--- title: "How to import purchase documents?" slug: "1619602864" tags: ["Documents"] updated: 2026-09-21T17:01:11Z published: 2026-09-21T17:01:11Z canonical: "help.ila.cegid.com/1619602864" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.ila.cegid.com/llms.txt > Use this file to discover all available pages before exploring further. # How to import purchase documents? - [x] PT - [ ] ES - [ ] AO - [ ] CV - [ ] MZ - [x] Professional - [x] Executive - [ ] Public Sector - [ ] Omnia - [x] Evolution --- After completing all the [Purchases extension settings](https://help.ila.cegid.com/primavera/docs/1619602435), you can import purchase documents from this extension. Before starting the process, you should make sure **the extension is active**. All purchase documents will be imported from **e-Fatura**, **Recibos Verdes**, and/or **Recibos de Renda**. If **Document Management is active, or if there is a configured Cegid Docs subscription access**, these documents will also be imported into PAA, letting you generate accounting entries directly from the document's own file. > [!NOTE] > We recommend that each import correspond to a single period, to make organizing and viewing the information easier. --- ## Preliminary Operations If the client has **Document Management active**, or if there is a [configured Cegid Docs subscription access](https://help.ila.cegid.com/primavera/docs/1699960430), you should validate the documents to import into PAA beforehand. For more information about the preliminary operations to perform on Cegid Docs documents, we recommend consulting the article [Legal Archive](https://help.ila.cegid.com/connected-services/docs/1702901938). Documents imported from Cegid Docs will be **temporarily stored** in the **Purchases or Payments** inbox folder. However, **digital documents do not have to go through Cegid Docs**; you can also place purchase or sales 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. **Active Document Management** 1. In Windows, go to the Purchases and Payments system folders configured in **Application | Settings Group | System Folders | [Documents - Purchases and Documents - Payments]**; 2. Place the documents you want to import in the corresponding folders, based on their type; 3. Run the import. **With Cegid Docs access configured** If access to Cegid Docs is configured, PAA will **automatically import** the documents sent to it, so they can enter the document posting flow. Learn more in Cegid Docs' [Legal Archive](https://help.ila.cegid.com/connected-services/docs/1702901938) article. Documents imported from Cegid Docs will be **temporarily stored** in the **Purchases or Payments** inbox folder. However, **digital documents do not have to go through Cegid Docs**; you can also place purchase and payment document files in the corresponding Windows inbox folder. 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. --- ## Importing Documents During an import, PAA will read **all the files in the folders**. For this reason, you should make sure these folders only contain the documents you actually want to import; otherwise, you could bring into the system, for example, documents from periods other than the one you're processing. To import purchase documents, follow these steps: **Step 1: Enter or validate the import parameters** 1. Go to **Workspace | [Client] | Purchases Actions Menu | Import Documents**; **Note**: Alternatively, you can go to **Application | Imports Group | Purchases**; 2. The import menu will open with the client already selected and the date range filled in based on the **Reference Month** set in the Workspace; 3. Validate the date range and other filters: - **Start Date:** the import's start date; - **End Date:** the import's end date; - **Tax ID:** the entity's Tax ID; - **Type Doc.:** the type of tax document; 4. Validate the import parameters (predefined in the importer's settings): - **e-Fatura:** if active, it will import documents from e-Fatura; - **Recibos Verdes:** if active, it will import Recibos Verdes from the Tax Authority's portal. If this option is **not active,** they **will be ignored by the e-Fatura import**. If the import of Recibos Verdes is not selected, a message will be shown asking whether you want to import these documents, if any exist; - **Recibos de Renda:** if active, it will import Recibos de Renda from the Tax Authority's portal; - **Non-Business Expenses:** sets the operation to perform on e-Fatura documents flagged as not belonging to the client's professional activity; 5. Click **Process.** **Note**: during the import process, the **status** of invoices and green receipts is checked at the source. Whenever one of these documents is in **Canceled** status, it will be **discarded** from the import process. This rule also applies to documents that were previously imported while in **Normal** status, and that have since been canceled at the source. 