1. Invoicing only the individuals (PF) 

1.a  Without CNP collection at Checkout - no action needed

2.b With CNP collection at Checkout - activate the Company name field

How to enable the “Company name” field at checkout in Shopify?

How to rename the "Company name" field?

How to generate an invoice with CNP for individuals?

2. Invoicing both the individuals (PF) and the legal entities (PJ)

Necessary Settings for generating invoices for Legal Entities (PJ):

How to enable the “Company name” field at checkout in Shopify?

How to rename the "Company name" field?

How to generate an invoice with CUI for legal entities?

How to identify orders for which you need to generate an invoice for a legal entity?

3. Import into SPV - for Bucharest’s addresses, the Sector is mandatory

With the new romanian legislative changes, effective January 1st 2025, all the invoices must be submitted through the Private Virtual Space (SPV), regardless of whether they are issued to individuals (PF) or legal entities (PJ). 

Depending on your business activities and the type of clients you support, you can issue invoices exclusively for individuals (PF) or for both individuals (PF) and legal entities (PJ). 

For Individuals (PF)

You can choose whether or not to collect your customers' CNP (Personal Numeric Code). It is not mandatory to collect the customer's CNP. You can retrieve the CNP on the Checkout page; however, if you do not collect it at all, Shopify will automatically send '-', and the invoicing service will forward 13 zeros instead of the CNP into SPV. 

Not Collecting CNP

• Procedure: If you do not collect the CNP at Checkout, Shopify will automatically send a dash ('-').
• Invoicing Service Action: The invoicing service will substitute 13 zeros in place of the CNP when submitting to SPV.

Collecting CNP

• Procedure: If you choose to collect the CNP at Checkout, ensure that the Company name field is enabled, rename it and marked as required or optional based on your preference. 
• Invoicing Service Action: The actual CNP provided by the customer will be included in the invoice submitted to SPV.

For Legal Entities (PJ)

It is mandatory to collect the company's CUI on the Checkout page, and based on this, an invoice will be issued for the legal entity.

• Procedure: Ensure that the Company name field is enabled, rename it and marked as optional. 
• Invoicing Service Action: The actual CUI provided by the customer will be included in the invoice submitted to SPV.

Below are the settings required for both situations:

1. Invoicing only the individuals (PF)
2. Invoicing both individuals and legal entities (PF and PJ)

1. Invoicing only the individuals (PF) 

Your company's activities involve selling exclusively to individuals, and you invoice only individuals.

1.a  Without CNP collection at Checkout - no action needed

If you generate invoices only for individuals and if you choose  to collect your customers' CNP (Personal Numeric Code), you need to enable the Company Name field in Shopify. This will display the field on the Checkout page, where it should be filled in with the Personal Numeric Code. You can set this field as either optional or required.

If you do not collect the CNP at Checkout, Shopify will automatically send a dash ('-'), and the invoicing service will substitute 13 zeros in place of the CNP when submitting to SPV.

2.b With CNP collection at Checkout - activate the Company name field

If you generate invoices only for individuals and if you choose to collect your customers' CNP (Personal Numeric Code), you need to enable the Company Name field in Shopify. This will display the field on the Checkout page, where it should be filled in with the Personal Numeric Code. You can set this field as either optional or required.

How to enable the “Company name” field at checkout in Shopify?

1. Log in to your Shopify Admin.
2. Go to Settings > Checkout (or Checkout and accounts, depending on your Shopify version).
3. Scroll down to the Form options section (or a similarly named section).
4. Look for the Company name field and set it to “Optional” (or “Required” if you want to make it mandatory).
5. Click Save to apply the changes.

After saving, the “Company name” field will appear for customers on your checkout page.

To make it clearer for customers, we recommend renaming this field

Our example is: “Completează opțional CNP-ul but you can replace it with any other text you prefer.

Checkout form example: 

How to rename the "Company name" field?

1. Log in to your Shopify Admin.

2. Go to Online Store > Themes > Actions > Edit default theme content.

3. Select Checkout & system.

4. Locate the Optional company label.

5. Click Edit, rename the field as desired, and then click Save.

How to generate an invoice with CNP for individuals?

1.a  You choose not to collect the CNP at Checkout - no action needed

Shopify will automatically send a dash ('-').

