How to export information from the ERP in the SAF-T PT format?

The ERP allows to export the necessary information to the SAF-T format, mandatory data export model for invoicing and accounting settlement.

Context

The OECD (Organization for Economic Co-operation and Development) created a file in a readable and common format, which intends to allow an easy export of the accounting information – SAF-T (Standard Audit File for Tax purposes). This file intends to facilitate the task of verifying the accounting and tax data, in electronic data processing systems, performed by the inspection services. The generation of this file is, therefore, independent from the program used.

Based on the OECD recommendation, the Portuguese Software Association (ASSOFT) in collaboration with the Portuguese Internal Revenue Service (DGCI) developed the Portuguese version of it - SAF-T PT. Thus, in conformity with the determinations in Art. 115 no. 8 of the IRC Code, approved by the Decree no. 442-B/88 from November 30, the adoption of this standardized data export model is required for invoicing and accounting applications.

For more information, see the Decree no. 321-A/2007 from March 26 and the Decree no. 1192/2009 from October 8.

Export information

To export the ERP's accounting information in the SAF-T PT format, follow these steps:

3. Access [Marketing & Sales / Procurement] | Tax Obligations | Communication with the AT | Document Communication or, alternatively, access Administrator | Company | Data Export Manager. This last option is advantageous for users without access to the Tax and Official Statements modules;
   Note: In the EXPRESS version, this is the only way of exporting the SAF-T PT file;

4. Select the Dates Interval to be exported (this interval must belong to  a single fiscal year).
   Note: By default, all accounts and required document types (of the posting type with tax handling) are exported to the SAF-T PT file;

5. Click the button Advanced;

6. In the tab Posting Types specify the posting type to be used in the file's generation. It is possible to use several posting types. By default, the posting types with tax handling are selected;

7. In the tab Content specify the types of documents from the Logistics and Cash Management module (sale documents of the Financial type) and account classes of the Accounting module. According to Act No. 1192/2009, only the GL accounts should be exported;

8. To export files separated by module, activate the option Create separated files for the Accounting and Logistics and Cash Management data. This option allows the export to be performed by a user who has not installed either of the modules. For example: in the cases where there is the Logistics and Cash Management module or the Accounting module. This situation is very common for companies which subcontract Accounting services.

9. In the tab Commentsadd remarks to the file (optional).

10. In the tab Operation Types, set the type of accounting operation for each period and journal. The possible values are:

    • N: Normal;

    • R: Settlements of the taxation period;

    • A: Settlement of results;

    • J: Adjustment Movements.

11. In the tab Document Types define the matches between the ERP documents and the SAF-T PT;

12. In the tab Warnings, activate the option Handle invalid characters (Unicode format) to allow the scenarios where the SAF-T PT file creation generates the error "Unable to save character to 'Windows-1252' encoding" to handle those invalid characters;

13. Select the folder where the file will be stored. If you wish to compress it, select that option;

14. Finally, click Export.

In case the files are generated with errors, these should be corrected, and the export should be done again.

In an accounting office, the clients and suppliers' mandatory data is usually not known in that office. The offices will need to ask their clients to provide that information to export the mandatory information.