Contents
Who this article is for: it applies to clubs operating in Portugal that must comply with the invoicing rules of the AT (Autoridade Tributária).
What is this integration?
It's the Portugal certified invoicing module (originally "Eticadata"). It makes Golfmanager act as the certified software and issue invoices that comply with Portuguese tax rules: each document is chained to the previous one with a signature (hash), carries its ATCUD code and a QR code, and states that it was processed by certified software.
It also generates the official SAF-T (PT) file, the file submitted to the Autoridade Tributária with all the documents of a period.
SAF-T is the standard file the Portuguese AT requires to audit invoicing. The ATCUD and the QR are mandatory codes that must appear on every invoice. The hash chains the documents to guarantee none of them is altered. It's not a connection to an external ERP: Golfmanager generates all of this itself, without sending data to any other system.
What problem does it solve?
Complying with Portuguese invoicing rules with certified software, without external programs.
It automatically generates the hash, the ATCUD and the QR of each invoice.
It produces the SAF-T file to submit to the AT.
It guarantees the integrity of the invoicing: documents can't be deleted or altered.
Which systems does it connect, and which way does the data flow?
Unlike other integrations, this one works inside Golfmanager: there's no connection to any external service. Golfmanager acts as the certified software and produces the documents and files the AT requires.
When an invoice is issued, Golfmanager adds the hash, the ATCUD and the QR.
When you need it, you export the SAF-T file and submit it to the Autoridade Tributária (or to your accountant).
What is generated on each invoice?
Element | What it is |
Hash (chained signature) | Links each invoice to the previous one in the series |
ATCUD | Series unique code + document number |
QR code | Fiscal summary of the invoice, mandatory on the document |
"Processado por programa certificado" | Text with the software certificate number |
SAF-T (PT) file | File with all the documents of a period for the AT |
Prerequisites (before turning the integration on)
Operate in Portugal and be subject to the AT rules.
Have the Portugal certified invoicing module installed.
Have the company's fiscal data correct (NIF, registration number, address, postal code, country).
Have the series configured with their ATCUD (provided by the AT) before you start invoicing.
Have mapped the document types, the SAF-T codes of the payment methods, the taxes and the exemption reasons.
System administrator permissions for the fiscal configuration.
How to set it up (step by step)
Step 1 — Install the module
Ask your Golfmanager consultant to install the Portugal certified invoicing module.
Step 2 — SAF-T Settings
Go to Settings > SAF-T Settings.
Review the certified-software data (SAF-T version, product ID and version, certificate number, product company NIF, accounting base, currency, final-consumer ID). They normally come preconfigured.
Enable Use manual series only if you're going to issue manual or recovery invoices.
Save your changes.
Step 3 — Company fiscal data
In the company record, fill in the NIF, the Registration nº and, if applicable, CAE, CRC, social capital and RNAAT.
Check the address and the postal code (Portuguese format
0000-000).Save your changes.
⚠️ Important: once the first invoice is issued, the company's fiscal data is locked and can't be changed. Review it carefully before you start.
Step 4 — Series with ATCUD
On each invoicing series, enter its ATCUD (8-character code issued by the AT), mark it active, choose the series type and the number of copies to print (Original / Duplicate / Triplicate), and the start and end dates.
Save your changes.
Step 5 — Document types
On each invoice type, set the Portuguese document type: Fatura (FT), Fatura Recibo (FR) or Nota de crédito (NC).
Flag, if applicable, whether it's a manual or recovery invoice.
Save your changes.
Step 6 — Taxes and exemption reasons
On each tax, set its description (exempt, reduced, intermediate or normal); the SAF-T code (ISE/RED/INT/NOR) is assigned automatically.
On each exempt product (0% VAT), set the exemption reason (M01–M99) and its description.
Save your changes.
Step 7 — Payment methods and products
On each payment method, assign its SAF-T code (Numerário/cash, Card, Bank transfer…).
On each product, set its category (product or service).
Save your changes.
⚠️ Important: the Portuguese rules are strict. If a series' ATCUD, a payment method's SAF-T code or an exemption reason on a 0%-VAT product is missing, the system will prevent invoicing until you complete it.
Each configuration field explained
Below, each field is explained: what it is, how it affects the system, how it behaves, and an example of use. They're grouped by screen.
SAF-T Settings (Settings > SAF-T Settings)
These values describe the certified software and normally come preconfigured. Don't change them without instructions from support.
SAF-T version
Field name: SAF-T version.
Description: the version of the official SAF-T (PT) schema.
System impact: it determines the format of the file submitted to the AT.
System behavior: the SAF-T file is generated with this version.
Example of use / what happens: it comes with the current official value; not changed unless the rules change.
Product ID and version
Field name: Product ID / Product version.
Description: the name and version of the certified software (Golfmanager).
System impact: they appear in the SAF-T header.
