Tasks to be completed when documenting an operation (from creation to publication)
1. Enter the Title of the operation / page
2. Add the following Labels:
Scope of applicability: ww, country_accounting
Country or group of countries (if applicable): belux, china, france, italy, lam, nam,uk_ie, bulgaria, dach, netherlands, iberia, poland, latvia, australia, india, japan, south_korea, thailand, singapore, new_zealand, emea_transversal, apac_transversal
Unit and Domain according to the List of labels to be used in the Finance Service Line space
- E.g. 1: WW Operation in Financial Accounting under domain "Central Finance Processes & Compliance":
- Labels to be used: ww, financial_accounting, central_fin_proc_compliance
- Labels to be used: ww, financial_accounting, central_fin_proc_compliance
- E.g. 2: France Operation in Financial Accounting:
- Labels to be used: country_accounting, france, financial_accounting
(for country operations, the Domain is always country_accounting)
- Labels to be used: country_accounting, france, financial_accounting
- E.g. 1: WW Operation in Financial Accounting under domain "Central Finance Processes & Compliance":
3. Fill in all fields as described above
4. Name the title of each section using OPD methodology naming convention - Infinitive verb without the “to”, mainly action verb...something) -" I do something..."
5. Once the description of the operation is completed, ensure it is approved and published by launching the Syensqo-Finance approval workflow
Responsibility area: N/A
Table of contents
Scope
ERP
PF2
WP2
Frequency
References
MB5B; SE16N
Forms
Attachments
Previous OP << PT SCo - Communication of Inventory >> Next OP
Objective and Scope
1.1. Objective of this Operation
This Operating Procedure explains the activities that need to be executed to extract the relevant data from SAP system and elaborate the Communication of Inventory Report.
This report needs to be delivered to the Tax Authorities until the last day of January of the year Y+1 (reference year of Inventory report: year Y). For example, for the Inventory Report of 2021, it should be reported the stock quantities of each material at 31.12.2021, and the file needs to be submitted until January 31st of 2022.
With Portaria n.º 126/2019 of 02/05/2019, it’s necessary to have a new field in the report. It’s the value of the materials.
This report is applicable to the Portuguese companies with stocks and a turnover value over 100K € on the previous year of the communication.
All materials out of stock (stock quantity at the reporting date equals to zero) should not be reported.
Companies with no stocks
Even the companies with no stocks, as it is the case for company 6424, we still have to declare inside Tax Authority website, but flagging option "Não possuo existências" (further explained in step 4.4), meaning that all other steps from the procedure are not applicable to companies with no production.
2. Reference Documents
The legal requirement was published by the Tax Authorities at November 24th of 2014 and and the recent update is in Portaria n.º 126/2019 of 02/05/2019.
3. Responsibility
- Accounting Platform creates a ticket to IS with the request to extract the relevant data for the Communication of Inventory Report, by mentioning ticket ID from last year, for reference:
- IS Finance extracts the data from SAP System and combines the info into one single excel file (steps 4.1, 4.2 and 4.3 from this procedure are managed by IS)
- IS Finance sends the file to the key-user that requested the report
- Accounting Platform key-user checks the data and submits the file at the Fiscal Authorities website (step 4.4 from this procedure)
4. Communication of Inventory Report
4.1 Communication of Inventory Report through Text File
Tax authorities accept only two types of files for this report: XML file or Text file (csv format).
Solvay SAP system is not prepared to extract the data on XML format, so the report needs to be created and delivered on .csv format.
The file should contain 6 columns with the following type of data:
Column | Field Format | Possible values |
|---|---|---|
Product Category | Text (1 Char) | Identifies the type of product and it should be filled with one of the following values: B – Biologic assets (Activos biológicos) |
Product Code | Text (60 Char) | Unique product code on the list of products. It should correspond to the same code reported on SAF-T (PT) file. In SAP system corresponds to the Material Number. |
Product Description | Text (200 Char) | Description of product code (Material number). |
Product Number Code | Text (60 Char) | EAN Code (International Article Number). If in the material master data the EAN field is not fulfilled, then it should be reported the Material Number, same value indicated on the second column (Product Code). |
Closing Stock Quantity | Decimal | Quantity of stock at the end date of the reporting year. |
Unit of Measure | Text (20 Char) | Unit of measure used on the material (example: Kg, Cm, M3, Units) |
| Closing Stock Value | Decimal | Final product value relative to the period to which it reports. (Total amount related to quantity indicated.) |
Example of the excel file:
To create the report you can use the following template file:
New template file according to Portaria n.º 126/2019 of 02/05/2019:
NOTE: the new template according to Portaria n.º 126/2019 of 02/05/2019 is mandatory only for as of 2020 data (that needs to be delivery till 31st January 2021).