The invoicing service will substitute 13 zeros in place of the CNP when submitting to SPV.

2.b You choose to collect the CNP at Checkout - activate the Company name field

When generating an invoice (using either the 'Create Documents' or 'Create Invoice' options), at the Recipient step, the CNP entered by the customer on the Checkout page is captured in the Company Name field.

The CNP will be included on the invoice, and the data will be transmitted to SPV exactly as retrieved from Shopify. 

If the client doesn't fill in anything, Shopify will automatically send a dash ('-'), and the invoicing service will substitute 13 zeros in place of the CNP when submitting to SPV.

This feature is available for Free subscription plan

2. Invoicing both the individuals (PF) and the legal entities (PJ)

Your company's activities involve selling to both individuals and legal entities, so you invoice both individuals and legal entities.

This option currently applies only for the Romanian legal entity nomenclature

Necessary Settings for generating invoices for Legal Entities (PJ):

1. Enable the "Company Name" Field in Shopify
2. Enable the option to "Search for company details" based on CUI in xConnector
3. Enable the default billing address retrieval option (for Automatic and BULK Generation)
4. Enable the Address Selector in xConnector (for Invoice Generation Independent of shipping labels)

1. Enable the "Company Name" Field in Shopify

If you generate invoices for legal entities, it is mandatory to enable the "Company Name" field in Shopify to collect the company's CUI (Unique Identification Code). This will display the field on the Checkout page, where it should be filled in with the company's CUI. You can set this field as either optional or required.

How to enable the “Company name” field at checkout in Shopify?

1. Log in to your Shopify Admin.
2. Go to Settings > Checkout (or Checkout and accounts, depending on your Shopify version).
3. Scroll down to the Form options section (or a similarly named section).
4. Look for the Company name field and set it to “Optional” (or “Required” if you want to make it mandatory).
5. Click Save to apply the changes.

After saving, the “Company name” field will appear for customers on your checkout page.

To make it clearer for customers, we recommend renaming this field.

Our example is: “Completează opțional: CNP dacă ești persoană fizică sau CUI dacă reprezinți o firmă “ but you can replace it with any other text you prefer.

Checkout form example:

How to rename the "Company name" field?

1. Log in to your Shopify Admin.

2. Go to Online Store > Themes > Actions > Edit default theme content.

3. Select Checkout & system.

4. Locate the Optional company label.

5. Click Edit, rename the field as desired, and then click Save.

2. Enable the option to Search for Company Details based on CUI 

xConnector automatically searches the unique registration code (CUI) and retrieves all necessary invoice details, including the company name, company address, and company registration number.

To enable searching for company details based on the unique registration code, follow these steps:

xConnector > Preferences > Content helpers > Search for company details

Once activated, the search option will appear as a magnifying glass.

When you generate an invoice (either using the "Create Documents" or "Create Invoice" option), at the Recipient step, you need to click the magnifying glass, which will automatically retrieve the billing details.

3.  Enable the default billing address retrieval option (for Automatic and BULK Generation)

There are instances where the billing address differs from the shipping address or when no shipping address is provided (personal pickup and digital products). 

In such cases, the billing address is required to generate the invoice.

To set the billing address as the default for invoice issuance, follow these steps:

xConnector > Preferences > Default values > Use the billing address for invoice

4.  Enable the Address Selector in xConnector (for On demand invoice generation )

To activate the address selector in xConnector, you need to make the following setting: 

xConnector > Preferences > Content helpers > Show address selector

How to generate an invoice with CUI for legal entities?

How do you want to generate the invoice?

A. Generate a shipping label and an invoice at the same time or BULK

B. Generate just the invoice

C. Generate BULK or fully automated invoice

A. Generate a shipping label and an invoice at the same 

1. Click on the Shipping label generation option 
2. Click Next to the Recipient tab
3. Click on the magnifying glass icon so xConnector will retrieve the company's informations needed to issue the invoice
   

   

4. Click Next and generate the documents

=> The shipping label is issued with the Shipping data details 

=> The invoice is issued with the Company details data details 

B. Generate just the invoice

1. Click on the Invoice generation option 

2. Click Next to the Recipient tab

3. Click on the magnifying glass icon so xConnector will retrieve the company's informations needed to issue the invoice

4. Click Next and generate the document

=> The invoice is issued with the Company details data

C. Generate BULK or fully automated invoice

Make sure you did checked all the settings for legal entities (PJ settings)
Follow the settings for BULK or fully automated invoice here. 

