Defining E-Document Certification Settings

Note:

To access the LATAM E-Document Certification SuiteApp documentation in Brazilian Portuguese (Português do Brasil), see LATAM E-Document Certification.

You must create e-document certification settings records for each category of e-document you want to certify.

These settings include the certification environment to which you send the e-documents, and the file cabinet folder where you want to store them.

To define e-document certification settings:

1. Go to Setup > E-Document Certification > Tax Authority Certification Service.

2. Click View next to the tax authority certification service you want.

   In general, tax authorities are state or city governments.

3. Click the Certification Settings subtab.

4. Click New E-Document Certification Settings.

   A new e-document certification settings record opens.

5. In the Subsidiary field, select the subsidiary that sends e-documents for certification to the tax authority.

6. In the E-Document Category field, select the category of e-document you send to the tax authority for certification.

7. In the E-Document Folder ID, enter the internal ID of the file cabinet folder in which to save the certified e-documents.

   In some countries, storing the certified e-document can be a legal requirement.

   To find a file cabinet folder’s internal ID:

   1. Set the Show Internal IDs preference.

      For more information, see Setting the Show Internal IDs Preference.

   2. Go to Documents > Files > File Cabinet.

   3. Find the folder to which you want to save the e-documents.

      As a best practice to improve security, you should choose a folder restricted to a set of users and roles. This way, only the specified users and roles are able to access your certified e-documents. For more information about restricting access and viewing of file cabinet folders, see Restricting Access to File Cabinet Folders.

   4. Verify the folder’s internal ID on the Internal ID column.

      Take note of the ID to enter it in the E-Document Folder ID field.

   When you enter an internal ID in this field, the E-Document Folder Name field displays the name of the folder that matches the ID you entered.

8. In the Certification Environment field, select the environment to which you send the e-documents you generate.

   • If you select Production, NetSuite sends the e-documents to the official certification environment and they are certified for legal and fiscal purposes.

   • If you select Test, NetSuite sends the e-documents to the tax authority’s sandbox environment and they are certified for testing purposes.

   • If you select Contingency, NetSuite processes the e-documents in an emergency environment. The contingency can be used when the production environment is unavailable or cannot be reached due to connection issues.

9. (Optional) If you want to encrypt the certification custom fields associated with the record, in the API Secret ID field, enter the ID of the API secret you want to use for encryption.

   Encrypting the custom fields adds another layer of security to the information you store on NetSuite. Before associating the API secret, you must create it. Ensure that the API secret password has 16, 24, or 32 bytes. For more information, see Creating Secrets.

   After you associate the API secret, you must enable the encryption of the certification custom fields. For more information, see Adding Custom Fields for Certification.

10. Click Save.

    Repeat the previous steps to create an e-document certification settings record for each combination of tax authority, subsidiary, and e-document category you use.

Related Topics

Creating a Tax Authority Certification Service Record

Creating Certification Service Operations

Setting Up XSD Validation

Adding Digital Signature Tags

Adding Certification Service URLs

Adding Custom Fields for Certification

Creating E-Document Series

Defining E-Document Sending Preferences

Adding Municipal Taxation Codes

General Notices