01. OVERVIEW

The routines for issuing the Tracking Seal Inflow and Outflow Record Book that benefit IPI taxpayers authorized to issue it by electronic data processing are available. These are:

• Registration of Tracking Seal Forms (MATA907)
• Balance of Tracking Seal Forms (MATA908)
• Registration of Seal Class Effectiveness (FISA096)
• Quality Seal Inflow and Outflow Record (MATR909)

02.  DEPLOYMENT PROCEDURE

Menu

The following routines are available in the Tax Records module menu:

Indexes and fields

SFN Table - Tracking Seal Forms

SFN Table Indexes

Table SFO - Initial Balances of Tracking Seal Forms

SFO Table Indexes

Table CLY - Seal Class Effectiveness

CLY Table Index

Table SF4 - TIO Registration

SB1 - Products File

Configuration tool table

Parameters

Triggers

03. USAGE PROCEDURE

Registration of Tracking Seal Forms (MATA907)

This file tracks the Seal Forms provided by the tax authority with all features demanded (class, color, amount, number, and seal form). The manufacture of the seal will meet the format, colors, text, and other established characteristics. The tax authority database determines a generated and controlled numbering that allows you to trace the information of the source of each tax document issued. The Tracking seal is made by the Brazilian Mint, responsible for its distribution to the offices of the Federal Revenue Service.

They will be used in goods purchases, sales, remittance, or return transactions, and must be registered in the Tracking Seal Inflow and Outflow Record Book.

Products subject to the tracking seal are those listed in the IPI Ruling, in act of the Federal Revenue Service of Brazil which can restrict the requirement in specific cases, as well as exempt or prohibit the use of the seals.

In the case of a transaction with Form Type (FN_TIPO) = 'T' ( 'Transfer' ), when you press 'F3' in the Target Branch field (FN_FILDEST), check that the query has been updated to the standard query for branches with company management.

Products Subject to the Tracking Seal

According to the IPI Regulation and the website of the Treasury Office, here are some products subject to the Tracking Seal:

• Phonographic works;
• Audiovisual works;
• Beverages;
• Cigarettes, cigarillos, and cigars;
• Wrist and pocket watches;
• Matches of foreign origin.

We suggest, however, that you consult IPI-specific legislation for more details.

Example of a table of products subject to the seal and their specifications:

Tax control

The system, when entering a form, only updates the stock of seals available for use. The outflow is always due to transfers, returns, and outgoing invoices, and it is not possible to identify the losses in the production process or update the costs of the goods that use the tracking seal.

Physical control

Only for Protheus users who have the Stock/Costs and Production Planning and Tracking (PCP) modules.

The system, when entering a form, also updates the physical stock of the seals contained in this form (as if it were an incoming invoice with a TIO that controls inventory). The advantage of this modality is to provide the tracking seal to be configured to compose the structure of the product, thus updating the actual cost of the final product.

It is also possible to control the stock losses (breaks) that may occur during production. For example, when sealing a bottle of drink, due to mechanical failure, the seal that would be used may end up being torn. This loss in the production process must be informed to the Federal Revenue Service using the "Tracking Seal Inflow and Outflow Record" book since there is a maximum limit of loss allowed in the production process.

The outflow is always due to transfers, returns, outgoing invoices, and losses in the production process, and it is possible to block the deletion of forms in which the seals have already been used in internal transactions, as well as not to allow the transfer or return of seals in the same circumstances.

Balance of Tracking Seal Forms (MATA908)

Through this routine, it is possible to consult the balances of the seals requested to the tax authority according to the transactions of purchase, sale, shipment, or return of goods, which are carried in the "Tracking Seal Inflow and Outflow Record Book".

Quality Seal Inflow and Outflow Record (MATR909)

The issuance of the Tracking Seal Inflow and Outflow Record Book provides information to the tax authorities regarding the use of the Tracking Seals. The record features transaction forms (regular transfer, return, and receipt upon transfer), outgoing invoices, incoming invoices upon sales return, and stock loss (when physical stock is tracked) of the tracking seals of the site. You can also print the opening and closing terms of the record.

The accounting is made chronologically, operation by operation, through daily operations of inflows and outflows of the special tracking seal. A sheet must be used for each type of seal (group or subgroup, color, and series, if any).

Records must be entered in the appropriate columns as follows:

I. - column 1: day, month, and year of the entry;

II. - columns 2, 3, 4, and 5: number and date of Tracking Seal Supply Form, besides number and number of seals.

III. - columns 6, 7, and 8: series, if any, and number of products' outgoing invoice, as well as number of seals applied;

IV. - column 9: number of seals returned and made unusable, apprehended, transferred to another site, or considered useless.

