Function documentationCustomizing for Digital Signature of Invoices

 

The system uses Customizing settings for number range intervals for Portuguese company codes to determine which invoices and billing documents must be digitally signed to fulfill legal requirements. These Customizing settings are outlined in the following documentation. For more information, see the system documentation for each Customizing activity.

Prerequisites

  • You have defined billing types and number ranges for billing documents in Customizing for Sales and Distribution under Start of the navigation path Billing Next navigation step Billing Documents End of the navigation path.

    Caution Caution

    To ensure that only one number range interval is used for one company code so that the billing documents are sequentially numbered in that company code, you must implement the user exit as described in SAP Note 595327Information published on SAP site.

    End of the caution.

  • You have defined accounting document types and document number ranges in Customizing for Financial Accounting (New) under Start of the navigation path Financial Accounting Global Settings (New) Next navigation step Document End of the navigation path.

  • If you manually create invoices, debit memos, and credit memos for a Portuguese company code in Financial Accounting (FI), you have activated the SIPT application in transaction BF11.

Note that as required by law, you must use chronological numbering for digitally signed FI invoices, credit memos, and debit memos, and for digitally signed SD billing documents. That is, these documents must be numbered sequentially in chronological order.

Features

In Customizing, you record number range intervals for Portuguese company codes that you use to create billing documents and manual invoices. You flag each number range interval that is relevant for digital signature and enter a leading document type and series.

The system uses the leading document type and series as input for digital signature generation. According to law, an invoice number must be part of the input for signature generation. The law also specifies that the system must create this invoice number in the same way as the value for the 4.1.4.1. field (InvoiceNo) in the Standard Audit File for Tax Purposes (SAF-T).

The specifications for this field are as follows:

XX 1/100000008

Where XX is an internal code (SAP uses the leading document type), followed by a space, followed by the number of the number range series (1 in this example), followed by a slash (/), followed by the sequential invoice number.

Note the following:

  • The leading document type is particularly important when you use one number range interval for documents with different document types. In this case, you should select one type as the leading document type. The system then uses this leading document type as the internal code for all document types that use this number range interval. Alternatively, you can enter a document type that exists in your system but is not used for document creation. The system then uses this leading document type as the internal code for all document types that use this number range interval.

  • We recommend that you use a different series for different number range intervals for the same document type. The series is not an SAP concept. The system checks that a value is entered in this field, and for FI and SD only, makes sure the combination of leading document type and series is unique (see Application-Specific Requirements below). However, the system does not validate the actual content of the field. You can use the series to best meet your own requirements. For example, if for some reason a large gap occurs in the sequential numbering for a number range interval for a company code in a fiscal year, you could continue to use the number range interval but with a different series.

Application-Specific Requirements

Note the following application-specific requirements related to the Customizing settings for digital signature generation and the leading document type and series:

  • Requirements for FI:

    • If digital signatures have been generated for a number range interval, you must not deactivate digital signature generation for this number range interval.

    • You must ensure that each combination of leading document type and series entered for a company code and fiscal year is unique.

    • You must enter a leading document type and series for each number range interval specified in Customizing, regardless of whether digital signature generation is activated for the number range interval.

  • Requirements for SD billing documents:

    • You must activate digital signature generation for all number range intervals used for Portuguese company codes.

    • You must not deactivate the generation of digital signatures for a number range interval used by a foreign company code if digital signature generation has already started.

    • You must ensure that each combination of leading document type and series is unique within the company code.

    • You must enter a leading document type and series for each number range interval specified in Customizing, regardless of whether digital signature generation is activated for the number range interval.

  • Requirements for MM:

    You must enter a leading document type and a series for each number range interval in Customizing.

Activities

You record the number ranges and make the required settings in the following Customizing activities:

  • Customizing for Financial Accounting (New) under Start of the navigation path Accounts Receivable and Accounts Payable Next navigation step Business Transactions Next navigation step Country-Specific Settings Next navigation step Portugal Next navigation step Record Number Ranges for Digital Signature of Invoices (FI) End of the navigation path

  • Customizing for Sales and Distribution under Start of the navigation path Billing Next navigation step Billing Documents Next navigation step Country-Specific Features Next navigation step Country-Specific Features for Portugal Next navigation step Digital Signature Next navigation step Record Number Ranges for Digital Signature of Billing Documents (SD) End of the navigation path

  • Customizing for Materials Management under Start of the navigation path Logistics Invoice Verification Next navigation step Evaluated Receipt Settlement (ERS) Next navigation step Country-Specific Functions Next navigation step Portugal Next navigation step Digital Signature Next navigation step Record Number Ranges for Digital Signature of Self Billing Documents (MM) End of the navigation path

Alternatively, you can find the Customizing activities in Customizing for Cross-Application Components under Start of the navigation path General Application Functions Next navigation step Digital Signature Next navigation step Country-Specific Settings Next navigation step Portugal End of the navigation path.

More Information

Customizing Digital Signatures for Foreign Company Codes

Digital Signature Generation