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, singapore, south_korea, thailand, indonesia, new_zeland

    • 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

      • 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)


3. Fill in all fields as described above

 4. Once the description of the operation is completed, ensure it is approved and published by launching the SBS-Finance approval workflow 


Domain: Country Accounting

Responsibility area: N/A

Table of contents 

By default the table of contents displays Heading 1 & Heading 2 (other levels can be added)


Scope

3. Remove the icon when not applicable

SCo PORTUGAL companies


ERP

4. Remove the icon(s) when not applicable

PF2

WP2

Frequency

5. Remove the icon(s) when not applicable

Yearly

References



Forms



Attachments


 

 

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1. Objective and Scope

1.1. Objective of this Operation

This user guide explains the steps to be performed to do the End-Year Postings for Portugal. This is a mandatory step to be able to deliver the annual SAFT file to the Portuguese Fiscal authorities.

1.2. Scope

This procedure applies to Specialty Portuguese companies:

  • 6414: Solvay Biotecnologia Portugal – Unipessoal, Lda

  • 6424: SLV Specialties Portugal, Unipessoal, Lda

2. Definitions

See Finance Glossary:

3. Responsibilities

  • CAM

4. Periodicity

Annually after General meeting assembly. This postings must be done before Annual SAF-T until 31/05.

5. Concepts


6. Tasks description

This Procedure consists in 2 parts basically: 

1st -» to perform several checks.  

2nd -» to perform Year End Postings. 

6.1. I Perform several Checks 

6.1.1. I check in accounts the taxonomy assignation, the balance and PTCA maintenance 

The transaction FIPT_SAFT_GLAVR allows users to check if the GL accounts have the correct taxonomy assigned and if the balance is according to the Portuguese Fiscal Authorities.

Run FIPT_SAFT_GLAVR

Indicate the company code and the year press


Output Report 

Check the output report In the column “ExpBalance” check if there any “read sign”


A) If there are COCA GL accounts that don’t have alternative G/L account associated it will appear the following information:

          No alternative acct no. maintained for GL acct XXXXXXXXX in co. code 6414 or 6424.

B) If there are PTCA accounts with against nature balance it will appear the following information: 

          The nature of the balance should be debit or the nature of the balance should be credit.

C) If there are COCA GL accounts that don't have taxonomy associated it will appear the following information: 

          No Taxonomy Code defined for G/L account XXXXXXXXXX

 

HOW TO SOLVE IT? 

 A) open file most updated file,  SAFT_Taxonomy 6414 WP2_20YY or SAFT_Taxonomy 6424 WP2_20YY, Stored in Drive . 

go to sheet "Taxonomias_Balancete" and find similar account. 


 B) see several examples below: 

check in F.01 where the accounts are stated


Example 1: 


In this situation it’s needed to transfer the balance from COCA account 18000400 (PTCA 2691960000) to COCA account 18000300 (PTCA 2691960001). 

Step1: the account 18000400 can only be posted automatically. Ask DMR to update the GL account to allow manual posting (see request nr. 39724). 

Step2: Ask ACP to open in OB52 for period 14  previous year.

Step3: Post as below 

Note: the posting done in period 14 must be reversed in current year, but only after F.16 has been run.  


Example 2: 

In this situation it’s needed to transfer the balance from COCA account 21900250 (PTCA 4531000002) to COCA 21900259 (PTCAaccount 4531000001). 


Step1: the account 21900250 can only be posted automatically. Ask DMR to update the GL account to allow manual posting (see request nr. 39724). 

Step2: Ask ACP to open in OB52 for period 14  previous year.

Step3: Post as below 

Note: the posting done in period 14 must be reversed in current year, but only after F.16 has been run.  


Example 3: 

 In this situation it’s needed to update PTCA 4531000010 of COCA account 82190010. 

Step1: the COCA accounts 21900100  (PTCA 4531000010) and 82190010 (PTCA 4531000011) must have same PTCA equal to 4531000010. Ask DMR to update it. 