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 data on the **Result** tab: - **Import Date:** shows the date and time of the import; - **Completed Successfully:** if active, means the import was completed successfully; - **Automatic Import:** shows that the import was run automatically from a schedule (if applicable); - **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, if not all the information was yet available in e-Fatura at the time of the first import, you can reprocess it again instead of creating a new import). For a detailed look at the operations performed by PAA during the import process with Document Management or Cegid Docs active, we recommend consulting the article [How are purchase and sales documents obtained?](https://help.ila.cegid.com/primavera/docs/1629662593) **Step 2: Validate the imported data** **Suppliers tab** You can view the entities that issued documents in the set period. In this grid, you can view the suppliers' **data** (those that already exist in the ERP and those that will be created), set which **accounts** to create, check whether the **Tax IDs** are valid, and so on. The information shown in this table should be validated and corrected, if necessary. If you want an existing entity's data to be updated in the ERP, you should disable the **Verified** option. **Documents tab** On this tab, you can: - **view all the imported documents**. When you select each document, in the **Document Summary** group you can view the document's lines, which in this case will correspond to the tax **summary**, as well as view the **digital document**, if it was possible to link it to the import; - [enter the documents' data](https://help.ila.cegid.com/primavera/docs/1629735293) and [manually create entities](https://help.ila.cegid.com/primavera/docs/1629735067&tax=como-usar) if the document originated from a file and it was not possible to extract its data; - **discard documents** that are not meant to be posted, by selecting them and clicking **Discard**; - **update documents** in Cegid Docs when they originated in this application. To do this, select the desired documents and click **Update Cegid Docs**; - **send a document** that originated from the system folders to Cegid Docs, if this is used. To do this, select the desired documents and click **Update Cegid Docs**. **Discarded Documents tab** You can view the documents **discarded** during the import or by the user. You can restore discarded documents by selecting them and clicking **Cancel Discard.** After import, documents that originated from Cegid Docs **will be moved to the In Accounting folder**, where they will be **locked**. Any changes to these documents must be made in PAA. **Step 3: Finish the import** After validating all the information, you can save it in two ways: - Clicking **Create/Edit** will create the new clients and their corresponding accounts in the ERP; - Clicking **Save** will only update the information in PAA. Suppliers and their corresponding accounts will be created during posting; Any changes made to documents that originated from Cegid Docs **will only be saved in PAA**. If you want to update the document's information in Cegid Docs, select the desired documents and click **Update Cegid Docs**. You can also send documents that originated from the system folders to Cegid Docs' **In Accounting** folder. To do this, select the desired documents and click **Update Cegid Docs**. > [!WARNING] > We recommend creating entities and accounts in the ERP **after the import**, since, if clients are created in the ERP between the time of import and the corresponding posting, there will be inconsistencies in their coding. Learn more in the [support article](https://help.ila.cegid.com/primavera/docs/en/1619602582). > > When you choose **not to import Recibos Verdes**, PAA will check the Tax Authority's portal whenever an **individual Tax ID** is shown in e-Fatura, so it can ignore the document from e-Fatura. If there are failures accessing the Tax Authority's portal, Recibos Verdes **will not be ignored** by the e-Fatura import. --- ## Viewing Imports You can view all the imports performed through the Workspace or the **Imports** group. To view imports, follow these steps: **Viewing imports through the Workspace** 1. Go to **Workspace | [Client] | Purchases Actions | 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. **Viewing imports through the Imports group** 1. Go to **Application | Imports Group | Purchases**; 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. > [!NOTE] > Learn how to delete an import in the [support article](https://help.ila.cegid.com/primavera/docs/en/1619602629). > ![Docs App Icon](https://cdn.document360.io/dcab37a5-8229-4a44-bfb1-66adf6fc5367/Images/Documentation/Docs.svg) > > Cegid Docs > > This article is related to an integrated service in the product. > > [Learn More](/connected-services/docs/en/docs)