System behavior: they're included automatically in the file.
Example of use / what happens: they come preconfigured; they identify the program to the AT.
Software certificate number
Field name: Software certificate number.
Description: the certification number the AT has assigned to the program.
System impact: it appears in the QR and in the "Processado por programa certificado" text of each invoice.
System behavior: it's printed on all documents.
Example of use / what happens: it comes preconfigured with the official certificate number.
Final-consumer ID
Field name: Final-consumer ID.
Description: the identifier used when the invoice has no specific customer.
System impact: it allows issuing "final-consumer" invoices with no NIF.
System behavior: it's applied automatically on those invoices.
Example of use / what happens: a counter sale with no customer data comes out as a final consumer.
Product company Tax ID (NIF)
Field name: Product company Tax ID.
Description: the NIF of the fiscal holder declared in the SAF-T.
System impact: it must match the company's NIF once invoicing starts.
System behavior: no customer can have this same NIF.
Example of use / what happens: it's filled with the club's NIF; it identifies the issuer in the fiscal file.
Accounting base, currency and fiscal entity
Field name: Fiscal accounting base / Currency / Fiscal entity.
Description: the accounting base (for example, invoicing), the currency (EUR) and the entity name in the SAF-T.
System impact: they define parameters of the file header.
System behavior: they're written into the SAF-T.
Example of use / what happens: they come preconfigured with the standard values.
Use manual series
Field name: Use manual series. It's a toggle (on/off).
Description: it enables manual (FTM) and recovery (FTD) invoice series.
System impact: without enabling it, those series types can't be used.
System behavior: if you try to use a manual or recovery series without this option, the system warns that "the manual series is not activated and is necessary for this type of series".
Example of use / what happens: you enable it if you're going to enter documents issued during a contingency.
Company data (company record)
Registration nº
Field name: Registration nº. Required.
Description: the company's registration number with the tax authority.
System impact: it must match the company's NIF; it appears in the SAF-T.
System behavior: it's locked after the first invoice is issued.
Example of use / what happens: you fill it in when registering the company, before invoicing.
CAE, CRC, social capital and RNAAT
Field name: CAE, CRC, Social capital, RNAAT (optional).
Description: registry and classification data of the company (activity code, registry conservatory, social capital, RNAAT register).
System impact: they complete the issuer's fiscal information.
System behavior: they're included where applicable in the SAF-T and the documents.
Example of use / what happens: you fill them in according to the club's registry data.
Credit note footer text
Field name: Corrective-invoice (credit note) footer text.
Description: a custom text that appears at the foot of credit notes.
System impact: it only affects the printing of credit notes.
System behavior: it's shown on the credit note document.
Example of use / what happens: you put the reason or legal note that must appear on corrective invoices.
Series (on each invoicing series)
ATCUD
Field name: ATCUD.
Description: the series validation code (8 characters) issued by the AT.
System impact: it's required; it forms part of the ATCUD-number that appears on each invoice and in the QR.
System behavior: if it's missing or has the wrong format, the system warns ("there is no ATCUD in the invoice type" / "ATCUD format not correct") and won't let you invoice.
Example of use / what happens: you enter the code the AT gave you for that series.
Active
Field name: Active.
Description: indicates whether the series is in use.
System impact: only active series can issue.
System behavior: if it's not active, on invoicing the system warns that "the series is not active".
Example of use / what happens: you activate the series in force.
Number of copies (impressions)
Field name: Number of impressions / copies.
Description: how many copies of the document are printed (Original, Duplicate, Triplicate).
System impact: it determines the copies and their labeling.
System behavior: on printing, as many copies come out as indicated; reprints are marked as a copy.
Example of use / what happens: you set "2" to issue Original and Duplicate.
Series type
Field name: Series type.
Description: whether the series is normal invoicing, manual (FTM) or recovery (FTD).
System impact: it conditions how the documents of that series are numbered and validated.
System behavior: manual and recovery ones require the "Use manual series" option enabled.
Example of use / what happens: you use a recovery series to enter documents issued during a contingency.
Start and end date
Field name: Start date / End date.
Description: the validity period of the series' ATCUD.
System impact: it bounds when the series can be used.
System behavior: outside that period, the series shouldn't issue.
Example of use / what happens: you set the dates that correspond to the communicated ATCUD.
Document types (on each invoice type)
Document type
Field name: Document type.
Description: maps Golfmanager's invoice type to the Portuguese type: Fatura (FT), Fatura Recibo (FR) or Nota de crédito (NC).
System impact: it defines the fiscal nature of the document.
System behavior: it's required; the code (FT/FR/NC) is assigned automatically.
Example of use / what happens: you assign an immediate-payment invoice type "Fatura Recibo".
Manual invoice / Recovery invoice
Field name: Manual invoice / Recovery invoice (toggles).
