On this blog I want to share some basic concepts regarding Portugal Localization.  It also tells some of the most frequent failures and how to resolve it as missing digital signature, SIPT801 ( incorrect reference ) and SIPT802 ( missing  references),

This article scope is SD but it also involves a bit of FI settings as Portugal rules are appliable for both of it.

With this explained, let’s begin this article:

Incidents from Portugal and your processes:

1 configuration:

When someone wants (or will) start working with invoices from Portugal, you first need to create a number range to register these documents, then you need to access the Portugal customization table SIPT_NUMBR_SD_V in transaction SE16.

After accessing it, the person should put some data such as:

1. Number range;

1. Number of documents (from the starting number to the final number);

3. Whether it will have a digital signature;
4. Company code;
5. Document type;
6. Series;

All of this is in the table above as an example.

Now I will explain how the creation of an invoice works.

Go to transaction VF01 to create an invoice, then put the data like company code, material type, quantity, etc…

NOTE: Do not forget to fill in the reference field (XBLNR) as it is a necessary step for the creation of the invoice from portugal.

After creating the invoice it will go to the core billing table (VBRK), but if this is/was the first document created for the number range, it goes to the SIPT_NUMST_SD table where it will be recorded as the first billing created.

The document is then analyzed and then goes into table SIPT_VBRK (if the specifications agree).

Here are some examples of what should not be done in relation to creation and tables:

2 creation rules and errors:

1°- let us suppose that you have already created the following documents:

Now suppose you want to create a new document with the number 004 with a lower date, it will not be possible because the system does not allow to create documents with number or date lower than the already created documents, only documents with an equal or higher date can be created and the document numbers should succeed the already created documents.

2°- The series and document type must be unique for each number range created, in case any of these data are repeated will result in error.

3°- Since the document is created with the digital signature activated, it cannot be deactivated and the same goes for the reverse.

4°- SD/FI invoices need to be created chronologically, otherwise SIPT_GAPS_VBRK (SD) or SIPT_GAPS_BKPF (FI) table needs to be updated.

5° – an error that may occur in the creation of billing is the error SIPT 801/802 = Reference is incorrect/Reference is missing for billing document.

According to the restrictions of Despacho 8632/2014, it is mandatory to create a debit or credit memo using as reference the original invoice, if the reference is missing or incorrect will result in the above error.

To solve this issue, you need to fill out the reference field (XBLNR) and you can do this in two ways:

a- Fill the reference with an already existing document number;

b- Putting a date range in the reference field (eg: 01.2019 – 04.2019);

GAPS OCCURRENCE:

Case 1:

VBRK

001

002

.

.

.

050

051

052

053

054

SIPT_VBRK

001-A1-PT01-XXXXXX

002-A1-PT01-XXXXXX

.

.

.

050- A1-PT01-XXXXXX

051- A1-PT01

052- A1-PT01

053- A1-PT01

054- A1-PT01

In case of missing digital signature you must go to transaction SE38 and use program Sipt_Interval_Sign_SD or Sipt_Interval_Sign_FI to fill the missing documents.

As a result, the program will take the document information (N) and see the information from the previous document (N-1) and if everything is in agreement, the signature will be populated for the next document (N+1) and so on until all documents without signature are completed.

SIPT_VBRK

001-A1-PT01-XXXXXX

002-A1-PT01-XXXXXX

.

.

.

050- A1-PT01-XXXXXX

051- A1-PT01-XXXXXX

052- A1-PT01-XXXXXX

053- A1-PT01-XXXXXX

054- A1-PT01-XXXXXX

If VBRK documents are not in SIPT_VBRK, you will have to send a note (1929281 – Digital Signature PT: missing records in SIPT_VBRK table to be exact) so that it can be implemented and then put the missing documents on its own.

Then go to transaction SE38 and use program Sipt_Interval_Sign_SD to fill the missing documents.

001-A1-PT01-XXXXXX

002-A1-PT01-XXXXXX

.

.

.

050- A1-PT01-XXXXXX

051- A1-PT01-XXXXXX

052- A1-PT01-XXXXXX

053- A1-PT01-XXXXXX

054- A1-PT01-XXXXXX

Case 2:

VBRK

001

002

.

.

.

050

051

052

053

054

057

SIPT_VBRK

001-A1-PT01-XXXXXX

002-A1-PT01-XXXXXX

.

.

.

050- A1-PT01-XXXXXX

051-A1-PT01-XXXXXX

052-A1-PT01-XXXXXX

053-A1-PT01-XXXXXX

054-A1-PT01-XXXXXX

056-A1-PT01-

057-A1-PT01-

In case of inconsistency in both tables as in the example above, it is not possible to implement the note from the previous case.

If this happens, it is necessary to add the missing document(s) to table SIPT_GAPS_VBRK in transaction SE16.

With this done go to transaction SE38 and use program Sipt_Interval_Sign_SD to fill the missing documents.

In this case the program will do the same process as in the previous case, but it will involve one more step using the SIPT_GAPS_VBRK table.

This process is done because there is a missing document in VBRK, when this happens it is necessary to update the SIPT_GAPS_VBRK table for the missing Portugal documents.

In this the program will analyze the information of the document(s) entered in SIPT_GAPS_VBRK and will fill in the next document, after which it will analyze the newly filled document to update the next one and so on until all documents are completed.

SIPT_VBRK

001-A1-PT01-XXXXXX

002-A1-PT01-XXXXXX

.

.

.

050- A1-PT01-XXXXXX

051-A1-PT01-XXXXXX

052-A1-PT01-XXXXXX

053-A1-PT01-XXXXXX

054-A1-PT01-XXXXXX

Accessing table SIPT_GAPS_VBRK: 055-A1-PT01-XXXXXX

056-A1-PT01- XXXXXX

057-A1-PT01- XXXXXX

(This will complete the documents from the Portugal table (SIPT_VBRK) but will not change the VBRK table).

It will only be allowed to update table SIPT_GAPS_VBRK if table VBRK is missing documents.

In case the customer wants to change the table VBRK, it is necessary to send the incident to another processor of another component by attaching a handover to make it aware of the situation.

The reason for the lack of documents can be due to some factors:

1. exchange the date and time of the start of digital signature generation;

2. If the digital signature is deactivated or vice versa;

3. If other company codes use the same number range;

3 adtional information:

For informations about Customization and how Portuguese company codes works, please consider and read these notes bellow:

RKT_Despacho_PT_2014_Act_Deact_DS.pdf

And this note: 2224351 – Despacho 8632/2014: Activation and deactivation of digital signature