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The new special consignment note for cash & carry traders – What companies need to know about its use17 October 2024

The new special consignment note for cash & carry traders – What companies need to know about its use

Merchants in the cash & carry field must comply with a new regulation that introduces into the bureaucratic circuit a specific financial-accounting document for this type of trade. The new document, called the special notice to accompany the goods, is mandatory for all traders operating in the cash & carry regime, having multiple essential functions for managing transport and cash transactions. This notice is standardized and is drawn up at the time of delivery of goods from cash & carry stores, covering not only their transport, but also other specific accounting processes.

Order of the Ministry of Finance no. 4.058/2024, published in the Official Gazette no. 754, brings to the fore a special notice to accompany the goods, marking a first in the bureaucratic circuit of the sector. The new type is coded CASH AND CARRY 14-3-6aA and is especially necessary in the context of e-Transport, in situations where cash & carry units must declare fiscal risk shipments in the national monitoring system and obtain UIT codes.

The functions and role of the new consignment note

The special consignment note has several roles: firstly, it is the official document that accompanies the goods during transport. Secondly, it is the basis for drawing up invoices and serves as a receipt and discharge document from the management of the issuing entity. This functionality is not new in itself, being characteristic of all goods accompanying notices. But what sets it apart from other similar documents is its specific use for recording cash receipts and payments.

Thus, in the case of cash & carry merchants, the note will also fulfil the role of a receipt, documenting cash transactions and being used to update the cash register and accounting. This dual functionality makes it a crucial tool for companies operating in this sector, ensuring both a clear record of cargo flow and financial flow.

Issuance term and additional obligations

An important aspect that cash & carry companies must take into account is the deadline for issuing the notice. The order issued by the Ministry of Finance clearly specifies that the notice must be drawn up no later than the date of transmission of the invoice in the national electronic invoicing system RO e-Factura. Thus, the document must be prepared and correctly drawn up before sending the invoice, ensuring continuity and synchronization between the delivery of the goods and the invoicing process.

This obligation requires careful document flow management and close collaboration between the companies’ logistics and accounting departments. Any delay or inconsistency can affect not only compliance with tax regulations, but also the operational efficiency of the company.

Implications for accounting and management

The new notice is not only a document accompanying the goods, but also a tool for recording financial transactions. Traders must ensure that the document is used correctly and recorded in both management and accounting so that all cash transactions are correctly reflected. This aspect is particularly important, considering that many cash & carry transactions involve direct payments upon delivery of the goods.

Companies must also adjust internal procedures to reflect the notice’s new usage requirements. These should include issuing the document in accordance with mandatory regulations and keeping a detailed record of all transactions made through it.

The new special notice accompanying the goods represents a necessary bureaucratic innovation for cash & carry traders, especially in the context of RO e-Transport, ensuring both the traceability of the goods and a clear and complete financial record. With multiple functionalities, from transport document to receipt for cash payments, this notice is becoming a central element of the day-to-day activities of companies in the sector. At the same time, companies must be careful to comply with issuing deadlines and procedures, to avoid sanctions and to maintain an efficient flow of financial and logistical operations.

Cristina Săulescu

Tax & Transfer Pricing Partner

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