C) open file most updated file,  SAFT_Taxonomy 6414 WP2_20YY or SAFT_Taxonomy 6424 WP2_20YY, Stored in Drive . 

go to sheet "Taxonomias_Balancete" and find similar account. If there are any go to sheet "Códigos Taxonomia" and based on Código SNC base find the most appropriated taxonomy code. 

6.1.2. I  check the GL accounts that have postings during the year

Run transaction F.01 to check the GL accounts that have postings during the year.

Choose variants “BALANÇO 6424” & “BALANÇO 6414” and update the following fields accordingly: Reporting year and reporting periods 


Go to Menu – Export - Spreadsheet

Choose the option:

And press

Indicate the place where you want to save and a file name.

Press


PF2 - Company code 6424 - From the file, resume the GL accounts started by 6*, 7*, F* and G* 

WP2 - Company code 6414 - From the file, resume the GL accounts started by 9* 

6.1.3. I check GL Accounts Status 


Go to transaction S_ALR_87012328 and run variants “6424 GL CHECK” and “6414 GL CHECK”.

To check if the GL accounts are:

  • Blocked for posting in the company code
  • Blocked for posting in the chart of accounts
  • Configure to “Post automatic only”


 Output report


Download the report and compare with F.01 accounts with balance

If some of the GL accounts are blocked or flagged to “Post automatic only” create a workflow request to DMR team to unblock these situations.

In alternative, create a ticket to the DT team (Service One Request ID) to ask for this information.


Example 1: 

 WP2, GL account 98* in company 6414 is flagged with automatic posting:


 

6.2. I perform Year End Postings

6.2.1. I Open period 15 

Ask ACP team to open FI period in OB52 and in CO period in /FIN3/OKP1_BK

6.2.2. I post automatically with transaction SM35 

The End-Year Postings are done with transactions F_PT_01 and SM35. 

In transaction F_PT_01, there are two variants for each company that must be updated each year:


ccy 6414
6414CLOSING98* – for accounts PL started by 98*


ccy 6424
6424CLOSING6E7 – for accounts started by 6* and 7*
6424CLOSINGFEG – for accounts started by F* and G*


  • Check if it’s necessary to exclude/ add some GL accounts ( compare with F.01)
  • Indicate the Fiscal Year
  • In the tab It fulfilled a GL account in fields “Balance Sheet Account- Closing” and “Balance Sheet Account- Opening”. These fields are mandatory but there will not be postings on Balance Sheet Accounts. Only postings for P&L.


6424:

         

6414: 

         

  • In the tab indicate the posting date and the document date to post the documents as the last day of the year in ; indicate the posting date and the document date of the first year of the “next year” in  

 (the program will not do opening postings; this is mandatory only in the screen selection)


6424: 

         

6414:

         

  • In the tab don’t change the settings 


6424:

     

     

6414: 

     
     



After update the variants, Press

Go down to check all the GL accounts, values and totals.

Output report - example 6424

6* to 7* accounts   

F to G accounts

 Compare in F.01 Extraction with the total balance of Total Rendimentos e Gastos 

-1.685.623,89€ = 1.685.623,89€ (-5.056.730,66€+3.371.106,77€)



If amount its equal we can Run SM35. 

If the amount is different, verify which account is missing in the report and add.  

At this moment the postings were not yet down. The values can be checked and corrections done. If necessary the transaction can be run again (after the corrections done).

The postings are only done when its run SM35. 


How to Run SM35? 

When run SM35 there are 2 possibilities: 

A) 1st if we don´t want to perform yet postings

after insert transaction SM35, select the line, and click in

afterword's insert the date 31.12.9999 and press again



B) 2nd of we can proceed with the postings.   

Select the line and press

6.2.3. I post manually 




6.2.4. I get the payment details and request 

After the submission, confirm that the status f declaration is considered as “CERTA”, and get the payment information by select “Dados de Pagamento”:.