Description: they flag whether the invoice type is for manual or recovery documents.
System impact: those documents require a manual document number (format
YYYY/NN).System behavior: if the manual number is missing, the system warns that "the manual document number is mandatory"; if it's repeated, that it's "repeated".
Example of use / what happens: you use them to enter invoices issued by hand during a contingency.
Taxes, payment methods and products
Tax description
Field name: Description (on each tax).
Description: classifies the tax as exempt, reduced, intermediate or normal.
System impact: it determines the SAF-T code (ISE / RED / INT / NOR), assigned automatically.
System behavior: only VAT rates valid in Portugal are accepted (0, 5, 6, 12, 13, 22, 23%); others give "invalid percentage".
Example of use / what happens: you set 23% as "Normal"; 6% as "Reduced".
Payment method SAF-T code
Field name: SAF-T code (on each payment method).
Description: the Portuguese code of the payment means (Numerário/cash, Credit/debit card, Check, Bank transfer…).
System impact: it classifies the payment on the invoice and the SAF-T.
System behavior: if a used payment method has no code, the system warns that "the payment method doesn't have a SAF-T code" and won't let you register the payment.
Example of use / what happens: you assign "Cash" the Numerário code.
Product category
Field name: Category (on each product).
Description: indicates whether it's a product or a service.
System impact: it's declared that way in the SAF-T.
System behavior: it's required to be able to invoice the product.
Example of use / what happens: you set a green fee as "Service"; a box of balls as "Product".
Exemption reason and description
Field name: Exemption reason / Exemption description (on each exempt product).
Description: the VAT exemption code (M01–M99) and its description, for 0% products.
System impact: it's required if the product's only tax is 0%.
System behavior: without it, the invoice with that product can't be confirmed.
Example of use / what happens: you assign an exempt product the M code matching its exemption.
Customer data (NIF, country, characters)
Field name: NIF, country, address, postal code (on the customer record).
Description: the customer's fiscal data.
System impact: the NIF is validated (check digit), the country is required if there's a NIF, and the postal code must have the Portuguese format.
System behavior: after the first invoice with a NIF, the customer's data is protected; the characters must be compatible with the fiscal format.
Example of use / what happens: you enter a valid Portuguese NIF and its country; if the NIF is wrong, the system warns.
How it works day to day
Once configured, you invoice as normal and the module handles fiscal compliance:
Each issued invoice automatically carries its hash, its ATCUD and its QR, and the text "Processado por programa certificado" with the certificate number.
The document is printed with the configured copies (Original / Duplicate / Triplicate) and, on reprints, states that it's a copy.
Invoices can't be left as draft, deleted or edited once issued; corrections are made with credit notes. With the module active, the actions to reset to draft, delete invoices, raw-edit and import are disabled.
For special cases there are manual and recovery series (for example, to enter documents issued during a contingency), which require a manual document number (YYYY/NN).
The document types
Fatura (FT): standard invoice, with configurable due date.
Fatura Recibo (FR): invoice paid at the moment of issuance (due date the same day, "pronto pagamento").
Nota de crédito (NC): corrects an invoice; it inherits the fiscal data (NIF, address, etc.) from the source invoice and they can't be changed.
Manual invoice (FTM): for documents entered by hand; requires a manual document number and the manual-series option.
Recovery invoice (FTD): to enter documents retroactively; the dates must be sequential within the series.
Exporting the SAF-T file
When the AT or your accountant needs the SAF-T file, in the Invoices actions you have "SAF-T" (by period) and "Annual SAF-T":
Use the export SAF-T option.
Indicate the period (date range or year) and the company.
Golfmanager generates the XML file with all the documents of the period, ready to submit.
The SAF-T file uses the official Portuguese encoding (ISO-8859-1 / Windows-1252). So customer and product data can't contain incompatible characters; if there are any, the system warns that the file "contains characters not compatible with the Portuguese fiscal format".
Limitations to keep in mind
Documents can't be deleted or edited once issued: they're corrected with credit notes.
Drafts aren't allowed nor lines with a negative amount (except in credit notes).
The company's fiscal data can't be changed if invoices have already been issued.
Strict validations: NIF (with check digit), country, Portuguese postal code (
0000-000), allowed VAT rates (0, 5, 6, 12, 13, 22, 23%), a single tax per product and exemption reason on the exempt ones.The invoice date can't be in the future and the due date can't be changed after confirmation.
The customer's NIF can't match the company's.
Only compatible characters (ISO-8859-1 / Windows-1252) in customers, products and company.
A series, once it has invoices, can't be modified (format, type, ATCUD, etc.).
It's specific to Portugal: it doesn't apply to other countries.
Frequently asked questions
Does this integration send data to an external system (Eticadata or another ERP)?
No. It's Golfmanager that acts as the certified software and generates the hash, the ATCUD, the QR and the SAF-T file itself. There's no connection to any external service nor any data sent to another system.
