How to configure the Purchases extension?

1. Go to Application | Settings Group | Extensions | Purchases;
   Note: Alternatively, you can go to Desktop | [Client] | Purchases Actions Menu | Configure;

2. Click New;
   Note: You can select an existing model and click Edit, or double-click the row. If you want to replicate an existing model, simply click Duplicate;

3. The Model Client field will show the default model company; however, you can select another company for the configuration you want to create;

4. Enter the desired name in the Model field;

5. Select the Default Model option if you want the model to be automatically assigned to new clients. Only one default model can exist per extension.

1. In the Import area, enable the desired options (you can change them later, in the Purchases Import menu, before each import):

   • e-Fatura;

   • Recibos Verdes;

   • Recibos de Renda;

   • System Folders;

   • Cegid Docs;

2. In the Expenses outside the scope of professional activity field, choose one of the following options to handle documents imported from e-Fatura that don't belong to the client's professional activity:

   • Ignore: the documents will not be imported;

   • Discard: the documents will be imported but placed in the Discarded status;

   • Import: the documents will be imported and placed in the Pending status;

3. When the System Folders option is enabled, you can choose which version of the QR code reader to use, or whether you want to use all of them. All versions allow you to set the number of iterations (minimum of 1 and maximum of 20) and scan all pages of the document. The difference between the versions is technological, with Version 2 using a more advanced component; Note: this option may affect import performance;

4. In the Documents without Data field, you can select one of the following options:

   • Import: the document is imported and takes on the Pending status (current behavior). In this case, you can manually match it with the e-Fatura document when posting the document;

   • Discard: the document is imported and takes on the Discarded status;

   • Ignore: the document is ignored and is not imported by the application;

5. When the Recibos Verdes option is enabled, set which of the following options should be used for the document's date:

   • Issue Date;

   • Service Date;

6. When the Recibos de Renda option is enabled, set which of the following options should be used for the document's date:

   • Receipt Date;

   • Issue Date;

7. Enable the Normalize Document No. option if you want the document number to be normalized by checking patterns (DocType Series/DocNo) or standardized types (FT, FS, FR, NC, ND, etc.);

8. Enable the Automatic Posting option if you want documents to be automatically posted to the ERP's accounting during import. If an error occurs during the posting process, the documents will be placed as a Draft in the accounting postings and will need to be finalized manually in the ERP. In this situation, it's advisable to configure automatic balancing for the documents. You should decide whether automatic posting should always be performed, or only in the following cases:

   • With Attachment: automatic posting will only be performed if the document has an attachment;

   • With AT Data: automatic posting will only be performed if the document has AT (e-Fatura) data;

   • With Attachment and AT Data;

9. Set the Withholding Year to consider for the documents' withholdings:

   • Year of the Posting Date: the withholding year to consider will be the year of the posting date;

   • Year of the Document Date: the withholding year to consider will be the year of the document date;

10. Set the Posting Date to consider when posting the documents:

    • Document Date: the Posting Date to consider will be the same as the Document Date;

    • Last Day of the Month of the Document Date: the Posting Date to consider will be the last day of the month of the Document Date;

11. Enable the Reference Month for docs. from previous periods option if you want the Posting Date to be the last day of the reference month set in the Desktop, when the document belongs to a previous period. For example, a document dated 02/15/2024 would get a posting date of 03/31/2024, if March was the reference month set in the desktop;

12. If you have integration with Cegid Docs, you can choose whether you want documents to be updated in the archive at the time of posting, by enabling the Update Cegid Docs option. If they aren't, you can update this information later in the Document Synchronization menu; Note: with this option enabled, document integration will be slower. In addition to having to generate the posting in the ERP's accounting, you'll also need to update or send the documents to the Legal Archive folder in Cegid Docs;

13. If you want to enable automatic balancing, specify the Maximum Value that will be automatically balanced. For example, if the maximum value is set to 0.01, documents will only be balanced if the balancing error is equal to or less than this value. If the error is 0.02, the documents will not be balanced.

