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Hello hospitality lovers! 👋
Now that your invoicing tool is set up in Amenitiz, let’s unlock its full potential by activating sequential numbering in InvoiceXpress and ensuring seamless integration with Portal das Finanças. It’s crucial to complete these steps to fully comply with Portuguese tax laws and be able to export the SAF-T file. ⚠️
What is SAF-T? 🤔
SAF-T (Standard Audit File for Tax) is an international standard for electronic exchange of reliable accounting data from organisations to the national tax authority. In Portugal, SAF-T files simplify the submission of tax-related information and are a crucial part of tax compliance. They must be generated in specific scenarios such as monthly reporting, facilitating the automatic audit by tax authorities.
Part 1: Set up your data on Acesso.gov.pt
Before InvoiceXpress can manage sequences, you need an authorised user set up in the Acesso.gov.pt portal with specific permissions:
Watch the tutorial ▶️👇
A step-by-step guide 👩💻
1️⃣ Visit acesso.gov.pt.
If you already have a user, simply log in and select the "WSE - Comunicação e Gestão de Séries por webservice" option as an authorised operation.
If you do not have a user, create one and ensure to check the "WSE - Comunicação e Gestão de Séries por webservice" as one of the authorised operations.
2️⃣ Submit the changes to finalise your permissions setup.
Part 2: Configure your InvoiceXpress account
With permissions set on Acesso.gov.pt, you can now configure the communication settings in InvoiceXpress to manage sequences:
1️⃣ Navigate to the Sequences management page under Account Preferences → Documents, and select "Sequences".
2️⃣ Click "Configuration" on "Communication with AT":
If you already have Automatic Communication credentials for AT set up, you can use these or enter new credentials. Then, click "Save".
If you do not have the credentials for Automatic Communication with AT, enter the Sub-user and Password data and click "Save".
3️⃣ Credentials are now entered, and sequence registration can be performed during the sequence creation process.
Part 3: Create and register a new sequence, or register an existing sequence
After setting up communication with the Tax Authority (AT), you’re ready for the final setup step, which involves creating new sequences and registering new or existing ones. This decision depends on whether you want to start fresh or continue with existing sequences.
Watch the tutorial ▶️👇
A step-by-step guide 👩💻
1️⃣ To create a new sequence:
In the Sequences menu, click the Create New Sequence button. Ensure the communication with AT is active.
Choose the name for the new sequence. If you want this sequence to be the default for all new invoices, activate the Use this Sequence by default option. Finally, click on Save and Register.
2️⃣ To register an existing sequence:
To register an existing sequence that already has documents issued, simply click on the "Register Sequence" button after selecting the desired sequence. This action enables the inclusion of the ATCUD in all documents issued from that date onwards.
Part 4: Activate the communication of invoice information to the Tax Authority (Autoridade Tributária)
There are 2 methods of doing this:
- Manually - Once a month, export the SAF-T XML report from InvoiceXpress and send it to the Tax Authority (you can see all the steps in this article).
- Automatically - Communicate automatically via InvoiceXpress (see how to set this up in this article).
❗️According to AT rules, during a calendar year a company can only communicate its invoicing by a single method. The one you choose in InvoiceXpress should be the one you use at least until the end of that year.
Part 5: Understanding and managing status indicators
Once you've meticulously followed the previous steps, your Amenitiz invoicing tool will display one of three possible status indicators:
🟢 Invoicing activated (Green): All systems go! Your tool has been successfully activated and you are ready to start issuing invoices.
🟡 Invoicing activation Pending (Yellow): Your registration is under review. It might take a few days for activation to complete.
🔴 Invoicing activation failed (Red): Something's amiss. It's time for a little detective work—review all the details you've submitted and make any necessary adjustments or additions.
❗️It can take up to 30 days for the registration of the invoicing system in Portugal to be activated. Think of it as a fine Port wine aging to perfection.
Curious about what you can achieve with the Amenitiz invoicing tool? Just click here to explore a comprehensive collection of articles detailing all the functionalities at your fingertips. Dive in and discover how to streamline your invoicing processes! 🌟
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