What is the ATCUD and where do I get it?
It's a series validation code (8 characters) the Autoridade Tributária assigns when you communicate the series. It's entered on each series and appears, along with the number, on each invoice and in the QR.
I get "there is no ATCUD in the invoice type" or "ATCUD format not correct". What do I do?
The series has no ATCUD or it's mistyped. Edit the series and enter the ATCUD exactly as the AT gave it to you (8 valid characters).
I get "the series is not active". What should I check?
The series is marked inactive. Edit it and mark it active (or use another that is).
It won't let me confirm an invoice with a product without VAT. Why?
Exempt products (0% VAT) are missing the exemption reason (M01–M99) and its description. Assign them on the product and try again.
I get "the payment method doesn't have a SAF-T code". What should I check?
That payment method has no SAF-T code assigned. Go to Payment methods, assign it the code (Numerário, Card, Transfer…) and charge again.
I get "invalid NIF". What's going on?
The NIF entered doesn't pass validation (Portuguese check digit). Review and correct it. Remember that if there's a NIF, the country is required.
It says the customer can't have the same NIF as the company. What do I do?
A customer can't have the same NIF as the issuing company. Correct the customer's NIF.
I get "the postcode is not valid". What should I check?
The postal code must have the Portuguese format 0000-000 (four digits, dash, three digits). Correct it on the customer or company record.
Why can't I change the company's fiscal data?
Because invoices have already been issued. By regulation, the NIF, the registration number and other fiscal data are locked after the first invoice. They must be reviewed before you start invoicing.
Can I delete or edit an already-issued invoice?
No. Once issued, it can't be deleted or edited. Corrections are made with a credit note. With the module active, the actions to reset to draft, delete and import invoices are also disabled.
How do I correct or void an invoice?
By issuing a credit note (NC) against the original invoice. The credit note inherits the fiscal data of the source invoice.
What's the difference between Fatura (FT) and Fatura Recibo (FR)?
The Fatura (FT) is a standard invoice with a configurable due date. The Fatura Recibo (FR) is an invoice paid at the moment of issuance (due date the same day, prompt payment).
I get "invalid percentage" when configuring a tax. What's going on?
In Portugal only the VAT rates 0, 5, 6, 12, 13, 22 and 23% are accepted. Use one of those. Also, each product must have a single tax.
What are manual and recovery series?
They're for special cases: the manual ones (FTM) to enter documents made by hand and the recovery ones (FTD) to enter documents retroactively. They require enabling "Use manual series" and a manual document number (YYYY/NN).
I get "the manual document number is mandatory" or "repeated". What do I do?
Manual or recovery invoices need a unique manual document number. Enter it in the format YYYY/NN and make sure it's not repeated.
I get "the manual series is not activated and is necessary for this type of series". What should I check?
You're going to use a manual or recovery series without having enabled the option. Go to Settings > SAF-T Settings and enable Use manual series.
I get "the dates must be sequential". What's going on?
In a recovery series, the document dates must go in order. Check that the date you enter isn't earlier than that of the last document in that series.
How do I invoice a final consumer without a NIF?
It's issued with no specific customer and Golfmanager uses the final-consumer ID configured in the SAF-T Settings. The QR comes out with the company's data and the invoice.
How do I generate the SAF-T file for the AT?
In the Invoices actions, use "SAF-T" (by period) or "Annual SAF-T", indicate the period and the company, and Golfmanager generates the XML file ready to submit.
The SAF-T gives a character error. What do I do?
There are incompatible characters in some customer or product. The file uses the official Portuguese encoding (ISO-8859-1 / Windows-1252); review and correct the disallowed special characters in names and addresses.
I get "you cannot change the due date" or "the date can't be in the future". What's going on?
The due date can't be changed once the invoice is confirmed, and the invoice date can't be in the future. These are validations of the regulation.
What's printed on each invoice?
The number with its ATCUD, the QR, the text "Processado por programa certificado" with the certificate number, and the configured copies (Original / Duplicate / Triplicate).
Can I reuse or change a series that already has invoices?
No. Once a series has documents, its format, type, ATCUD and other data can't be modified. For changes, you create a new series.
Do I need a digital certificate or an external program?
Not for this integration: Golfmanager is certified and generates the documents itself. What you do need is to communicate your series and ATCUD to the AT and configure them in Golfmanager.
Recommended best practices
Review the company's fiscal data at the start: once there are invoices, it can't be changed.
Configure the series with their ATCUD and the payment methods' SAF-T codes before you start invoicing.
Assign the exemption reason to products without VAT and the category (product/service) to all products from the start.
Avoid incompatible special characters in customer and product names and addresses.
Use credit notes for any correction; don't try to delete or edit invoices.
Export the SAF-T by closed periods and store it in an orderly way.