The use of SPV is a practical solution to simplify procedures and a necessary condition for compliance with recent regulations, such as the ro e-invoice. This guide explains step by step the registration process, the required documents, the access methods and the role of the electronic signature so that any legal entity can use the platform correctly and efficiently.
Summary
- SPV is ANAF’s digital platform for companies, which allows the transmission of fiscal documents, consulting the fiscal situation and reporting in the RO e-invoice system, contributing to the digitization and efficiency of administrative processes.
- Registration in the SPV involves obtaining a qualified digital certificate, completing the application on the ANAF platform and uploading supporting documents in an electronically signed archive, for the validation of the identity and the quality of legal representative.
- Electronic signature and digital proxy ensure the security and legality of tax operations, allowing companies to authorize representatives, avoid administrative errors and comply with modern legislative requirements.
What is SPV for legal entities?
The Virtual Private Space (SPV) is a digital platform made available free of charge by the National Tax Administration Agency, designed to facilitate the interaction between companies and tax authorities. By using this platform, legal entities can streamline the management of tax obligations, benefiting from the advantages offered by modern technologies.
An SPV account provides access to a wide range of digital tax services, including the submission of the necessary documents, consulting the current tax situation and managing tax returns, as well as SAF-T reporting. .
Starting in 2024, the use of SPV has become a key element for complying with the requirements of the RO e-invoice system, marking an important step in fiscal digitalization in Romania. The platform ensures a secure environment for all operations, helping to optimize administrative activities and reduce operational costs for companies.
SPV Registration for Legal Entities – Essential Steps
Registration in the virtual private space is an essential process for legal entities who want to access digital tax services and comply with the regulations on electronic invoicing. This involves going through several specific stages.
Obtaining qualified digital certificate
The first step is to purchase a qualified digital certificate, used as an electronic signature. It is issued by accredited suppliers and must be associated with the natural person who represents the legal entity in relation to ANAF:
- the legal representative;
- a designated representative;
- or an empowered person.
Generating ANAF Confirmation Document
After purchasing the certificate, the supplier issues a confirmation document with ANAF header. This file is digitally signed by both the certificate holder and the provider and is proof of digital identity required for registration processing.
Preparation of the ZIP archive with supporting documents
For the validation of the right of representation, a ZIP archive is required including:
- copy of the identity document of the person holding the digital certificate;
- documents certifying its quality (legal representative, appointed or empowered);
- All files signed with the qualified electronic certificate.
Completing the application on the ANAF platform
In the last stage, the registration is done directly on the ANAF platform. The applicant must introduce:
- the company’s unique registration code (CUI);
- the identification data of the responsible person;
- valid contact information.
After uploading the documents and entering the validation codes, the system processes the request, and the confirmation is automatically sent to the email address provided.
Documents required for registration in SPV – legal entities
In order to successfully complete the registration in the virtual private space, legal entities must prepare a complete set of documents to confirm the identity of the applicant and his quality in relation to the represented entity. These acts constitute the legal basis for granting access to the digital tax platform.
the confirmation document
The confirmation document issued by the provider of the qualified digital certificate is mandatory.
- It must be written on the ANAF header.
- It is necessary to be digitally signed both by the holder of the certificate and its supplier.
This step guarantees the authenticity and validity of the registration process.
ZIP archive with supporting documents
In addition to the confirmation document, the applicant must load a ZIP archive containing the supporting documents:
- copy of the identity document of the person requesting registration;
- documents proving the capacity of legal representative, designated or authorized representative.
Technical requirements:
- All documents must be in PDF format;
- Each document must be digitally signed with the applicant’s qualified electronic certificate;
- The total size of the archive must not exceed 5 MB to allow rapid processing by the ANAF system.
Checking the validity of the documents
It is essential that the documents certifying the legal representative status are updated and reflect the real legal situation of the legal entity. Expired or non-reality documents may result in delays or rejection of the registration application.
Accessing SPV for Legal Entities
Access to the Virtual Private Space (SPV) for legal entities is achieved through a secure authentication system, designed to protect the confidentiality and integrity of the company’s fiscal data. A qualified digital certificate is required for connection, issued by an authorized supplier and correctly registered at ANAF.
Access conditions
In order to use the SPV platform, the legal entity must meet the following conditions:
- hold a valid digital certificate;
- the certificate must be associated with a person authorized to represent the company in the relationship with ANAF;
- The representative must be registered in the system according to ANAF procedures.
Authentication steps
Access to the platform is done as follows:
- The user accesses the official ANAF website.
- Enter the Virtual Private Space section.
- Select the ‘Authentication with digital certificate’ option.
- Choose the digital certificate stored on the used device.
- The ANAF system automatically verifies the validity of the certificate and, if recognized, allows access to the SPV account.
What you can do after login
Once logged in, the user has access to all the functions provided by SPV, including:
- viewing and downloading tax documents;
- submission of declarations and mandatory forms;
- sending and receiving official messages from ANAF;
- performing various administrative operations related to the company’s tax obligations.
Access to these functionalities is reserved exclusively for legally authorized persons to represent the legal entity.
Interface and user experience
The SPV platform has an intuitive, easy-to-navigate interface that allows for quick and efficient management of tax burdens. This contributes to the optimization of administrative processes and to the reduction of the time required to fulfill the obligations towards ANAF.
Electronic signature and digital certificate for SPV
The electronic signature and the digital certificate are essential elements for the security of the virtual private space, guaranteeing the authenticity, integrity and validity of the documents sent to the tax authorities. These tools allow legal entities to fully benefit from the digitization of tax processes.
- The digital certificate Qualified as a unique electronic identity, allowing for secure user identification and electronic signing of official documents. It must be issued by an accredited supplier and comply with European security standards to ensure compatibility with ANAF systems.
- Electronic signature Based on the digital certificate, it has the same legal value as the holographic signature, allowing companies to submit official documents and carry out tax operations in the digital environment with complete legal certainty. This technology is essential for access to the platform’s advanced functionalities, including reporting in the RO e-invoice system.
The implementation of these solutions contributes to the modernization of the interaction between taxpayers and tax authorities, facilitating compliance with regulations and optimizing administrative processes for all parties involved.
Empowerment in SPV for legal entities
The power of access to the virtual private space allows legal entities to designate authorized representatives to act on behalf of the company in the relationship with ANAF through the digital platform. This mechanism provides flexibility and enables the delegation of tax responsibilities to specialized people.
In order to grant a valid power of attorney, the supporting documents must include the notarial power of attorney or the act of designation, which clearly specify the delegated rights and the period of validity. The power of attorney must allow all the necessary operations to be carried out in the virtual private space and include the explicit agreement on access to the history of the legal entity’s previous actions in the platform.
The efficient use of virtual private space is a competitive advantage for legal entities, simplifying tax compliance and reducing administrative costs. By understanding the registration process, the necessary documents, the access methods and the importance of the electronic signature, companies can fully capitalize on the benefits offered by this digital platform.
The correct implementation of these procedures ensures a fluid and efficient interaction with ANAF, contributing to the optimization of fiscal operations and to the avoidance of potential sanctions. Therefore, familiarization with SPV and its proper use are essential for the success of any business in the current economic context.
References:
https://static.anaf.ro/static/10/anaf/asistentacontributabi_r/ghid_ro_efactura.pdf
https://mfinante.gov.ro/web/efactura
https://static.anaf.ro/static/10/anaf/asistentacontributabi_r/facebook/FB_07_14_11_2018.pdf