4.2. I extract data from SAP system
The main data for this report can be extracted from SAP.
Pre-requisite: User who will download data from SAP need to check and change if needed in his parameters format for Decimals SU3, as screen below:
Save it and if needed Logoff and Logon SAP.
Use transaction MB5B to get the stock values at a specific date.
It was created a variant that contains the layout with the necessary data:
Then, select the company code 6414 and the reporting date you need to execute the report:
Output of the Report:
Use below option to extract data to excel file:
To complete the information of the materials is necessary to extract details of material master data. Since there are a lot of materials the extraction should be executed directly to table MARA.
Select from the excel file of the previous selection (from transaction MB5B), the list of materials numbers and paste on the Material field of MARA table.
Transaction: SE16N
Select for the Output only fields ‘Material - MATNR’, ‘Material Type - MTART’ and ‘EAN/UPC – EAN11’ to be displayed:
Extract the data to an Excel File:
4.3. I combine the extracted data and complete the report
After extracting the relevant data from the two transactions, it’s necessary to combine the info into one single file.
On the excel file extracted from MB5B transaction, check if there are duplicate material numbers by selecting the column with the Material number and then using the following option:
Some material codes may be duplicated due to existing in more than one Plant.
Duplicate materials will be highlighted in red color:
Sum the values of the closing stock quantity and maintain only one line:
After change format to be with 4 decimal as bellow:
The header of new file should be as below:
There must be no spaces in names in the header (otherwise we will have an issue when uploading the file):
ProductCategory
ProductCode
ProductDescription
ProductNumberCode
ClosingStockQuantity
UnitOfMeasure
Hereunder, there's the error retrieved in Fiscal Authorities website, in case previous step is not ensured:
Check the file – there should be no “#” in name of materials; if there are some, they need to be removed:
Remove columns ‘From Date’ and ‘To Date’ and add column ‘Product Category’ as the first column and column ‘Product Number Code’ between columns ‘Product Description’ and ‘Closing Stock Quantity’.
Column ‘Product Number Code’ should be filled with the EAN code.
Use formula VLOOKUP, to get the EAN code from the MARA table extraction using the material number.
If field EAN is empty for the material, the ‘Product Number Code’ column should be fulfilled with the material number.
‘Product Category’ column will be fulfilled through the material type of the material.
The mapping between Product category and Material Type should be provided by the key-user.
To build the file for reporting date 31.12.2014 it was used the following mapping between ‘Material Type’ and ‘Product Category’:
Material Type | Material Type Description | ProductCategory |
|---|---|---|
Z700 | Z700 - Chemicals (trade) | A |
Z703 | Z703 - Packaging. & access | P |
Z704 | Z704 - 0-Cons & durable good | P |
Z707 | Z707-Chemicals Intermed. | A |
ZPAG | ZPAG -Armazém Geral | P |
ZPPA | ZPPA - Peças Reserv.Amortizáveis | P |
ZPPR | ZPPR - Peças de Reserva | P |
Material descriptions with semicolon symbol (;) need to be within quotation marks (“”) and whenever the symbol quotation mark (“) is used in the Product Description, it’s necessary to add another quotation mark (“) next to it, and the entire description needs also to be within quotation marks (“”).
Example:
Should be replaced with:
After all the modifications the file should be saved as CSV (Comma delimited) format:
4.4. I perform a consistency check and submit the file to Tax Authorities
Before submit the file to Tax Authorities perform a consistency check.
The file should be submitted in the Tax Authorities website.
On the e-fatura website, click on 'Entrar' link under the 'Inventários' section:
On the following window enter the credentials (user and password) to access:
Then, select button 'Enviar Ficheiro Inventário' on the 'Comunicação de Ficheiros de Inventário':
Select the Fiscal Year of the file you are submitting on field 'Período Tributação' and the corresponding end date of the Fiscal Year on field 'Data Fim Período':
Select button 
to select the file on your computer:
After selecting the file, press button 
to first check if the content of the file is in correct format.
If no errors are retrieved from the file verification, you can then submit the file by clicking on 
button.
Companies with no stocks - mandatory to declare
For company 6424, despite there's no inventory, we still have to declare. Same steps mentioned above for 6414, within Tax Authority website, but flag option "Não possuo existências":
For company 6424, flag option "Não possuo existências":
Click on "Submeter" button.
Documents archive - checks and xml file
The consistency xls file "PT SCo - Inventory_check" as also xml files submitted should be archived in DRIVE:
End of document.