How to create or cancel a sales and purchase document?

The sales and purchase documents are crucial in an organization's commercial flow. In this sense, the ERP offers a set of features that allows to create purchase/sales documents, documents with special schemes and drafts. To control document creation, it's possible to search them on the system, as well as cancel them.

Create documents

To create a sales document, follow these steps:

1. Create the necessary series; Note: With the approval of the Software Certification in the Portuguese market, all documents of the financial and stock/trans. Types now need to be signed and it is necessary to create specific series;
2. Configure the document types;
3. Configure the entities Clients and Other Debtors;
4. Access Marketing & Sales | Sales | Documents;
5. Specify the type of document and the corresponding series;
6. Specify the Entity. It is possible to check the entity's commercial and tax names in the entities list. However, the name to be indicated in the sales documents shall be the tax name; Note: In the cases where the invoicing entity is different from the main entity, the entity may be changed in the Invoice tab. We would like to point out that in the sales documents posted within the terms of the article 40 of the CIVA and delivered to customers who do not provide their Tax ID. No. (final consumers/one-time customer), the corresponding line is disabled by a dashed line;
7. The field Your Ref. specify the Client document reference. In case it is filled, in the Current Accounts editor, this field's information will be available in the "Doc. No.";
8. Specify the items to be included in the document;
9. Finally, click Save.

If there is a link to Accounting and/or Cash Management, a window is presented where you can specify, in the case of the Accounting, the accounts where the transactions will be posted and in the case of the Cash Management, the document types being generated.

The application offers in this sales editor, the country for the selected entity. When selecting the entity, the system loads the following information to the editor (defined in the client entity file, for example):

• Commercial Name;
• Address;
• District;
• Postal Code;
• Country.

This information is placed by default in the invoicing entity. By selecting another invoicing entity, the system will load the same type of information related to that entity.

The value of these fields, both in the commercial entity and in the invoicing entity, may be changed.

If a sales document series has a Posting with the Tax Handling option inactive, then the calculation of VAT is not performed.

In the tab Observations, the field Account. Post. displays the reference data of the integration into Accounting and it allows to see the respective document where it was posted. Through the drill down option, it is possible to see the document created in Accounting.

It is possible to apply negative financial discounts in order to generate financial charges in the sales document.

Create documents with special schemes

For the secondhand scheme, the VAT calculation and the statement values are the ones that correspond to the VAT rate applicable to the difference between the purchase value and the sales value for each product.

The issued documents with items subject to this scheme must contain the following remarks:

• VAT - Secondhand Goods;
• VAT - Art objects, collectables and antiques;
• Profit margin scheme - Travel agencies.

Before creating this type of documents, it is necessary to ensure the item VAT rate scheme to be included on documents of the type Profit Margin Scheme. To execute it, follow these steps:

Create documents as a draft

Drafts allow to save the inserted information when creating a sales document, without proceeding to the document record effectively.

This way, when saving a document as a draft, all the inserted information will be saved without executing any transaction (for example, quantity reservation, stock movement, record in the Current Accounts or Accounting, among others). The documents saved as drafts can be recovered at any time.

Using this feature, you can change the document and save it again as a draft. You can save the document effectively, that is, generate a sales document.

To carry out these operations, follow these steps:

In the case of sales documents configured for Software Certification (when being created, they generate signature), the option to save documents as Drafts allows to change them until the actual document is created. This option is specific for the Portuguese market.

Search documents

The ERP PRIMAVERA allows to search already issued sales, purchases and internal documents. These searches can be performed using different criteria, and only the documents that have all criteria met are considered.

To search a document, follow these steps:

1. Access [Marketing & Sales / Purchases] | [Sales / Purchases / General/] | [Documents / Internal Documents ];
2. Select the option Search;
3. Specify the document types to be searched;
4. Select the documents to be searched;
5. Define the necessary criteria to filter the results;
6. Finally, click Search.

Cancel documents

On the ERP PRIMAVERA, it's not possible to cancel sales and purchase documents without them stop being presented on the system. There are, however, three ways of cancelling sales and purchase documents without removing them from the system, by canceling the movements that they created.

In any of the situations presented, the documents are never removed from the database.