How to set the responsible certified accountant

What is it for?

Every company with organised accounting has a responsible certified accountant. fiscaldoo stores who it is, with their registration number at the Order of Certified Accountants (OCC) and the dates during which they hold the role. Returns use the accountant in force on the date, and the history shows who was responsible in each period.

When to use it?

• When preparing a new company, after the wizard: How to set up a new company with the wizard.
• When the company form warns that there is no certified accountant in force.
• When the company changes certified accountant.

Where to find it?

Accounting › Configure › Security and data › Certified accountant

On the company form (Settings › Users & Companies › Companies, PT Localization tab), the CERTIFIED ACCOUNTANT AND SUBMISSIONS group shows who is in force and the History of certified accountants button.

Before you start

• Your profile is Fiscal administration. Only this profile (and the database administrator, who has it) sees the New button and changes the records. The steps were done with the administrator.
• With Certified Accountant / Fiscal Manager, Fiscal officer or Auditor, the list opens read-only, without New. The Accountant profile does not see the menu.
• The certified accountant already exists as a contact, with their tax number (NIF). The window does not create contacts: in the field, a person who does not exist gives “No records”. Create them first in Contacts.
• You are in the right company (top right corner): the record belongs to the company in use.

How to use it

1. Open Accounting › Configure › Security and data › Certified accountant. With no records, the list says “No certified accountant registered.”
2. Click New.
3. In Certified accountant, choose the person, for example Ana Exemplo Contabilista. The NIF comes from the contact form and is not typed here.
4. In OCC number, type the professional licence number, digits only (up to 8), for example 12345.
5. In Responsible from, choose the date on which they became responsible, for example 01/01/2026. Leave Responsible until empty while they are responsible. Note is optional.
6. Click Save (cloud icon).

Expected result

• The record appears in the list with the Certified accountant, the NIF, the OCC number and Responsible from.
• On the company form, PT Localization tab, Certified accountant in force shows “Ana Exemplo Contabilista (OCC n.º 12345)” and the missing-accountant warning disappears.
• No journal entry is created: it is company data.

Changing certified accountant

A company has one accountant at a time. Do not replace the name in the old record: the history would be wrong.

1. Open the record of the outgoing accountant and fill in Responsible until with the last day they were responsible. Click Save.
2. Click New and register the incoming accountant, with Responsible from set to the next day.

Important notes

• Block submissions without a certified accountant? (CERTIFIED ACCOUNTANT AND SUBMISSIONS group of the company form) is off by default: fiscaldoo only warns. When on, a tax return and the validation of the periodic VAT return of a company with Organized accounting set to Yes do not go ahead without a registered accountant. Only the Fiscal officer or the administrator can change it.
• The law requires the returns of a company with organised accounting to be signed by the responsible certified accountant. Pending validation by a certified accountant: certified accountant obligation by type of company and returns that identify them.
• fiscaldoo accepts up to 8 digits in OCC number: the screen itself says it is “a limit of the product, not of the law”.

Common problems

“… already has an active certified accountant in this period …”

• Symptom: when saving, a window opens: “Empresa Demonstração, Lda already has an active certified accountant in this period (Ana Exemplo Contabilista, from 01/01/2026). A company has one accountant at a time: end the previous period (set its end date) before this one starts.”
• What to do: close the window, discard the new record and follow “Changing certified accountant”: first the end date on the old record, then the new one.

“The OCC number "12A" is not accepted…”

• Symptom: when saving: “The OCC number "12A" is not accepted: it can only have digits and this product keeps up to 8 of them (a limit of the product, not of the law). …”
• What to do: type only the digits on the OCC card. If the number has more than 8 digits, contact support.

“Some required fields are empty”

• Cause: Responsible from is missing (the field turns red).
• What to do: choose the date in the calendar and save again.