General Accountant / Tax Accountant

Department: Finance
Level: Senior operational
Primary objective: Maintain correct accounting structure, ensure tax compliance and synchronise CRMconnect with accounting software

What this role does

The General/Tax Accountant configures and maintains the financial infrastructure of CRMconnect: chart of accounts, VAT rates, currencies and exchange rates, payment methods. They manage e-invoice compliance at system level and export operational data from the CRM into accounting software (Saga, WinMentor). They are the person who knows why a fiscal document looks the way it does.

Modules used regularly

Configurations you manage

Chart of Accounts (`/admin/chart_of_accounts`)

The accounting structure to which all CRM transactions are mapped. Organised by class:

• Class 1–4: Balance sheet accounts (assets, liabilities, equity)
• Class 5: Treasury accounts
• Class 6: Expenses (supplier invoices, salaries, depreciation)
• Class 7: Revenue (issued invoices, other income)

When to update: At the opening of the accounting period, when adding new activities, at the request of the external auditor.

Taxes / VAT (`/admin/taxes`)

Define each VAT rate used in documents:

When to update: On legislative changes, when adding new product categories with different rates.

Currencies (`/admin/currencies`)

Configure each currency you invoice or purchase in:

• Exchange rate: manual (updated daily/weekly) or automatic feed from BNR/ECB
• Base currency: RON (for reporting)
• Impact: All foreign-currency invoices are automatically converted to RON for reporting

When to update: Daily or weekly if you have large foreign-currency volumes; when launching new international markets.

Payment Methods (`/admin/paymentmodes`)

Define accepted methods: Bank transfer, Card (Visa/MC/Amex), Cash, PayPal, Stripe, other gateways.

Configuration per method:

• Commission (%) — automatically deducted when recording the payment
• Reconciliation account — the G/L account the payment is recorded to
• Settlement days — for gateways that settle with a delay

e-Invoice configuration — system responsibility

Initial setup (once only)

1. /admin/billing/efactura → authorisation link displayed
2. Send the link to the legal representative or authorised person with a digital certificate
3. They authenticate with their certificate → token is saved automatically
4. Verify that company_vat in settings contains the numeric VAT (without RO prefix)
5. Set:
   • Auto-import e-Invoice: ON (automatically imports supplier invoices from SPV, every 3–6h)
   • Auto-send e-Invoice: ON, days = 3 (automatically submits after 3 days — gives the team time to correct any errors)

Periodic maintenance

SAGA integration

Where: /admin/saga

SAGA is the most widely used accounting software in Romania. The integration allows operational data from CRMconnect (invoices, payments, expenses) to reach SAGA automatically without manual re-entry.

Typical flow:

CRMconnect → transactions operated during the day
       ↓
SAGA export (daily or weekly)
  → Issued invoices: with number, customer, amounts, G/L accounts
  → Received payments: with invoice association
  → Supplier invoices: with associated PO, expense accounts
       ↓
SAGA → automatic accounting entries
  → Generating journal entries
  → Updated trial balance
  → Tax declarations (D300, D394)

What to configure in CRM for SAGA:

• Mapping G/L accounts from CRM to SAGA accounts
• Export frequency (daily recommended for high volume)
• Export filters (which period, which document types)

WinMentor integration

Where: /admin/winmentor

WinMentor is used by companies that need a more comprehensive accounting ERP. The integration works similarly to SAGA:

CRMconnect (operations) ←→ WinMentor (accounting)
  → Export issued and received invoices
  → Import chart of accounts from WinMentor
  → Partner synchronisation (customers, suppliers)

Difference from SAGA: WinMentor also manages stock and production — ensure there are no duplicates between CRM's WMS module and WinMentor's stock module.

Monthly routine — month-end close

Week 1 of the new month (for the previous month)

1. Invoice check: Do all invoices from the previous month have a final status (Paid / Overdue / Cancelled)?
2. e-Invoice: Do all eligible B2B invoices have "Validated" status at ANAF? Are there unresolved errors?
3. Bank Statement: Are all transactions from the previous month reconciled?
4. SAGA/WinMentor export: Run the complete export of the previous month
5. VAT check: Does collected VAT (on invoices) and deductible VAT (on supplier invoices) match the D300?

Quality checks before export

Metrics to track

Practical tips

The ANAF token expires — set a reminder 2 weeks in advance. An expired token = e-invoices stop being sent = potential fines. Check the expiry date monthly.

Auto-send with a 3-day delay is safer than immediate submission. If Sales made an error on the invoice, you have 3 days to correct it before it reaches ANAF. An invoice submitted to ANAF with incorrect data is difficult to reverse.

Don't change VAT rates mid-month. Modifying an active VAT rate retroactively affects calculations on unfinished documents. Make changes on the 1st of the month.

Keep the G/L account mapping synchronised with SAGA/WinMentor. If you add a new account in SAGA and forget to map it in CRM, the related transactions won't be exported.