How to identify orders for which you need to generate an invoice for a legal entity?

Every time an order has the "Company" field filled out on the Checkout page, the information is also saved in xConnector, allowing you to filter all orders with this field completed.

In xConnector, go to Orders > Filters > Flag > "Company invoice" to display only the orders that have the "Company" field filled out, meaning those that require an invoice for legal entities.

You can easily identify orders with the "Company" field filled out, and if you notice a yellow document-shaped icon on the order line.

This feature is available begining with the Basic subscription plan

Updating Customer Addresses in the Billing Platform's Customer Directory

Why is this option necessary?

This option is essential when importing invoices into SPV for addresses in Bucharest, where the Sector is mandatory to include.

Why Update the Customer’s Address?

The customer's new address, which includes the Sector, must be updated in the customer directory of the billing platform. This update:

• Ensures that the new address (including the Sector) is reflected on the invoices.

• Replaces the existing address, which might not include the Sector.

• Requires activating the Save Customer Data option to allow the billing platform's API to automatically retrieve the updated address (including the Sector).

How It Works

• xConnector automatically retrieves the Sector based on the Postal Code for addresses in Bucharest and sends it to the billing platform to generate the invoice.

• The Sector is not displayed in the interface but is sent directly via the API.

• However, if the customer is already listed in the customer directory, the billing platform will use the existing address on the invoice instead of the updated address sent during invoice generation (which includes the Sector).

To ensure the customer’s new address (with the Sector) is correctly included on the invoice, you must update the customer data in the customer directory of the billing platform.

Updating the address ensures that:

• The billing platform uses the new address instead of the existing one, which might lack the Sector.

• The Save Customer Data option is activated so the platform's API can retrieve the updated address and not the outdated one stored in the database.

How to Enable the Save Customer Data Option?

xConnector > Profile > Connected services > Invoice service > Invoice preferences > Save customer 

1. Open xConnector.

2. Navigate to:

   • Profile → Connected Services → Select the connected invoice service.

3. Go to Invoice Preferences.

4. Enable the option:

   • Save customer → Save customer to database [ON].

5. Click Save to confirm the changes.

By activating this option, all updated customer data will be saved correctly in the database, and invoices will be issued with the updated address as required.

Example

Invoice issued on 10.01.2024 for:

• Ion Popescu, Calea Victoriei 150, Bucharest, Bucharest

  In the billing platform's customer directory, the saved address is:

• Ion Popescu, Calea Victoriei 150, Bucharest, Bucharest

Invoice issued on 10.01.2025 for:

• Ion Popescu, Calea Victoriei 150, Bucharest, Sector 1
  In the billing platform's customer directory, the saved address will be:
  
  

-> If the Save Customer Data option is activated:

• Ion Popescu, Calea Victoriei 150, Bucharest, Sector 1
  
  

-> If the Save Customer Data option is not activated:

• Ion Popescu, Calea Victoriei 150, Bucharest, Bucharest

5.  Invoice Reverting (Storno)

For situations where invoices have already been imported into SPV but, in the meantime, customers have returned the products, or if modifications to already imported invoices are necessary, the solution is to revert the invoices.

We would like to remind you that, through xConnector, it is possible to automatically cancel invoices when an order is canceled in Shopify. 

xConnector > Profile > Preferences > Automation > Revert invoice on cancel order

Thus, if a parcel is returned, the corresponding invoice can be automatically reverted without any additional manual intervention. 

See here the settings:

https://xconnector.freshdesk.com/support/solutions/articles/103000282361-rejected-parcels-cancel-the-order-and-the-invoice

Important Note!


Theese settings currently apply to Oblio and SmartBill platforms.
If you encounter similar behavoir for FGO, please let us know so we can implement the Save customer to Database option for this service as well.

Feel free to contact us if you need any further information:

Chat: click on the blue chat icon (bottom-right)

E-mail: [email protected]

Phone: +4 0373 747 991