Setting Up a Vendor for Brazil (Brazilian Hub SuiteApp)

Vendor records of a Brazilian subsidiary have specific fields that you need to be fill in to use certain Brazilian Hub (BRHub) SuiteApp features.

For more information about adding a new vendor, see Creating a Vendor Record.

To set up a vendor for Brazil:

Go to Lists > Relationships > Vendors > New.
Under Primary Information, in the Type field, select whether this vendor is a company or an individual.
- If the vendor is a person, select Individual.
- If the vendor is a legal entity, select Company.
Depending on the previous selection, enter the Name or Company Name field.
- If you chose the Individual option, in the Name field, enter the full name of this vendor.
- If you chose the Company option, in the Company Name field, enter the legal name of this vendor.
(Optional) Under Email | Phone | Address, fill in the vendor’s contact information.
Under Classification, in the Primary Subsidiary field, select a Brazilian subsidiary.
(Optional) If the vendor is a national self-employed worker, in the Número de Identificação Trabalhador - NIT field, enter their social security number.
In the Inscrição Estadual ST field, enter the vendor’s state registration number for tax substitution.

This only applies if the vendor is a national legal entity and registered for tax substitution in the same state as the primary subsidiary’s.
In the Country field, select the vendor’s country.
(Optional) If the vendor is a foreign entity, in the Documento Estrangeiro field, enter the number of its Documento de Identificação de Tomador Estrangeiro.
Click Save.

You should complete the vendor record by entering all relevant information for Brazil:

Entering an Address for a Vendor for Brazil
Setting Up Electronic Invoicing for a Vendor
Setting Up a Vendor as an Accountant
Setting Up a Vendor as an Accounting Auditor
Setting Up Tax Calculation for a Vendor
Entering Information About Goods Regulated by the ANP for a Vendor
Setting Installment Preferences for a Vendor
Setting Payment Preferences for a Vendor

Entering an Address for a Vendor for Brazil

The vendor address is required both for issuing electronic invoices and for posting inbound eletronic invoices information using BRHub. The address is also used for issuing auxiliary statutory reports.

To enter an address for a vendor:

Go to Lists > Relationships > Vendor.
Click Edit next to the vendor record you want to edit.
Click the Address subtab.
To enter an address, click the pencil icon in the Edit column.

An address popup window displays address fields.
If the vendor is located in Brazil, fill in the form as follows:
1. In the Country field, select Brazil.
2. In the Address 1 field, enter the street name.
3. In the State field, enter the state or federative unit name.
4. In the Zip field, enter the street’s postal code.
5. In the Tipo Logradouro field, select the street suffix. For example, for a street, select Rua, for an avenue, select Avenida.
6. In the Número field, enter the address number.
7. In the Município field, select the vendor’s city.
  
  To select the city:
  1. Enter the city name.
  2. Press Tab.
    
    A dropdown list shows the options that match the name you entered.
  3. Select the matching option.
8. (Optional) If you want to add information that helps to locate the address, in the Complemento field, enter the additional address information.
9. In the Bairro field, enter the district name.
If the vendor is located outside Brazil, fill in the form as follows:
1. In the Country field, select the country where the vendor is located.
2. If you use the UPS integration, fill in the following fields:
  1. In the Attention field, enter the name of the person who receives mail at this location.
    
    This name is printed on the shipping labels.
  2. In the Addressee field, enter a name for the company or individual.
    
    The addressee name is printed below the name in the Attention field.
3. In the Phone field, enter the vendor’s phone number.
4. In the Address 1 field, enter the vendor’s address, separated by commas, and in the following order: Street, District, Number.
  
  The system validates if the address was entered in the correct pattern.
5. (Optional) In the Address 2 field, you can enter the address as you want it to be displayed on the forms.
6. In the City field, enter the city where the vendor is located.
7. In the State field, enter the state or province where the vendor is located.
8. In the Zip field, enter the Zip Code or applicable postal code from the country where the vendor is located.
Click OK to close the popup window.
Click Add to include the address.

