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Shipping Documents

Shipping Documents

Last changed in 04/01/2023

According to the current legislation, the companies are required to communicate the circulation of goods to the Portuguese Tax Authority (AT) every time goods are sent or shipped outside of its production or exhibition location.

After communicating a shipping document to the AT, a unique code is sent and it is mandatory to have it before the shipment starts, and it must be printed on that same document. This code can be obtained in one of three ways: by WebService, from the SAF-T file (PT) and, on if the two previous ways are unavailable, Manually.

Mandatory elements

According to the Decree no. 161/2013, the shipping documents must contain the following elements:

  • Name, company, trade name, residence or headquarters and tax identification number of the sender of the goods;
  • Name, company, trade name, residence or headquarters of the goods purchaser;
  • Tax identification number of the recipient or purchaser, if he is a VAT taxable person (art.º 2 of CIVA);
  • If applicable, mention that the recipient or purchaser is a VAT non-taxable person;
  • Goods trade name and quantities;
  • Loading and unloading locations;
  • Date and time of shipment start.

WebService communication

The WebService option makes it possible to communicate shipment document electronically directly from the software. According to the system configuration, the communication can occur automatically when saving or later. The communication types are associated to the financial document series.

To communicate a shipping document to the AT via WebService, follow these steps:

Step 1: Creating shipping document

  1. Access Deliveries and click Create;
  2. Validate if the Document Type is filled in with the desired shipping document;
  3. Select the Entity and validate the fields filled in automatically;
  4. In the area Goods, select the Item(s) to communicate, the Warehouse and the Quantity;
  5. Specify other necessary information (optional);
  6. Finally, click Save.

Please note that, in this type of communication, the loading date can be previous to the date the document will be communicated.

Step 2: Validating the Communication status with the AT

This option, available in Taxes | Communication Requests, allows to check the state of all AT communication requests (whether there were performed automatically or manually).

If there was a communication error, it is necessary to process again the request to the AT in Submit to Tax Authority. If the AT code has not been assigned due to system unavailability, you will be warned when viewing the goods issue.

SAF-T (PT) Communication

Using the SAF-T (PT) file, it is possible to export the system data and later import it on the AT page to obtain the shipping code.

To communicate a shipping document to the AT via SAF-T (PT) follow these steps:

Step 1: Creating shipping document 

  1. Access Deliveries and click Create;
  2. Validate if the Document Type is filled in with the desired shipping document;
  3. Select the Entity and validate the fields filled in automatically;
  4. In the area Goods, select the Item(s) to communicate, the Warehouse and the Quantity;
  5. Specify other necessary information (optional);
  6. Finally, click Save.

Please note that, in this type of communication, the loading date can be previous to the date the document will be communicated.

Step 2: Creating a legal statement using the documents being communicated

  1. Access Taxes | SAF-T Files;
  2. Click Create;
  3. Select the optionMovement of Goods on the field Purpose;
  4. Specify the time interval to filter the documents;
  5. Click Save.

Step 3: Extracting SAF-T (PT) file and importing it on the AT website

  1. Access Taxes | SAF-T Files;
  2. Select the desired statement and click View;
  3. Click on the linkExport SAF-T (PT) File;
  4. Submit the file on the Portal das Finanças and, on the same page, download the response file.

Step 4: Recording the shipping code assigned on your document

  1. Access Deliveries;
  2. Select the desired document from the list and click Edit;
  3. On the area Delivery, fill in the field AT Code;
  4. Click Save.

Manual communication

It is possible to communicate the documents manually using the Portuguese Tax Authority's phone number or website. This way, the shipping code is later associated manually on the software.

To communicate a shipping document manually, follow these steps:

Step 1: Creating a shipping document 

  1. Access Deliveries and click Create;
  2. Validate if the Document Type is filled in with the desired shipping document;
  3. Select the Entity and validate the fields filled in automatically;
  4. In the area Goods, select the Item(s) to communicate, the Warehouse and the Quantity;
  5. Specify other necessary information (optional);
  6. Finally, click Save.

Please note that, in this type of communication, the loading date can be previous to the date the document will be communicated.

Step 2: Communicating manually the shipping document

You can manually communicate the shipping using the AT phone number or website.

Step 3: Recording the shipping code assigned on your document

  1. Access Deliveries;
  2. Select the desired document from the list and click Edit;
  3. On the area Delivery, fill in the field AT Code;
  4. Check the remaining document data;
  5. Click Save.

 To avoid mistakes, the shipping document is only printed after the AT code is assigned to the corresponding document.

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