How to import sales documents from the billing SAF-T file?

1. In Windows, go to the Sales and Receipts system folders configured in Application | Settings Group | System Folders | [Documents - Sales and Documents - Receipts];

2. Place the documents you want to import in the corresponding folders, based on their type;

3. Run the import.

If access to Cegid Docs is configured, PAA will automatically import the documents sent to it, so they can enter the document posting flow.

Documents imported from Cegid Docs will be temporarily stored in the Sales or Receipts inbox folder. However, digital documents do not have to go through Cegid Docs; you can also place sales or receipt document files in the corresponding PAA pending folders.

After these documents are posted, PAA will send them to Cegid Docs with their respective metadata, ensuring their traceability.

For example, green receipts and rent receipts can and should be imported by PAA, and, after being posted, are submitted to the archive by PAA.

1. Go to Workspace | [Client] | Sales Actions Menu | Import Documents;

2. The import menu will open with the client already selected and the date range filled in based on the Reference Month;

3. Validate the date range and the document range;

4. Specify the location of the file you want to import. When the SAF-T import's inbox folder is configured in System Folders, the application will open the folder set as the default for file selection;

5. Click Process;

Alternatively, you can access the menu as follows:

1. Go to Application | Imports Group | Sales | SAF-T;

2. Click New;

3. Select the client, the date range, and the SAF-T file;

4. Set the Start Date and End Date (optional). Setting these fields means the import will only be performed for the specified period;

5. Set the Document Range (optional). Setting this field means the import will only be performed for the specified document range, i.e., if a SAF-T file has 100 documents and you specify a range of 1 to 10, only the first 10 documents in the file will be imported, and so on;

6. Click Process.

During the import process, the status of the sales documents is checked at the source. Whenever one of these documents is in Canceled status, and there is a corresponding document in the System Folders, it will be flagged with the _CANCELED suffix. This rule also applies to documents that were previously imported while in Normal status, and that have since been canceled in a later import. However, if these documents have already been integrated into the ERP, their cancellation does not trigger any update, correction, or removal of the existing records. In these situations, the documents remain unchanged in the ERP, and no operation is performed on them.

After completing the import, you can view the following information on the Result tab:

1. Import Date: shows the date and time of the import;

2. Completed Successfully: if active, means the import was completed successfully;

3. Automatic Import: shows that the import was run automatically from a schedule;

4. Messages: shows any errors and warnings resulting from processing, if any.

After the first import has been performed, you can reprocess it as many times as you like (for example, to change the date range or document range, if one was set).

Clients tab

On this tab, you can view the clients that sales documents were issued to. In the grid shown, you should validate all the data and make the necessary changes, and perform the following operations (if desired):

• View the clients' data, both those that already exist in the ERP and those that will be created;

• Set which accounts to create;

• Validate the Tax IDs.

Items tab

This tab shows all the items reported in the SAF-T file. In the grid shown, you can view the items' data – those that already exist in the ERP and those that will be created, among other information.

You should validate all the data and make the necessary changes, namely, making sure the item type is correctly associated with the item, since this mapping will affect the posting of the documents.

Documents tab

On this tab, you can view all the imported documents. When you select each document, you can view the items in the Document Items area, and the document's reported payment methods in the Payment Methods area.

Canceled tab

On this tab, you can view the documents flagged as canceled in the SAF-T file.

After validating all the information, you can save it in two ways:

1. Clicking Create/Edit will create the new clients, accounting accounts, and items in the ERP;

2. Clicking Save will only update the information in Accounting Automation. Clients, accounting accounts, and items will be created during posting.

1. Go to Workspace | [Client] | Sales Actions Menu | Period Imports;

2. The list of imports will open, showing only those for the selected client, for the reference month set in the Workspace;

3. Select the desired import and click Edit, or double-click the row;

4. Clicking New from this list will open the window for a new import, with the client's data for the reference month set in the Workspace.

1. Go to Application | Imports Group | Sales | SAF-T;

2. The list of all imports performed, for all clients, will open;

3. Select the desired import and click Edit, or double-click the row.