The address is displayed under the Email | Phone | Address group, in the Address field.
Click Save.

Setting Up Electronic Invoicing for a Vendor

To issue electronic invoices for a vendor, you must set the parameters on the E-Document subtab.

To set up electronic invoicing for a vendor:

Go to Lists > Relationships > Vendor.
Click Edit next to the vendor record you want to edit.
On the vendor record, click the E-Document subtab.
In the E-Document Package field, select BRHub E-document.
(Optional) To generate a PDF file of this vendor’s transactions along with the XML e-documents, check the Generate PDF box.
Click Save.

Setting Up a Vendor as an Accountant

You can enter information about the accountant that provides bookeeping services to the company on the Contabilista subtab. The accountant can be a company or a self-employed individual.

To set up a vendor as an accountant:

Go to Lists > Relationships > Vendor.
Click Edit next to the vendor record you want to edit.
Click the Contabilista subtab.
In the UF CRC field, select the federative unit of the Conselho Regional de Contabilidade (CRC) that issued the accountant license number.
In the Número Sequencial field, enter the accountant license serial number in the following format: federative unit acronym/year/number.
In the Número CRC field, enter the accountant license number issued by the CRC.
In the Data de Validade CRC field, enter the accountant’s CRC license expiration date.
In the Qualificação do Assinante field, select the appropriate code according to the Departamento Nacional de Registro do Comércio (DNRC) chart.
Click Save.

Setting Up a Vendor as an Accounting Auditor

The accounting auditor analyzes the company’s financial transactions to ensure the reliability of the information.

You can enter information about the accounting auditor who provides auditing services to the company on the Auditor subtab.

To set up a vendor as an accounting auditor:

Go to Lists > Relationships > Vendor.
Click Edit next to the vendor record you want to edit.
Click the Auditor subtab.
In the Registro do Auditor Independente na CVM field, enter the auditor’s license number on the Comissão de Valores Mobiliários (CVM).
In the Nome do Auditor Independente field, enter the accounting auditor’s full name.
Click Save.

Setting Up Tax Calculation for a Vendor

You can set up tax calculation parameters for the taxes levied on a vendor on the Impostos subtab.

To set up tax calculation for a vendor:

Go to Lists > Relationships > Vendor.
Click Edit next to the vendor record you want to edit.
Click the Impostos subtab.
(Optional) To have the INSS contribution calculated on the electronic invoices, check the Presta Serviço Mão-de-Obra/Empreitada box.
In the Optante Simples Nacional field, select the vendor’s adoption status of the Simples Nacional tax regime.
- If the vendor does not adhere to the Simples Nacional tax regime, select 0 – Não optante pelo Simples Federal nem Municipal.
- If the vendor does adhere to the Simples Nacional tax regime, select the appropriate framework:
  - Select an option that corresponds to the Simples Nacional framework.
  - If there is no tax retention on the transactions involved, select 5 – Optante pelo Simples Nacional – Dispensa de Retenção.
    
    In this case, only IRRF PJ and INSS can be withheld.
- If the customer is a self-employed worker, select 6 – M.E.I.
  
  By selecting this option, no taxes are withheld on the transactions with this customer.
In the Categoria Fiscal field, enter the vendor’s fiscal category, in accordance with the tax regime the vendor adopts.
(Optional) In the Beneficiário field, select the recipient vendor.
Check the Participante do CPOM box in the following cases:
- The subsidiary is not registered in the customer’s municipality.
- The Imposto sobre Serviços (ISS) tax must be collected.
In the Indicador do Tipo de Atividade field, select the type of business activity performed by the vendor.

Consider the IPI and ICMS tax calculation needs.