14. Choose one of the following balancing options:

    • Balancing Account: the document is automatically balanced and the balancing difference is entered in the account set in this field. If the non-deductible VAT percentage is 100% and this account is not filled in, the balancing will be applied to the VAT base (the account that has the VAT class associated with it);

    • Balance to VAT Account: the document is automatically balanced and the balancing difference is entered in the VAT account;

Note: the import parameters set here will be used in automatic imports.

1. Enable the Create Suppliers in the ERP option if you want supplier records to be created in the ERP. If you choose not to create the entities in the ERP, they will be mapped to the one-time entity, and postings will be made to it;

2. Set the Rule Type to use for coding new suppliers:
   - Tax ID: the supplier's code will be their tax identification number;
   - Sequence: a sequential numeric code will be assigned to the supplier. If this option is selected, you must specify, in the Mask field, the number of digits of the code using the # character. For example, the mask #### will return a sequential 4-digit code (0001, 0002, 0003, ..., 9999);
   - Mask: in addition to the previous example, this also allows you to use additional tokens in its construction. The allowed characters are: # (numeric sequence), D (Tax Area token), and H (Country token). An example of filling in the Mask field would be DH####;
   - Formula: you can customize the entity coding rules using all the tokens, fields, and formulas available in PAA;

3. Depending on the rule type selected, different fields will be shown:
   - Sequence or Mask: fill in the Mask field according to one of the examples mentioned above;
   - Formula: specify the formula for building the supplier's code in the Formula field. Clicking the ... button opens the formula editor, where you can customize the code using the tokens, fields, and formulas provided by the application. You must specify the No. of Digits to assign to the supplier's code;

4. Set the Minimum Value and Maximum Value for the supplier's code. When filled in, the sequential code will start numbering from the minimum value and will not exceed the maximum value. If the value is set to 0, there is no minimum limit set;

5. Enable the Search public Entity data option if you want new suppliers' data to be filled in with tax data, whenever that information is public. If you don't enable this option, the SIC will still be looked up, since this information may be needed for the ECHO Posting Assistant's suggestions;

6. Fill in the  Paym. Term, Currency, Tax Area, Oper. Location, Postal Code, and Country fields with the values to use when creating the supplier's record, in case no information is available;

7. In the ERP Code field, specify the ERP's one-time supplier code.

1. Enable the Integrates with Current Accounts option if you want the account to create open items in the Cash Management module. When the account is posted in the accounting postings, you must make sure a posting document set to integrate with current accounts is used. Otherwise, the open item will not be created;

2. In the Account Type field, set the account type to use when creating the open item;

3. In the Status field, set the current account's status when the account is integrated with Cash Management (when it creates open items);

4. Set the Rule Type to use for the accounting connection token of new suppliers:
   - Sequence: a sequential numeric token will be assigned to the supplier;
   - Same as Code: the accounting connection token will be the same as the supplier's code set previously;
   - Fixed Token: the same accounting connection token, common to all clients, will be set;
   - Formula: you can customize the accounting connection tokens using all the tokens, fields, and formulas available in PAA;

5. Depending on the rule type selected, different fields will be shown:
   - Formula: specify the formula for building the supplier's code in the Formula field. Clicking the ... button opens the formula editor, where you can customize the token using the tokens, fields, and formulas provided by the application;
   - Fixed Value: specify, in the Fixed Value field, the accounting connection token to assign to all suppliers;

6. Set the Minimum Value and Maximum Value for the connection tokens. When filled in, the sequential numbering will start at the minimum value and will not exceed the maximum value. If the value is set to 0, there is no minimum limit set; Note: This field is available when the Sequence or Formula options are selected;

7. In the Third-Party Seg. field, set the third-party segment to consider when creating the suppliers' accounts in the Chart of Accounts.

In the Financial Discount field, set the discount account in the Chart of Accounts.

In this section, you must set the mappings between the different tax types and their respective accounts in the Chart of Accounts.

