How to issue quotations and other working documents

What is it for?

A quotation, a pro forma invoice or an order note is not an invoice, but it can be shown to the customer to check goods or services. When the company uses them this way, the document must have a number, ATCUD (unique document code) and signature, like any certified document. The Issue document button gives it all of that and fixes the document.

The PDF says “Este documento não serve de fatura” (this document is not an invoice).

When to use it?

• To send the customer a quotation with its own number and signature.
• For a pro forma invoice or an order note that the customer is going to check.
• Do not use it when the customer has already accepted and is going to pay: in that case, issue the certified invoice.

Where to find it?

Sales › Orders › Quotations, on the quotation's PT Certification tab. The list opens with the My Quotations filter: remove it to see quotations created by other people.

Before you start

• Who issues: Billing and Fiscal officer. The Administrator also issues. Only the Fiscal officer and the Administrator cancel an issued document: with the Billing profile the Cancel document button does not appear.
• There is an active series of the document type you are going to issue, for the current year. The demo has a 2026 series for [OR] Orçamento (quotation) and none for the other types. Series are created in Fiscal series (a working document series has no journal).
• The quotation has a customer and at least one line.

How to use it

1. Open Sales › Orders › Quotations and open the quotation (customer and lines filled in). The example is S00002, for €442.80, for Escola de Condução Rota, Lda.
2. Open the PT Certification tab and check the Working document type. It comes filled in with [OR] Orçamento. The list offers seven types: [CC] Crédito de consignação (consignment credit), [FC] Fatura de consignação (consignment invoice), [FO] Folha de obra (work sheet), [NE] Nota de encomenda (order note), [OR] Orçamento (quotation), [OU] Outros documentos de conferência (other working documents) and [PF] Fatura pró-forma (pro forma invoice). The table check (CM) does not appear in this list.
3. Click Issue document.
4. Check on the PT Certification tab: the Working document number (here OR D26/2; the image is of another issued quotation, OR D26/1), the Document series, the ATCUD, the Document status (Regular) and, under Signature, the Signature characters and the Signature key version.
5. Click Download to get the quotation PDF.

Turning an issued quotation into an invoice

1. When the customer accepts, click Confirm. The quotation becomes a Sales Order, keeps the number OR D26/2, the ATCUD and the signature, and the Document status stays Regular.
2. Click Create Invoice, leave Regular invoice and click Create Draft.
3. Confirm the draft. It is a separate certified invoice, with its own number and series (here FT D26/34, €442.80): see How to issue a certified invoice. The working document keeps the number OR D26/2 and is marked as invoiced.

Cancel an issued document

1. With the Fiscal officer profile (and access to Quotations, see “Before you start”), open the issued quotation and click Cancel document.
2. Write the Reason (without it, the screen says “Some required fields are empty.”) and click Cancel document. The window warns: “The document keeps its number, ATCUD and signature; the annulment and its reason are recorded (SAF-T status A). It cannot be undone.”
3. Check that the Document status has changed to Cancelled and that the Annulment section has the date, the user and the reason. The quotation is in the Cancelled state.

Expected result

• The quotation has a number from the series (OR D26/…), ATCUD and signature, and can no longer be changed.
• The PDF shows the number, the ATCUD and the sentence “Este documento não serve de fatura”.
• A cancelled document keeps its number; the number is never reused.

Important notes

Once issued, it cannot be changed

An issued document does not accept changes to its lines or customer: only messages, activities and sales follow-up. To correct it, cancel the document (with a reason) and issue another.

• With the Certified working documents option turned on for the company (Settings › Users & Companies › Companies, PT Localization tab; only the Administrator can change it), the quotation must be issued before it is printed or sent. With the option off, as in the demo, the Issue document button exists but printing and sending do not require it. Pending validation by a certified accountant: whether the company must have the option turned on (Portaria 363/2010, art. 7).
• Issuing the quotation does not turn it into an invoice or confirm it: see “Turning an issued quotation into an invoice”.

Common problems

“does not have a single active fiscal series of type [PF] Fatura pró-forma”

• Symptom: when you click Issue document, the screen says: “Company "Empresa Demonstração, Lda" does not have a single active fiscal series of type [PF] Fatura pró-forma for fiscal year 2026 (found: 0), so "S00003 (SIMORD0001)" cannot be numbered. The Fiscal officer must create the series in Accounting › Configure › Certified invoicing › Fiscal series (…). No series is created automatically.”
• What to do: on the PT Certification tab, choose a type that has a series (for example [OR] Orçamento) or ask the Fiscal officer to create, communicate and activate the series of that type.

“cannot be changed: it was issued”

• Symptom: when you save a change to the lines of an issued quotation: “Working document "OR D26/1" cannot be changed: it was issued and only messages, activities and sales follow-up can be edited (refused field(s): order_line). To correct it, cancel the document recording the reason and issue a new one; once invoiced, correct the invoice.”
• What to do: discard the change, cancel the document (if you have the profile) and issue a new one.

“cannot be printed or sent yet”

• Symptom: with the Certified working documents option on, Download or Send on a quotation not yet issued gives: “"S00004 (SIMORD0003)" cannot be printed or sent yet: this company requires quotations and orders to be issued first (number, ATCUD and signature, Portaria 363/2010 art. 7.º). Press “Issue document” and print again.”
• What to do: click Issue document and print again.