Importing e-invoices into WinMentor from SPV: how to download and record invoices automatically
A step-by-step guide for importing invoices received from ANAF SPV (the Romanian tax authority) into WinMentor: configuration, supplier mapping, automated accounting, and managing PO discrepancies.
Ionut Mihaescu — Full Stack Developer Azuvio · 2026-05-23 · 7 min · ERP & Integrations
Why this workflow is critical
For a medium-sized distributor, 60-80% of incoming invoices now arrive via SPV (mandatory B2B e-invoicing). Manual entry in WinMentor = 5-15 minutes per invoice × 200-500 invoices/month = 40-120 accountant hours monthly. Automation reduces this to under 5 hours.
Step 1: Enable automatic download
Go to Service → Configuration → e-Factura → Download received invoices:
Frequency: every 1-2 hours (avoid higher frequency to prevent ANAF rate-limiting)
Download directory: a dedicated folder (e.g., D:\WinMentor\eFactura\Received)
Auto-import to ledger: check ONLY if you have a strict workflow; recommended UNchecked for better control
Step 2: Supplier pre-mapping
WinMentor's auto-import identifies the supplier by their VAT ID (CIF). Typical issues:
New supplier not in the database → invoice falls into «Pending»
VAT ID with "RO" vs. without "RO" prefix → 2 different entries, causing confusion
Solution: Before enabling auto-import, normalize your supplier database (choose either all with the prefix or all without — just stay consistent).
Step 3: Accounting mapping by category
WinMentor allows auto-accounting rules based on:
Supplier (all invoices from Supplier X → account 401.X + 371.X)
Item category (goods → 371, materials → 301, services → 628)
Default VAT per supplier
Set up mapping for your top 20 suppliers (this usually covers 80% of volume).
Step 4: Daily review workflow
Instead of processing invoices at month-end (10-15 hours in one day), the accountant opens WinMentor daily:
1. Go to the «Unmapped SPV received invoices» tab (~5-20 invoices/day)
2. For each: confirm supplier + account + cost allocation
3. Select «Accept and record in purchase ledger»
4. Total daily time: 15-30 minutes
Step 5: Matching with Purchase Orders (PO)
This is where standalone WinMentor often struggles. The process should be:
1. PO issued (order to supplier)
2. Goods Receipt Note (GRN/NIR)
3. Invoice received via SPV
4. Automated 3-way match (PO ↔ GRN ↔ Invoice)
5. Record in ledger only if all three match in quantity + value
WinMentor handles this matching manually — the accountant must verify line by line.
Common errors
«Invalid Supplier»: Supplier VAT ID does not exist in the database. Add it + restart the import.
«Unmapped Item»: The invoice contains an item WinMentor doesn't recognize by internal code. Solutions: (a) add the supplier's code to your items, (b) accept it as a «new item» and map manually.
«VAT Discrepancy»: The received invoice has a different VAT rate than expected. Check if it's legitimate (9% reduced rate, intra-community exemption) or a supplier error.
«Invoice already recorded»: Attempted double import. Check the ledger — if it exists, dismiss the warning.
Volume exceeding capacity? This is where Azuvio comes in
For companies receiving >500 invoices/month via SPV, Azuvio on top of WinMentor fully automates the process:
Automated 3-way matching PO ↔ GRN ↔ Invoice (using fuzzy logic to handle minor accepted discrepancies)
Auto-accounting by cost centers (vehicle cost, campaign cost, project cost)
Alerts for significant discrepancies (>2% of PO value)
Approval workflows (Buyer → CFO → Managing Director) with email notifications
Final push to WinMentor only for fully validated invoices
See «How to choose accounting software» for more context.
Conclusion
Importing SPV invoices into WinMentor is functional but remains manual at high volumes. For under 200 invoices/month, the native workflow is sufficient with 15-30 minutes of daily work. Beyond that, automation with an operational layer provides a clear ROI within 2-3 months.