V. - column 10: number of existing seals after each record.

VI. - column 11: besides required observations, the record class must be accounted for in column 9, indicating the return form, if any.

Seal Class Effectiveness (FISA096)

The Seal Class Effectiveness routine (FISA096) was developed for the registration of the Seals' Effective Dates. For if the class of a product needs to be changed with the disclosure of new legislation, it will be possible to determine the beginning and end of the use of a particular class for a particular product.

If a Product Class Change occurs, it is necessary to register the product/class and its effective date in the CLY table, so that, when printing the report, it is considered that the invoices of this period will use the class entered in the registration performed.

For example, up to December 23, 2014, a class X was used for a Product. Then, new legislation came out that defines that, from December 24, 2014 class Y should be used. In this case, the product must be registered with the new class Y in the CLY table, with the effective start date equal to December 24, 2014, and the end date must be a later date. Since the law may not determine for how long class Y will be used, a fictitious end date, such as December 31, 2099, should be entered.

Thus, from December 24, 2014 to December 31, 2099, class Y will be considered in the report, and, for invoices from before this period, if the previous period for the product is not registered in the CLY table, the class of the Product registration (B1_CLASSE) will be considered.

If new legislation is made available by changing the product to another class, for example, class Z, you must access the registration made in the period from December 24, 2014 to December 31, 2099 by updating the END DATE and entering a new registration in the CLY with the product, its new class, and its effective date.

• Notice: It is possible to register by Product Group. In this case, the Product will be considered first. If the registered product is not found in the table, a search by Group will be made.

Generation of the Quality Seal Inflow and Outflow Record Book

Seal Forms (MATA908)

In the Tax Records module, Environment/Files/Seal Forms option, note the completion of the fields as follows:

Seal Form

Enter the number of the seal form.

Form Date

Enter the registration date of the seal form.

Number

Enter the number of seals provided on the form.

Class

Enter the seal class determined by the Treasury Office.

Seal Color

Enter the seal color as per product specification.

Seal Number

Enter the initial number of seals contained in the form.

Final seal no.

Enter the final number of seals contained in the form.

Series

Enter the series of the seal supply form.

Type

Enter the type of the seal supply form, being:

• N=Regular - to enter tracking seals;                            
• T=Transfer - to transfer seals between branches of the same company; 
• D=Return - to return seals that will no longer be used to the Federal Revenue Service.                    
• E=Transfer Inflow - This form type will only be used for internal system control. When seals are transferred between branches, if the form in the target branch is automatically generated, its type will be 'E', so that it is possible to link the inflow in the target branch to the outflow at the source branch. Manual transactions with the 'E' type are not allowed.

Target Branch

Enter the target branch that will receive the seals in transfer. Note that the form in the target branch may or may not be generated automatically.

Source Form

Enter the number of the source of the seals in case of seal transfer or return. This number is only mandatory for companies that do not use physical tracking of seal stock. The information is necessary to ensure the entry of seals before the transfer or return is made.

Seal Code

Enter the seal code in the Products File (SB1) when physical seal stock tracking is used. It is only possible to physically track the stock (costs, losses, etc.) using a valid product code. This product should also have the batch tracking registered (B1_RASTRO = 'L'), since the batches will be linked to the tracking forms to be able to track the seals used in the production. This product code must be of the type "SL" (Tracking Seal) and will be used to compose the structure of the product that will use the tracking seal in production.

Form Value

Enter the total value (cost) of the seal form. This value will be used to compose the cost of the item that will use the seal in its structure. The cost will only be updated if the system is configured to physically track the seal stock.

Seal Batch

Enter the batch number on which the seal should be tracked in the case of seal entries (regular type forms). The batch entered will be used to track the deletion of forms whose seals have already been moved into production. It will only be possible to perform physical stock tracking with batch tracking (MV_RASTRO = 'S' and B1_RASTRO = 'L'). If this field is not entered, the system will generate the batch number automatically. You cannot enter batches that already exist in the system in order not to lose entry traceability.

Select Branches

Enter Yes to allow the choice of the branches you want to print, or No to print only the current branch.

Group selection by EIN root

Enter Yes if you want the system to validate the selection of branches allowing only those branches that have the same EIN root of the first branch selected, or No if you do not wish to choose any branches of the same company group.

Tracking Seals (MATR909)

In the Tax Records module, under Reports/Official Records/Tracking Seals, click the "Parameters" button and configure them as follows:

Start Date

Enter the start date to generate the record. The start date must always be the day following the closing date.

Example:

If the closing date is about operations up to August 20, 2005, the start date must be August 21, 2005.

End Date

Enter the end date to generate the record.

Records/Terms

Enter whether you want to print the Record, the Opening Term, or the Closing Term.

