The credit note asks for a VAT regularisation reason

Symptom

When you create a credit note from the invoice, the window does not move on. Or when you click Confirm on a draft note, an Invalid Operation window opens. Or you want to change the reason on a note already issued and the field does not let you type.

Message

In the Create credit note window, with Reason or VAT regularization reason left empty:

“Some required fields are empty. Fill in the fields marked in red to be able to save.”

On the draft note that names the original invoice and has no reason, when you click Confirm:

“The document Rascunho de nota de crédito (NC de FT D26/32: Erro de preço) changes the taxable amount or the VAT, so it goes to field 40 or 41 of the periodic return and needs a VAT regularisation reason. Art. 78.º of the CIVA requires a reason from a closed list: choose the reason (for example, art. 78.º n.º 2, cancellation or reduction of the transaction) in the “VAT regularisation reason” field of the document and post it again. Notes that only change mentions (no amount and no VAT) do not need it.”

With a reason in the opposite direction to the note:

“The reason “Correction of material or calculation errors, in favour of the State” (CIVA art. 78.º n.º 6 (2.ª parte)) regularises the VAT in the direction “In favour of the State (field 41)”, but the document Rascunho de nota de crédito (NC de FT D26/32: Erro de preço) has the opposite effect. Choose a reason in the right direction (sales credit notes and purchase debit notes are in favour of the taxable person; purchase credit notes and sales debit notes are in favour of the State).”

The messages were triggered in the demo database, with the Accountant profile. Pending validation by a certified accountant: fields 40 and 41 and the article the message cites.

Verified causes

• The field was left empty in the window. Reason and VAT regularization reason are required: the first says why the invoice is being corrected, the second frames the VAT regularisation. The reason Correction of material or calculation errors also asks for the date, and without it the window does not move on.
• The reason was deleted from the draft. The note changes the amount or the VAT and cannot be confirmed without it.
• The note was created with New and does not name the original. In that case, the first refusal is the missing original, and the reason is only asked for afterwards: see The credit note does not name the invoice it corrects.
• The reason is in the opposite direction. Some reasons exist in two versions, in favour of the State and in favour of the taxable person, and the list shows both.
• The note is already posted. On an issued note, the reason is read-only, because it feeds the periodic VAT return.

What to check

1. Whether the note really changes the amount or the VAT. Only notes with no amount and no VAT do without the reason.
2. What happened: return, discount, price error or quantity error. The reason to choose depends on it: see “Which VAT reason to choose” in How to issue a credit note.
3. The state of the note: Draft or Posted.

How to fix it

The note is in draft

1. Open the Other Info tab of the note.
2. In VAT regularization reason, choose the reason from the list.
3. Fill in the data that reason asks for, such as the reference date and the evidence.
4. Click Confirm.

Who does it: Billing or Accountant.

The note is already posted

The reason can no longer be changed. If it is wrong, ask the certified accountant for a decision. Pending validation by a certified accountant: how to correct a posted credit note with the wrong VAT reason.

The reason you want to use is not in the list

The list only shows the reasons in force on the date of the note. The reason Correction of material or calculation errors ends on 30/06/2027 in the product's table. On a note dated later, it is no longer offered.

Expected result

The note becomes Posted, with the reason, and goes on to the periodic VAT return. In the demo, NC D26/3, for 123.00 €, of FT D26/32, was refused without a reason and with the reason in favour of the State, and was posted with Correction of material or calculation errors, in favour of the taxable person.

When to contact support

• The message asks for the reason on a note with no amount and no VAT.
• The Other Info tab of a draft does not let you choose the reason.

Information to send

• The note number, or the number of the original invoice if the note is still in draft.
• The full text of the message, copied from the screen.
• The reason you wanted to use and the date of the note.