative burden for transport companies, improve tax collection, and increase the efficiency and security of goods transport.

  • The High-Risk Products in the Romanian eTransport System

The Romanian e-waybill system includes several categories of high-risk products that require additional documentation and reporting. These products are subject to strict regulations and controls to ensure their safe transport and prevent any potential harm to human health, the environment, or national security. Some examples of high-risk products in the Romanian e-waybill system include:

Hazardous materials: Hazardous materials, also known as dangerous goods, are substances or articles that pose a risk to health, safety, property, or the environment. These may include explosives, flammable liquids, gases, and solids, corrosive substances, toxic and infectious substances, and radioactive materials. Transporting hazardous materials requires special training, labelling, and documentation to ensure their safe handling and transport.

Controlled substances: Controlled substances are drugs and other substances that are regulated by the government due to their potential for abuse or addiction. These may include narcotics, psychotropic substances, and prescription drugs. Transporting controlled substances requires strict documentation and reporting to ensure compliance with national and international regulations.

In order to use the solution, it is necessary to be a registered user of the ANAF portal with a qualified digital certificate holding one of the SPV PJ rights (legal representative, appointed representative or authorized representative).

With third party application user is redirected to IdP, logincert.anaf.ro to get authentication and authorization token. Authentication is done using the qualified digital certificate of the user registered in the ANAF portal.

The API Registration link is accessed using the registration tab for developers on anaf.ro. If the user does not have an account in the ANAF Portal, he creates an account in the portal. After the necessary verification processes, access to the SPV (Virtual Private System) area in the ANAF portal is provided. There are two services offered on the portal:

Endangered species: Endangered species are protected under national and international regulations to prevent their illegal trade and exploitation. Transporting endangered species or their products, such as ivory, requires special permits and documentation to ensure their legal and sustainable trade.

Currency and valuables: Transporting currency, precious metals, and other valuables require special security measures and documentation to prevent theft or loss.

Overall, the high-risk products in the Romanian e-waybill system require additional documentation, reporting, and control measures to ensure their safe and legal transport. Failure to comply with these regulations can result in fines, legal sanctions, or even criminal charges.

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  • Romania eTransport Solution

There are several ewaybill solutions in Romania. Some of the popular options:

ANAF’s own e-waybill system: The National Agency for Fiscal Administration (ANAF) has developed its own e-waybill system, which can be accessed through its online platform a.k.a. SPV Portal. The system allows transport companies to generate, transmit and manage e-waybills electronically.

Third-party software: There are several third-party software solutions available in Romania that are approved by ANAF and can be used to generate and manage e-waybills.

Mobile applications: Several mobile applications are available for Android and iOS devices that allow transport companies to generate and manage e-waybills on the go.

ERP systems: Some enterprise resource planning (ERP) systems used by transport companies in Romania include built-in e-waybill functionality. These systems can generate and manage e-waybills as part of their overall transportation management solution.

  • Melasoft eTransport Solution in Romania

Melasoft eTransport solution is a logistics solution that can help businesses in Romania to manage the creation, processing and tracking of transport documents such as waybills, waybills and bills of lading. The solution can be used to streamline transport operations, improve accuracy and efficiency, and reduce transport costs.

Waybill creation: The Melasoft eTransport solution allows businesses to electronically generate waybills and automate the printing and distribution of documents. The solution can also create waybills that comply with local regulations, such as those related to dangerous goods, customs requirements, and road safety.

Digital signature: The solution supports digital signature for waybills, allowing businesses to electronically sign and verify transport documents. This feature can help businesses reduce paperwork, increase security and speed up the delivery process.

Integration with logistics operations: Melasoft eTransport solution can be integrated with logistics operations such as transport planning and carrier selection to ensure waybills are accurate and up-to-date. The solution can also integrate with accounting systems to facilitate invoicing and billing.

Track and trace: The solution enables businesses to track and trace transport documents throughout the delivery process. The solution also provides real-time visibility into the status of the delivery, allowing businesses to respond quickly to issues as they arise.

Compatibility: The Melasoft eTransport solution can help businesses in Romania comply with local regulations and standards related to transport documentation, such as hazardous materials, customs requirements and road safety. The solution can help businesses ensure that their transport operations comply with local regulations and avoid non-compliance penalties.

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Overall, Melasoft eTransport solution for Romania allows taxpayers to send and receive waybills in compliance with the Ministry of Finance and ANAF standards and format. The Melasoft solution establishes the connection between the incoming/outgoing cockpit, the taxpayer and the ANAF SPV Portal. Thus, the delivery note received from the Melasoft cockpit is mapped, processed and sent to ANAF. The sent waybills can also be viewed as XML and PDF.

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