Period

Select the type of break: Every 10 days, every 15 days, or monthly.

Start Page Number

The number of the first page to be printed. Other pages will follow this number.

No. Pages/ per Bundle

Enter the number of pages to be printed per bundle.

Restart Pages

Enter if the record issue will restart pagination.

Record Number

Enter the number of the record to be printed in the Opening and Closing Terms.

Use 2nd Unit of Measurement

Enter if the number to be printed in the outflow transactions must be converted to the 2nd unit of measurement.

No Transactions

Enter if you want to print the classes registered in the system that were not moved in the period. A page with the expression "No transaction" will be printed for each of these classes if this question is set to "Yes".

Template

Enter if you want to print template 1 (in which the form series is printed on the book header) or template 2 (in which the series is printed on the form row).

Select Branches

Enter Yes to allow the choice of the branches you want to print, or No to print only the current branch.

Group selection by EIN root

Enter Yes if you want the system to validate the selection of branches allowing only those branches that have the same EIN root of the first branch selected, or No if you do not wish to choose any branches of the same company group.

Closing

Enter Yes if you want to close the selected period by writing to the SFO table (Forms Balance) for the next periods.

Group

Enter Yes if you want to group the printing of invoices by the Day+Series+Type key.

Considerations regarding physical stock tracking:

For Protheus users who have the Stock/Costs and Production Planning and Tracking (PCP) modules, it is possible to perform physical control of seal stocks. Below is a practical summary of the configurations and releases that should be performed on the system for this purpose:

Parameter MV_ESTSELO

In this parameter, enter the date when physical tracking of seal stock will begin. Enter a date later than the UPDFIS processing in order to create the necessary fields and parameters. Only forms entered after the cut date reported in this parameter will have physical tracking.

Parameter MV_MOVIMSL

Register internal movement types for return and requisition before entering them in this parameter.
 Types of Internal Transactions
The return and requisition movements entered in the MV_MOVIMSL parameter must be previously registered in the system. When registering the internal transactions that will be entered in this parameter, register them with the configuration to value stocks. Only these transaction types allow values to be entered at the entry time (in this case, the value to be entered will be the value of the seal form).

Tracking Seal Product

It will be necessary to register the tracking seals as products in the system. For the system to identify the transactions with tracking seals, the product type must be "SL" – Tracking Seal. When performing transactions with seal forms using the Tax Records module, you will only be allowed to select products registered with the SL type. Another issue to be analyzed is the fact that this product should have batch tracking. This setting is required so that the system can link the tracking seal forms entered with the seals moved. Only batch-tracked products (MV_RASTRO = 'S' and B1_RASTRO = 'L') can be moved through the forms. We suggest that an SL product code be created for each seal class used by the company. This way, it will be possible to identify and control each of the types of seals used.

Product Structure

In the composition of the product that must use the tracking seal, enter the product code of the type "SL" (Tracking Seal) that will enter the structure. This way, when producing an item, it is possible to use the value of the incoming form entered to update the cost of the item with the cost of supplying the seal.

Recalculating Average Cost

When running the Average Cost Recalculation routine (MATA330), set the question Recalculated Internal Transactions? to "BEFORE". Thus, the transactions with tracking seals will be recalculated before calculating the other costs, ensuring the correct value.

Losses in Production

If a loss of seals occurred in the production process (due to human or mechanical failure), it will be necessary to point out the loss using the Loss Point (MATA685) in the Production Tracking module (PCP). In the routine, it will be necessary to enter in which production order the loss occurred, the lost product code (which, in this case, will be the product of type "SL"), the lost quantity, source and target warehouses, reason for the loss (which will be printed in the tax record, in the Notes column) and the batch from which the loss should be considered. This configuration is of utmost importance so that it is possible to identify, in the closing of the stock and printing of the Tracking Seal Inflow and Outflow Record Book, the quantities and causes of the loss of seals in the production process. This way, it will be possible to justify the breakdown in the stock quantity of the seals of each class.

Sealing of imported products

In the same way that the tracking seal is included in a product produced by the company, the seal must be included in the imported product. The imported product will be entered into the system and, later, the seal will be added as part of the modification that the company makes in the product to sell it in the Brazilian market. With this, the tracking of costs, quantities, and possible sealing losses will also be carried out automatically in the system. Since the seals that will be used in sealing imported products also reach the site through a tracking form, just enter the form to update the stock and start its use in sealing the imported items.

Internal tracking seal transactions

The requisition and return transactions generated automatically by moving the seal forms using the codes registered in the MV_ESTSELO parameter cannot be reversed manually. Internal requisition and return transactions can only be reversed if the tracking form registration is reversed.