Important:
In this field, you must select the same type of activity as in the subsdiary’s complementary information record. For more information, see Setting Up the Informação Complementar da Subsidiária Record (Brazilian Hub SuiteApp).
If the addressee is the final consumer of the sales transactions, check the Consumidor Final box.
If NetSuite must calculate the INSS Patronal when issuing electronic invoices for this entity, check the INSS Patronal box.
If the vendor is a self-employed professional, check the Contribuinte Individual box.
To apply a limited set of taxes to this vendor’s transactions, in the Grupo de tributação field, select a tax group.

A tax group aggregates parameters of taxes on goods (ICMS, IPI, PIS/COFINS, II, and CIDE) that should only apply to the transactions of vendors assigned to that group.
(Optional) If any tax relief applies to the tax calculation on transactions with this vendor, in the Benefício Fiscal field, select the benefit.

This applies to ICMS DIFAL calculation for the state of Minas Gerais.
To add transactions with this vendor to the Escrituração Fiscal Digital de Retenções e Outras Informações Fiscais (EFD-Reinf) report, fill in the following fields:
- In the Indicativo CPRB field, select the vendor’s Contribuição Previdenciária sobre a Receita Bruta (CPRB) contribution status.
- In the Classificação Serviço Mão de Obra field, select the type of labor service provided by the vendor.
(Optional) If IPI is not accounted for in the calculation of taxes, check the Não Contabilização IPI box.

NetSuite then considers the tax value as an acquisition cost.
(Optional) If ICMS ST is not accounted for in the calculation of taxes, check the Não Contabilização ICMS-ST box.

NetSuite then considers the tax value as an acquisition cost.
Click Save.

Entering Information About Goods Regulated by the ANP for a Vendor

You can enter information about the Sistema de Informações de Movimentação de Produtos (SIMP) and the Sistema de Captação e Auditoria dos Anexos de Combustíveis (SCANC) for vendors who manufacture or trade goods regulated by the Agência Nacional do Petróleo, Gás Natural e Biocombustíveis (ANP) on the SIMP/SCANC subtab.

To enter information about goods regulated by the ANP for a vendor:

Go to Lists > Relationships > Vendor.
Click Edit next to the vendor record you want to edit.
Click the SIMP/SCANC subtab.
In the SIMP - Código de Instalação field, enter the installation code 2, as in the Tabela de Código de Agente Regulador da ANP chart.
In the Categoria do Estabelecimento/SCANC, select the establishment category code, as in the SCANC.
Click Save.

Setting Installment Preferences for a Vendor

You can define the vendor terms of payment preferences on the Parcelamento subtab.

To set installment preferences for a vendor:

Go to Lists > Relationships > Vendor.
Click Edit next to the vendor record you want to edit.
Click the Parcelamento subtab.
In the Condição de Pagamento Padrão field, select a default term of payment for the vendor.

By selecting this field, the term is automatically set on future transactions created with this vendor.
Click Save.

Setting Payment Preferences for a Vendor

You can enter the vendor’s payment data on the Pagamento subtab.

The information in this subtab is mainly relevant for payments made through the CNAB system.

To set payment preferences for a vendor:

Go to Lists > Relationships > Vendor.
Click Edit next to the vendor record you want to edit.
Click the Pagamento subtab.
In the Método de Pagamento field, select the payment method used to pay the vendor.

The following payment methods require the completion of additional fields, as described in the next step:
- 03 – DOC/TED
- 05 – Crédito em Conta Poupança
- 30 – Liquidação de Títulos do Próprio Banco
- 31 – Pagamento de Títulos de Outros Bancos
- 41 – TED - Outra Popularidade
- 43 – TED - Mesma Titularidade
If required for the selected payment method, fill in the data for posting payments:
1. In the Banco do Favorecido field, select the bank.
2. In the Agência do Favorecido field, enter the bank branch number.
3. In the DV Agência do Favorecido field, enter the bank branch’s check digit.
4. In the Conta do Favorecido field, enter the bank account number.
5. In the DV Conta do Favorecido field, enter the bank account’s check digit.
In the Tipo de Serviço field, select the type of payment service.
Click Save.