e-Invoicing in WinMENTOR: a complete step-by-step setup guide

Romania’s e-Invoicing mandate (RO e-Factura) for B2B and B2G transactions came into force on 1 January 2024, and since 1 January 2025 it also covers invoices issued to private individuals (B2C). Every company, whatever its activity and whether or not it is VAT-registered, must submit its invoices to the SPV portal within 5 working days of issue. If WinMENTOR is not configured for this yet, you are exposed to fines and operational disruption. The guide below follows the producer’s official documentation (WinMENTOR CLASSIC, rev. 2.0 of 8 May 2025) and adds what we have learned from our implementations.

Update, October 2026: this guide was rewritten against the producer’s current documentation: the exact constant names, the ANAF token, the e-Invoicing server, submission statuses and special situations (invoices uploaded twice, VAT ID without the RO prefix, the test environment). The steps refer to WinMENTOR CLASSIC; WinMENTOR ENTERPRISE menus differ, but the logic is the same.

What e-Invoicing is and why it matters

e-Factura is the ANAF system through which invoices are submitted electronically, as UBL 2.1 XML (CIUS-RO), to the Private Virtual Space (SPV). The invoice in SPV is the official one; the PDF you send the customer is only a copy.

Who is obliged:

• from 1 January 2024: all B2B and B2G invoices with the place of supply in Romania;
• from 1 January 2025: invoices to private individuals (B2C) as well;
• intra-community supplies in foreign currency that must be reported are handled separately, from the foreign-currency invoices view.

Penalties for non-submission: tiered fines depending on taxpayer size, plus the risk that an unsubmitted invoice is not recognised for tax purposes at the customer. Do not let invoices slip past the deadline; WinMENTOR colour-codes them in the view precisely so you notice.

Prerequisites

Before any setting, make sure you have:

1. WinMENTOR updated to the current release. From version 25.022 the e-Invoicing constants sit in a dedicated view under Diverse; from 25.051 the old constants for private individuals and the registry no longer need setting — every document issued from 01.01.2025 shows up automatically in the e-Invoicing views.
2. WMDECL.exe next to the WinMENTOR executable. It updates automatically when a version is installed; if missing, download it manually and copy it into the program folder.
3. The DATE_Efact archive, shipped with the current version’s documentation: on first installation, unzip it and copy its contents into the export directory set in the constant.
4. A qualified digital certificate (USB token or cloud certificate) registered in ANAF SPV for your company. First check you can log in at efactura.anaf.ro.
5. An export directory physically created on disk, for example D:\WinMent\eFactura. Do not share it with e-Transport.

Step 1: The ANAF token

Besides classic signing with the certificate, ANAF allows a serial number obtained from the signature token. The token is valid for 3 months and, for the JWT type, renews itself automatically when you generate an e-invoice or press START in the e-Invoicing server.

The practical benefit: several users can submit invoices without the physical key in their computer. The procedure is described in the producer’s document “Obținere token ANAF” (in the Documentatie/20_e-Factura folder). The serial goes into the constant below.

Step 2: The e-Invoicing constants

Go to Constants → Diverse → e-Factura (the dedicated view). The constants required for operation:

Constants that help in practice:

• Evidențiere întârziere upload SPV prin culori = DA, so unsubmitted invoices change colour as the 5-day deadline approaches.
• Generare automată XML la salvare document = DA, if you want the XML generated when each invoice is saved.
• Upload-ul XML E-factura în SPV se face prin: upload manual (default) or upload prin Server E-factura (see step 7).
• Export observații factură în Header.Note and Text relevant pe câmpul Header.Note: what text lands in the XML “Note” field.
• Export în XML discount centralizat la nivel de document: the discount per VAT rate, centralised.
• Export conturi bancare în fișierul XML, pe noduri diferite together with Băncile exportate în e-Factura sunt din: to export several accounts, tick in Nomenclator Cassa & Banca the accounts for companies and/or public institutions and give them an order.
• Export atașament = DA, to attach up to 50 files (PDF, PNG, JPG, CSV, XLS, ODS), 3 MB in total, to the XML.

If the constants are not visible, run Service → Avarie → Actualizare constante.

Step 3: Company data

In Nomenclatoare → Firmă fill in: name, Trade Register number, tax ID, town, county, address and phone. If the company has a fiscal representative, fill in that tab too.

Warning: if the document carries VAT and the tax ID in Date generale firmă lacks the RO prefix, e-invoice generation fails. Fix the tax ID first.

Step 4: Items

For every item that appears on invoices:

• Name filled in;
• International unit of measure (the generic SAF-T unit). Without it, generation shows a message that the unit is not set and no XML is produced;
• Tip E-Fact, in the Alte caracteristici tab: normal, high fiscal risk or new building;
• Customs code for high-fiscal-risk items sold B2B;
• CPV code for every item invoiced to public institutions (B2G);
• CNAS code, pharmacy mode only.

The Tip E-Fact column in the items view lets you check the register quickly.

