How to fill in the company's tax data

What is it for?

The company data appears on every document you issue and in the SAF-T header: name, address, tax number (NIF) and, for companies, the commercial registry office, the registration number and the share capital. Other data is not printed, but it changes what fiscaldoo does: the Fiscal region decides Annex R of the periodic VAT return, the VAT periodicity chooses the periods of that return, and the VAT regime, Organized accounting and Turnover of the previous year feed the product's checks.

This data is on the company form, in two tabs. Each company in the database has its own form and is filled in separately.

When to use it?

• Before the first certified document of a new company.
• When the company changes head office, share capital, or VAT regime or periodicity.

Where to find it?

Settings › Users & Companies › Companies › open the company

• Name, address and NIF: General Information tab.
• Fiscal region, CAE, commercial registry and VAT: PT Localization tab.

Before you start

• You need access to Settings (database administrator).
• Have to hand the permanent certificate of the commercial registry and the start-of-activity declaration (or the latest change declaration), to copy the data exactly as registered.
• Confirm the VAT regime and periodicity with the certified accountant before you enter them.
• In a new company, the “Set up the company” wizard (Set up the company button, at the top of the form) asks for this data in plain language. This article is for reviewing or changing it later.

How to use it

1. Open Settings › Users & Companies › Companies and open your company.
2. In the General Information tab, check the Company Name, the Address (street, postcode, city, country Portugal), the NIF and the Currency (EUR).
3. Open the PT Localization tab. It has 14 groups; this article covers the first three, the Legal form and cash VAT, which every company reviews. In TAX IDENTIFICATION:
   • Fiscal region: Mainland, Azores or Madeira region. It decides the regions annex (Annex R) in the periodic VAT return; the default rate only changes with the regional rates option (How to configure the company's VAT, step 2); it is suggested from the postcode;
   • CAE: the code of the main activity, with 5 digits;
   • Tax entity: leave it as it comes, unless the company files by establishment;
   • Turnover of the previous year: that of the previous calendar year. With it and the next answer, fiscaldoo tells you whether certified software is mandatory; only the Fiscal officer can change it.
4. In Organized accounting, choose Yes, obliged to have organized accounting or No (simplified regime or exempt). While it stays Not defined, the screen warns that fiscaldoo “cannot say whether certified software is mandatory for that reason and only warns: nothing is blocked”.
5. In COMMERCIAL REGISTRY, fill in the Commercial registry office, the Registration number and the Share capital. If the company uses a name different from its registered name, type it in Trade name.
6. In VAT, check the VAT regime and the VAT periodicity (see “The VAT fields”, below). Change them in the PT fiscal configuration window, which asks for the confirmations the law requires: How to configure the company's VAT. In a year with posted entries, the form refuses to change the periodicity.
7. Further down, in the CERTIFIED INVOICING group, choose the Legal form: Private limited company (Lda), Single-member private limited company (Unipessoal Lda), Public limited company (SA), Sole trader (individual entrepreneur), Cooperative, Association or foundation (non-profit) or Other.
8. Save (cloud icon, next to the company name).

Expected result

• New documents come out with the updated data. In the demo, the PDF of an invoice shows the company's address and NIF in the header and, below the number, “Capital social 5.000,00 € · Conservatória do Registo Comercial de Porto · Matrícula n.º 509999999”.
• The VAT periodicity decides the periods of the periodic VAT return.

The VAT fields

Field	Options on screen	What it changes in fiscaldoo
VAT regime	Normal regime, Exempt (CIVA art. 9), Exempt (CIVA art. 53, small business), Mixed taxpayer (with and without right to deduct)	Mixed turns on the pro-rata calculation. An exemption regime asks for VAT regime since and puts the exemption tax on the lines of new invoices: in the demo, in Empresa Teste Filial with Exempt (CIVA art. 53, small business), the draft of an invoice with product [KIT-CAN] came with M10 – IVA – regime de isenção and €0.00 of VAT. Only the Fiscal officer can change it and every change is kept in the audit log.
VAT periodicity	Monthly, Quarterly (empty in an exempt company)	Decides the periods of the periodic VAT return.
Recapitulative statement periodicity	(computed, read-only)	Shown alongside; it is not chosen.
VAT cash accounting regime (group CASH VAT REGIME (DL 71/2013))	checkbox; Opt for the cash VAT regime button	Only changes through opting in and ceasing, which the Fiscal officer does and which are logged. It asks for Registered for VAT since (the screen reminds you that the regime requires at least 12 months of registration).

The other groups of the tab are for specific cases and have their own articles: ACCOUNTING FRAMEWORK AND INVENTORY, OTHER OPTIONS, ONE-STOP SHOP (OSS)…, IMPORT ONE-STOP SHOP (IOSS)…, FUEL RESELLERS…, VAT DEDUCTION (CIVA ART. 23), REGIONAL FISCAL POSITIONS (AZORES/MADEIRA), CERTIFIED ACCOUNTANT AND SUBMISSIONS and BACKUP COPIES. From the CERTIFIED INVOICING group, this article only uses the Legal form.

Exempt company: check the rate on each line

In a company with an exemption regime, new lines come with the exemption tax (in the example, M10 – IVA – regime de isenção). Before issuing, check on each line that the tax is that one and not 23%: an issued invoice cannot be changed. Pending validation by a certified accountant: rate and wording to use in a company exempt under art. 53 and how to correct an invoice issued with VAT.

Important notes

Data with tax effect

The Fiscal region decides Annex R of the periodic VAT return and the VAT periodicity the periods of that return; the default rate of a company in the Azores or Madeira depends on another option (How to configure the company's VAT). The VAT regime must be the one registered with the AT and it changes the tax on new lines: an exemption regime puts the exemption tax (see “The VAT fields”). Documents already issued do not change. A mistake here leads to wrong documents and returns. Enter this data as registered with the Tax and Customs Authority (AT) and confirm it with the certified accountant. Pending validation by a certified accountant: effect of each VAT regime on invoices, periodicity versus turnover and change of regime with documents already issued.

• For companies, the law requires documents to show the registered name, the head office, the registry office, the registration number and the share capital. Fill in the COMMERCIAL REGISTRY group before issuing. Pending validation by a certified accountant: mandatory particulars by legal form.
• The top of the PT Localization tab warns when the company has no responsible certified accountant registered. You register one in Accounting › Configure › Security and data › Certified accountant.
• The help text of Organized accounting refers to the “Portuguese Localization” tab; on screen, the tab is called PT Localization.

Common problems

I cannot see the PT Localization tab

• Cause: the company form opens through Settings, which only the database administrator sees.
• What to do: ask the administrator to fill in the data or to give you that access.