Generating Electronic Invoices for Brazil

Note:

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

In Brazil, you must register every sales transaction involving goods or services on electronic invoices. Generating and certifying an electronic invoice communicates the sale to the tax authority.

In NetSuite, you can generate and certify electronic invoices for sales of goods or services from invoice transactions. You can generate the following types of e-document:

Electronic invoice for goods (NF-e)
Electronic invoice for services (NFS-e)

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 for Brazil:

Go to Transactions > Sales > Create Invoices.
Fill the required information in the invoice transaction form.

For more information, see Creating an Invoice.
Under Primary Information, in the E-Document Category field, select the type of e-document you want to generate from this transaction.

If you set a default e-document category for the transaction's subsidiary, NetSuite will automatically populate it in this field. You can change it to any other e-document category you want.
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. You can change it to any other transaction nature. For more information, see Setting Up Transaction Natures for Brazil.
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 an additional information preset.
  
  NetSuite populates the Additional Information field with the predefined text. If you need to provide more information, you can edit the content in 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. In the Items subtab, add the items you are selling.
  
  For more information, see Adding Items on a Sales Transaction.
2. 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 appropriate default option. You can change it to a more suitable CFOP code, according with the type of transaction you're performing. For more information, see Setting Up Transaction Natures for Brazil.
3. If the invoice should include billable items, in the Billable Items subtab, apply the billable items.
  
  For more information about billable items, see Billing Items to Customers.
4. If the invoice should include billable expenses, in the Billable Expenses subtab, apply the billable expenses.
  
  For more information about billable items, see Billing Expenses to Customers.
5. If the invoice records the sale of a service and it should include billable time, in the Billable Time subtab, apply the billable time.
  
  For more information about billable items, see Billing Time to Customers.
If you are generating an electronic invoice for goods that involves items for shipping, click the Shipping subtab.
1. Under Shipping Information, enter general information about the shipping service.
  1. If this invoice records a sale made through a marketplace, in the Marketplace Platform Intermediary field, select the marketplace platform.
  2. Fill other relevant fields.
2. Under Carrier Information, enter the relevant information about the shipping carrier.
  1. Set the shipping carrier.
    - If you want 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.
    - If you want 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. You can enter the 14-digit number using one of the following formats: 00000000000000 or 00.000.000/0000-00.
        
        If the shipping carrier is an individual, enter the Cadastro de Pessoas Físicas (CPF) number. You can enter the 11-digit number using one of the following formats: 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:
        Do not use the browser's autocomplete feature to populate the City from Brazil field, it can lead the page to stop responding. You can refresh the page if it stops responding, but be aware that 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.
3. 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.
Click the Billing subtab.

Add the term of payment and other relevant payment details. For more information, see Adding Payment Information in Invoices for Brazil.
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. You can change the selections if you want. For more information, see Defining E-Document Sending Preferences.
Click the E-Document Certification subtab.
1. If you are generating an electronic invoice for services, under RPS Details, in the RPS Series field, select the series assigned to this transaction’s transitory receipt for services (RPS).
  
  If you associated a default series for the combination of subsidiary, e-document category, and tax authority you are using, NetSuite automatically populates the series. You can change it to any other series associated with the same combined information. For more information, see Creating E-Document Series.
2. If you are generating an electronic invoice for goods, do the following:
  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 associated a default series for the combination of subsidiary, e-document category, and tax authority you are using, NetSuite automatically populates the series. You can change it to any other series associated with the same combined information. For more information, see Creating E-Document Series.
  2. (Optional) If you want this electronic invoice to reference another electronic invoice, in the Referenced Electronic Invoice field, enter the access key of the existing e-document.
    
    The access key of the referenced electronic invoice must be 44 characters long.
Click Save.

NetSuite saves the invoice.
If you applied billable items, billable expenses, or billable time to the transaction, do the following:
1. Click Edit.
2. Click the Items subtab.
3. Click the Billable Items, Billable Expenses, or Billable Time subtab, according with the cost you are billing to the customer.
4. In the CFOP Code for Resale 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 appropriate default option. You can change it to a more suitable CFOP code, according with the type of transaction you're performing. For more information, see Setting Up Transaction Natures for Brazil.
5. Repeat the previous steps for all of the applied billable items, billable expenses, or billable time.
6. Click Save.
Verify if the system generated a number for the e-document.
1. Click the E-Document subtab.
2. Click the E-Document Certification subtab.
  - If you are generating an electronic invoice for services, verify the RPS Number field.
  - If you are generating an electronic invoice for goods, verify the Certified E-Document Number field.
3. If the field is clear, click Edit.
4. Click Save.
  
  Repeat the previous steps to check 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 for Brazil:

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