Entering Print Authorization Codes 

Use

Official documents you issue must contain the 14-digit print authorization code (PAC) assigned to your company by the Argentine tax authority (AFIP), and the PAC valid-to date. The exception is for certain companies required to issue documents using the fiscal controller, a type of printing system that the AFIP issues for printing official documents; these companies must print a C on official documents instead of a PAC - except for documents with document class A (invoice), for which they must print the PAC, a C, and the PAC valid-to date.

All this information must be reported in the Daily VAT Report.

Procedure

You enter your own PAC information (needed for official documents you issue) in Customizing for Cross-Application Components, under General Application Functions ® Cross-Application Document Numbering ® Argentina ® Define Print Authorization Codes, as follows:

·       If you do not use the fiscal controller, enter your 14-digit PAC.

·       If you use the fiscal controller, for document class A (invoice) enter the PAC and set the FC indicator. For other official document classes, make separate entries and enter C in the PAC field and do not set the FC indicator.

You enter your vendors' PAC information (for documents you receive) using Transaction J1APAC01. For each vendor, you need to enter the business place, document class, print character, PAC valid-to date, and PAC. Enter it the same way you do for your own PAC as described above (with C for fiscal controller, and so on).

The Daily VAT Report retrieves the vendor PAC as follows. First it checks the text field in MM documents and reports any data it finds; next it checks for correspondence in FI documents and reports any data it finds; lastly it checks the data entered in Transaction J1APAC01 and reports any data it finds. These cases in FI and MM are described below.

Note that if the system find entries in the MM and/or FI documents, it uses these – even if there is an entry for the same vendor in J1APAC01. If the report does not find any vendor PAC entries, it reports the documents without the PAC information.  

Manual PAC Entry

There are a few cases in which you cannot enter your vendor information in J1APAC01:

...

      1.      Your vendor has used all the official document numbers from the number range for which it received its PAC from AFIP. In this case, the vendor applies for another PAC, which is assigned to the same document class, print character, and PAC valid-to date. If you enter the vendor's new PAC in this transaction, it will overwrite the existing entry, and the Daily VAT Report would display the wrong PAC for documents entered prior to this.

      2.      You enter an invoice for a one-time account, whereby you enter address and bank data directly in the invoice since you do not maintain a master record for this one-time vendor. With no vendor master record, you cannot record the PAC in the J1APAC01 transaction.   

In these cases you need to enter the PAC information directly in the document, which you do as follows.

Financial Accounting (FI)

For document entry in FI, you enter the PAC information as correspondence, for which you need to configure the following settings:

a)     Create a new correspondence type for entering vendor PAC, in Customizing for FI, under Financial Accounting Global Settings ® Correspondence ® Define Correspondence Types (Transaction OB77). You can copy SAPA1; enter a new name and description.

b)     Call Transaction SO10 and enter the text for the correspondence. Enter a name for your new text, for example J_1A_PAC or J_1A_CAI. Specify text ID “FIKO” and language EN for English or ES for Spanish (define the text for all languages that your company uses as its logon language, or it will not be displayed correctly when you later enter it in the FI document). Choose Create, enter the following two lines of text, and then save:

¡      15 blank spaces [these are for the 14-digit PAC and, if required, 1 digit for the C for fiscal controller]

¡      10 blank spaces [these are for the PAC valid-to date]

c)     Enter the program for the correspondence in Customizing for Correspondence (see path above) in the activity Assign Programs for Correspondence Types (Transaction OB78). Again, you can copy SAPA1, but enter the correspondence you created in step a and the text you created in step b.

d)     To be able to choose the correspondence during document entry, you have to enter the call options for each company code in which you will enter the correspondence. In Customizing for Correspondence, choose Determine Call-Up Functions. Enter your company code, the correspondence you created in step a, and set these three indicators: DocEnt (Indicator: Request for document entry possible), DocDsp (Indicator: Request for displaying documents possible), and AccDsp (Indicator: Request for displaying accounts possible).

You then enter PAC information when you post an FI document, or you can also add it in change mode after you have posted the document. To enter the correspondence, you have to be in the vendor line of the document, where you choose Environment ® Correspondence. Choose the correspondence type you created in step a above. Enter the PAC on the first line – according to the rules described above: 1) PAC, 2) C, or 3) PAC and C – and the PAC valid-to date on the second line in the format DD.MM.YYYY. Be sure to enter data in exactly this format, entering a maximum of 15 characters on line 1 and 10 on line 2.

Example 1: vendor that does not use fiscal controller

11223344556677

31.12.2006

Example 2: vendor that uses fiscal controller (for a document of document class A):

22334455667788C

31.12.2006

Example 3: vendor that uses fiscal controller (for official document class other than A):

C

[no entry on second line, since the PAC valid-to date is not required]

When you run the Daily VAT Report, you need to specify the correspondence type created above in the Vendor PAC Correspondence Type field.

Materials Management (MM)

The correspondence functions are only available in FI, so if you enter your documents directly in MM, you need to enter PAC information in one of the following ways:

·       After you post the MM document and the system generates the corresponding FI document, you can enter the PAC information in the FI document in change mode as described in the FI section above.

·       In the BKTXT field of the MM document (this is the Header Text field on the Details tab in Transaction MIRO), enter the PAC number and valid-to date in the following format, where N represents the PAC and C represents fiscal controller:

¡      NNNNNNNNNNNNNNDD.MM.YYYY for vendors with a PAC

¡      NNNNNNNNNNNNNNCDD.MM.YYYY for vendors that use fiscal controller, for documents of document class A

¡      C for vendors that use fiscal controller, for other document classes besides A (the valid-to date is not required)

When you run the Daily VAT Report, you need to set the Read PAC from MM Text Field indicator.

You can only enter the PAC information in the text field and set this indicator if you do not use the text field in the MM document for other purposes.