Generating Electronic Invoices for Outbound Deliveries for Brazil

Note:

To access the Brazil Localization SuiteApp documentation in Brazilian Portuguese (Português do Brasil), see Brazil Localization.

Outbound delivery transactions are noncommercial operations in which your company ships goods from the inventory to another facility. Examples of outbound deliveries include:

Free samples
Donations
Goods sent for repair that you don't post to payables or receivables accounts
Goods sent for industrialization that you post to payables or receivables accounts

In Brazil, you must register every outbound delivery transaction on electronic invoices. Generating and certifying an electronic invoice notifies the tax authority about the delivery.

The default e-document category for outbound delivery transactions is electronic invoice for goods.

If an error occurs during the e-document generation, review the E-Document Audit Trail subtab and the execution logs for the E-Document Generation Service SU script (Script ID: customscript_ei_generation_service_su). For more information about script logs, see Viewing a List of Script Execution Logs.

To generate an electronic invoice from an outbound delivery transaction:

Go to Transactions > Sales > Outbound Delivery > New.
In the Customer field, under Primary Information, select the customer.

NetSuite automatically populates the Customer Federal Tax Registration, Subsidiary, and Subsidiary Federal Tax Registration fields.
In the Transaction Nature field, select the transaction nature that applies to this transaction.

NetSuite only displays transaction natures associated with the selected e-document category. If you associated the e-document category with a transaction nature record, NetSuite automatically populates the transaction nature. If necessary, you can select a different transaction nature. For more information, see Setting Up Transaction Natures for Brazil.
In the Location field, select the location in which you want to register the transaction.
To add more information about this transaction to the electronic invoice, do the following:
- To use a predefined additional information text, in the Additional Information Preset field, select a preset.
  
  NetSuite populates the Additional Information field with the predefined text. If you need to provide more information, you can edit the content of the field. For more information, see Creating Additional Information Presets.
- To add information that is specific about this transaction, in the Additional Information field, enter the relevant information.
  
  If the information exceeds the character limit defined by the tax authority, the system truncates the content.
Click the Items subtab.
1. If you don't want the transaction to adjust your inventory, check the Disable Inventory Adjustment box.
  
  By default, outbound delivery transactions create inventory adjustments to keep your inventory levels updated.
2. Add the outbound items.
3. When adding the items, in the CFOP Code column, select the Código Fiscal de Operação e Prestação (CFOP) code that identifies the type of transaction.
  
  If you associated the selected e-document category with a transaction nature record, NetSuite automatically populates the CFOP code with the corresponding default option. You can select a more suitable CFOP code, according with the type of transaction you're performing. For more information, see Setting Up Transaction Natures for Brazil.
Click the Shipping subtab.
1. Under Carrier Information, enter the relevant information about the shipping carrier.
  1. Set the shipping carrier.
    - To set an existing vendor as the shipping carrier, in the Shipping Vendor field, select the vendor.
      
      NetSuite populates the Name, Federal Tax Registration, State Tax Registration, Address from Brazil, City from Brazil, and State from Brazil fields based on the vendor record.
    - To set a custom shipping carrier, do the following:
      - In the Name field, enter the legal name of the shipping carrier.
      - In the Federal Tax Registration field, enter the shipping carrier’s federal tax registration number.
        
        If the shipping carrier is a company, enter the Cadastro Nacional de Pessoas Jurídicas (CNPJ) number. Use one of the following formats for the 14-digit number: 00000000000000 or 00.000.000/0000-00.
        
        If the shipping carrier is an individual, enter the Cadastro de Pessoas Físicas (CPF) number. Use one of the following formats for the 11-digit number: 00000000000 or 000.000.000-00.
      - In the State Tax Registration field, enter the shipping carrier's state tax registration number.
        
        In Brazil, the state tax registration number identifies a company subject to state taxes. This tax registration number is issued by the state where the carrier is located. Enter numbers only.
      - In the Address from Brazil field, enter address of the shipping carrier.
        