Send to:

Sandra Rosado <sandra.rosado@syensqo.com> & CAM - Carla Oliveira


7. I save all information in Google Drive

It's very important save all information in Google Drive:

6424 -»  IES

6414 -»  IES

8. Legal Framework


The IES was introduced after 2006 tax period through Decree-Law No. 8/2007, from January 17th.This basic diploma remains in force, having been subject to several subsequent updates.

As of January 1, 2009, the changes provided for in Decree-Law No. 292/2009, of October 13, were introduced. This diploma approved the change in the deadline for sending the IES from the end of June (or 6 months after the end of the fiscal year) to the 15th of July (or the 15th day of the 7th month following the end of the fiscal year), regardless of whether the 15th is useful or not.

Decree-Law No. 209/2012, of September 19, which came into force on October 1, 2012, introduced the change to three months in the period for making the access code available for the permanent certificate on the Company Portal.

Decree-Law No. 10/2015, of January 16, which came into force on March 15, 2015, introduced a new legal obligation related to statistical information to be provided to the Directorate-General for Economic Activities (DGAE ), for the purposes provided for in the legal regime
of access and exercise of commerce, services and catering activities.

Decree-Law No. 87/2018, of October 31, which came into force on November 1, 2018, introduced the new SAF-T prior submission procedure for accounting with the aim of pre-completing the Balance Sheet and Income Statement and others
accounting and tax information fields of Annexes A and I of the IES. Additionally, this law determines the elimination of some tables and fields in Annexes A and I of the IES. Although the implementation of these procedures was initially planned for the tax period
2019, these will only be implemented for periods beginning on or after January 1, 2020. This diploma was subject to regulation through Ordinance No. 31/2019, of January 24.

Decree-Law No. 24/2019, of February 1, which came into force on July 1, 2019, harmonized the Commercial Registry Code with the changes introduced to the Simplified Business Information (IES) regime, by Decree-Law No. Law No. 87/2018, of 31st of
October, with a view to simplifying the completion of annexes A and I of the IES, amending article 42 of that Code, regarding the deposit of the accountability register, regarding the documents that integrate it.


Other legislation and administrative instructions:

  • Exemption from filling out Tables 0526-A and 0527-A of Annex A, and the exemption from delivering Annexes O and P (VAT recapitulative maps), were promoted by changing the instructions for filling in these tables and the general indications of the sheet face through Ordinance No. 271/2014, of 12/23.


  • Ordinance No. 31/2019, of January 24, effective on January 25, applying only to HEIs for the 2020 and subsequent tax periods (according to the announcement by the Secretary of State for on September 19, 2019, at the opening session of the Congress of certified accountants), came to regulate the submission of the SAF-T on accounting to the AT for the purposes of pre-completing Annexes A and I of the IES.


  • Ordinance No. 35/2019, of January 28, effective on January 29, published the new forms in Annexes A and I of the IES, in view of the changes arising from the prior submission of the SAF-T on accounting, and also the new forms of Annexes A2, B, C, D, E, H, I, Q and S. Annexes A1, B1, C1, F, G, L to P and T remain in force in the current forms. Annex R was amended with Ordinance No. 32/2019.


  • Ordinance No. 32/2019, of January 24th, which came into force on January 25th, published the new Annex R, proceeded to the inclusion of new fields for reporting statistical information necessary for the DGAE commercial register and were improvements were introduced to the information already requested by the National Institute of Statistics, I.P. (INE, I.P.). The entry into force of these provisions was postponed to 2024, referring to the 2023 tax period (under the terms of Ordinance No. 331-D/2021, of December 31).


  • Ordinance No. 331-D/2021, of December 31, postponed the introduction into force of Annexes A and I of the IES and SAF-T on accounting for the 2023 tax period, to be delivered in 2024. face and Annexes D, E and H (with the new wording) come into effect for the 2021 tax period, due in 2022 (normal tax periods). This possibility will be available from March 16, 2022. Until this date, it is only possible to submit the IES referring to special tax periods, using the previous forms.


  • Ordinance No. 331-C/2021, of December 31, introduces the new Annex R form, also available from March 16, 2022



End of document.