• Tax Type: You can associate three tax types:
  - IRS: Personal Income Tax;
  - IRC: Corporate Income Tax;
  - IS: Stamp Duty.

• Description: Description of the tax type;

• Source: Data source you want to associate the account with. For each tax type, the sources to consider in this setting are the following:
  - e-Fatura - Purchases;
  - Recibos Verdes [the Portuguese self-employed invoicing platform] - Purchases;
  - Recibos de Renda [the Portuguese rent receipts platform] - Purchases;
  - Documents - Purchases;
  - Documents - Payments;

• Withholding Account: The tax type's account in the Chart of Accounts.

In this section, you must set the configurations for the different tax document types.

• Tax Document Type: Tax document type;

• Document Type: Internal document type corresponding to the tax document type;

• Template: Set the Template to use for each tax document type (applicable when the ECHO Posting Assistant is not used);

• Nature: Set the nature of the Tax Document Type. For example, when we set the tax document type FT as having nature D, it means that, when the document is posted, the cost account will be debited;

• Generate Settlement: Document types with this option enabled will be automatically settled when the document is posted. However, if an entity is set to generate a settlement, that setting will override the document's setting. For example, if a tax document of type FT is not configured to generate a settlement, but the entity that issued the document has settlement enabled, a settlement will be generated for the FT document issued by that entity;

• Ignore: Document types with this option enabled will be ignored during import, so there is no need to discard them afterward.

1. In the Import with Errors field, set the status for when there are errors during import;

2. In the Successful Import field, set the status for when the import is completed successfully;

3. In the Import Canceled field, set the status for a canceled pending document;

4. In the Posting with Errors field, set the document's status for when there are errors during posting;

5. In the Successful Posting field, set the document's status for when posting is completed successfully;

6. In the Posting Canceled field, set the status for a canceled posted document.

In the Clients area, specify the clients you want to apply the configured model to.

1. Clicking Save or Save and Exit will apply the configuration to all selected clients;

2. If another extension in the same category is already active, PAA may disable it and enable the new extension. To do this, simply indicate that you want to enable the new extension in the dialog box that appears after clicking Save;

3. The clients will automatically have the extension enabled.

1. Go to APPLICATION | Home Group | Clients;

2. Select the desired client and click Edit, or double-click the Client's row;

3. On the Settings tab, under Data Sources, enable the Purchases extension;

4. Specify the configuration model you want to use for this extension;

5. Click Save or Save and Exit.

1. Go to APPLICATION | Tables Group | Extensions;

2. Select the Purchases extension and click Edit, or double-click the row;

3. In the Clients grid, select the clients where you want to enable the extension;

4. Specify the configuration model you want to use for this extension for each client;

5. Click Save or Save and Exit.

If another extension in the same category is already active, PAA may disable it and enable the new extension. To do this, simply indicate that you want to enable the new extension in the dialog box that appears after clicking Save or Save and Exit.

This formula is equivalent to selecting Tax ID in the Rule Type field.

• Formula: [NIFOrigem]

• No. of Digits: 0 (no sequence)

This formula is equivalent to selecting the Sequence option in the Rule Type field. The following example is for a numeric sequence with four digits.

• Formula: not filled in

• No. of Digits: 4

This formula is equivalent to selecting the Mask option in the Rule Type field. The following example shows a code made up of the Tax Area, Country, and a numeric sequence with four digits.

• Formula: [D] + [H]

• No. of Digits: 4

• Formula: SafeSubString([NIFOrigem], 3, 6) - The result will be the six digits of the Tax ID, counting from the digit in the third position

• No. of Digits: 0 (no sequence)

This formula is equivalent to selecting the Same as Code option in the Rule Type field.

• Formula: [CodigoPRI]

This formula is equivalent to selecting the Sequence option in the Rule Type field. In this case, one will be added to the highest existing value in the ERP.

• Formula: [NumeradorTokenEntidade]

In this case, simply set the desired fixed value in the Formula field.

• Formula: '1234'