        Include the street suffix (for example, avenue, boulevard, road, route, or street), street name, number, and district.
      - In the City from Brazil field, select the city where the address is located.
        
        Warning:
        Don't use your browser's autocomplete feature to populate the City from Brazil field, because it can lead the page to stop responding. You can refresh the page if it stops responding, but this action erases unsaved changes.
      - In the State from Brazil field, enter the acronym of the Brazilian state where the address is located.
  2. In the Type of Shipping Service field, select the type of shipping services you hired from the shipping carrier.
  3. In the ANTT Code field, enter the shipping carrier’s Agência Nacional de Transportes Terrestres (ANTT) code.
  4. In the License Plate field, enter the license plate number of the vehicle assigned to ship the items.
  5. In the State of the License Plate field, enter the acronym of the state of the vehicle’s license plate.
2. Under Shipment Information, enter the relevant information about the shipment.
  1. In the Quantity field, enter the quantity of items being shipped.
  2. In the Species field, enter the type of the shipment or the items being shipped.
    
    For example, boxes, bundles, pallets, or units.
  3. In the Brand field, enter the brand of the items being shipped.
  4. In the Numbering field, enter the numbering of the shipment or the items being shipped.
    
    You can enter a serial number, inventory number, or any other number that is relevant.
  5. In the Gross Weight field, enter the gross weight of the items being shipped.
    
    The gross weight is the total weight of the items and their packaging.
  6. In the Net Weight field, enter the net weight of the items being shipped.
    
    The net weight is the total weight of the items without the packaging.
On the Billing subtab, in the Bill To Select field, select the billing address.

NetSuite displays the billing address in the Bill To field. For more information, see Adding Billing Information to a Transaction.
Click the E-Document subtab.

Add the e-document sending information:
1. In the E-Document Template field, select a template for this transaction.
2. In the E-Document Sending Method field, select the sending method.
  
  If you set a default e-document template and sending method, NetSuite automatically populates these fields. If necessary, you can select a different template or sending method. For more information, see Defining E-Document Sending Preferences.
Click the E-Document Certification subtab.
1. In the Certified E-Document Series field, under Certified E-Document Details, select the series assigned to this transaction’s e-document.
  
  If you set a default series, NetSuite automatically populates the series. If necessary, you can select a different series, if the series is associated with the subsidiary, e-document category, and tax authority from the transaction. For more information, see Creating E-Document Series.
2. (Optional) To reference other electronic invoices, in the Referenced Electronic Invoice field, enter one or more access keys for the existing e-documents.
  
  To reference multiple electronic invoices, enter an access key, then press the Enter key, and enter another access key. Repeat as needed. Each access key must be 44 characters long and placed on a separate line.
Click Save.

NetSuite saves the outbound delivery transaction.
Verify if the system assigned a number to the e-document.
1. Click the E-Document subtab.
2. Click the E-Document Certification subtab.
3. Verify the Certified E-Document Number field.
4. If the field is clear, click Edit.
5. Click Save.
  
  Repeat the previous steps to verify if NetSuite assigned a number to the e-document.
Click Generate E-Document.
Click Certify E-Document.
Refresh the page until the Certified E-Document Status field on the E-Document Certification subtab is set as Certified or Rejected.
(Optional) If the status is Certified, you can do the following:
1. To download the XML representation of the e-document, in the Certified E-Document File field, click Download.
2. To download the PDF representation of the e-document, in the Certified E-Document PDF File field, click Download.
3. To send the certified e-document to the customer, click Send E-Document.
(Optional) If the status is Rejected, you can do the following:
1. Click the E-Document Audit Trail subtab.
2. Review the details.
3. Click the E-Document Certification subtab.
4. In the Return Message field, review the message.
5. In the E-Document Certification Return field, click View.
  
  The e-document certification return record opens. In it, you can review more details about the e-document certification.
  
  Note:
  Review the return message and other error details. Depending on the error, you may need to edit the transaction. To retry the certification, generate the e-document again, and then certify it.

To generate an electronic invoice from an outbound delivery transaction:

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