Step 5: Partners

Legal entities: name, tax ID, Trade Register number, full address (town, county, country, street) on the main office and on the delivery address if different. Tick Instituție publică only where applicable.

Private individuals: full name, address (town, county, country); the personal number (CNP) is mandatory for invoices paid with holiday vouchers.

The Cod extern field on the partner’s delivery addresses becomes the buyer reference in the XML (BT-10). If you invoice against a contract or an order, their numbers are exported automatically when the invoice is generated from Contracte comerciale clienți or Comenzi de la clienți.

Step 6: Generating and validating the XML

The Ieșiri (Sales) menu has three dedicated views: Facturi (E-Facturare), Facturi la avize (E-Facturare) and Facturi în valută (E-Facturare). They list every document that must be submitted, coloured by the time elapsed since the document date: grey 0–1 days, green 2 days, yellow 3 days, pink 4 days, red 5 days or more.

The XML is generated:

• manually, per invoice, from the document’s eFactura button;
• in bulk, from the view: right-click an invoice → Generare XML pentru toate E-Facturile or Generare XML E-factura selectată. For bulk generation, filter the view by a field that always has a value (document date, partner name).

Validation runs at generation. If everything is right you get “Validare OnLine: Validat cu succes!”; otherwise a window with the errors. The invoice PDF is generated automatically alongside the XML, in the same directory.

Run the first trial in the Testare environment: issue a small invoice, generate the XML, submit it and check the response. Then switch the constant to Producție and regenerate the XML for real invoices: invoices sent only in test carry the letter T in front of the status and are not recorded by ANAF, even though validation passed.

Step 7: Submitting to SPV

The document’s eFactura button opens the view-and-send interface:

• Upload XML asks for the token password and uploads the invoice; Id Încărcare and Data încărcare fill in automatically with the unique number from SPV;
• Stare validare XML: în prelucrare (processing), nok (errors) or ok;
• the Send button colour: red = not sent, blue = processing, yellow = filed with errors, green = filed without errors;
• Download ANAF: on OK you download the original invoice and the Ministry of Finance signature; on NOK you download the error file.

Each invoice’s status also shows in the Sales views: ? (no XML), XML (generated), În prelucrare (sent, has an upload ID), OK/Nok, Downloaded (the download ID was received; the invoice folder holds the archive with the sent XML and the ANAF signature). For an up-to-date status, close and reopen the view.

The e-Invoicing server (WMEfact) automates this whole step: the executable runs in the background, uploads generated XMLs, polls the status and downloads the responses. It is configured in WMEfact.ini (server ID, certificate serial, pauses between calls: 2–10 seconds between actions, 5–30 minutes when ANAF does not respond). Several instances can run in separate folders, depending on the number of seats purchased. The server is licensed separately from the e-Invoicing module; see the prices in the configurator.

Common situations and how to resolve them

The invoice was uploaded twice to SPV. Manually: in WMDECL.exe, the ID încărcare button, enter the ID received at the first submission (find it in SPV under sent invoices), confirm, then Stare validare ANAF; when it turns OK, download the archive. Automatically: from Import facturi de ieșire de pe platforma E-Factura download the documents, then press Wait on those with NOK status; with the server, the update happens by itself at start-up (you will see “DUBLATA” as download ID and “Actualizat automat din import SPV” as message).

Message that the unit of measure is not set, then a generation error. The item lacks the international unit or the export directory path is missing. Fill in and regenerate.

Tax ID error. The company’s tax ID lacks RO while the document carries VAT. Fix it in Date generale firmă.

NOK status. The invoice’s export folder contains a text file with the ANAF errors. Correct the invoice, regenerate the XML and resend (or press Start server).

You changed the environment or the token serial after generation. The XML must be generated again.

You want to cancel a submitted invoice. Do not cancel it while the status is not Downloaded: after cancellation you can no longer view it. First obtain the download ID and the archive with the ANAF seal.

You moved the export directory. Copy the folders with the old XMLs into the new directory, otherwise upload statuses are no longer visible.

Company split. Finish submitting the documents first, otherwise you cannot check statuses from the split company.

Self-billing. The XML can also be generated on purchase invoices or purchase invoices against delivery notes, and on sales invoices marked as self-billed.

Final checklist

• Current WinMENTOR version, WMDECL.exe present, DATE_Efact copied into the export directory
• ANAF token obtained and its serial entered in the constant
• Constants: export directory, environment, Online validation, default bank, contact person
• Complete company data, tax ID with RO
• Items with international unit and E-Fact type; customs/CPV codes where needed
• Partners with tax ID, Trade Register number and full address, including delivery address
• Test invoice in Testare: XML generated, validated, sent, response downloaded
• Constant switched to Producție and XMLs regenerated
• The person in charge trained to watch the E-Facturare views and the deadline colours

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Need help configuring e-Invoicing in WinMENTOR? Request a free audit: in 30 minutes we identify what is missing and what needs fixing. Our e-Invoicing implementation usually takes about 5 hours; see the estimate in the configurator.