Black Friday: Electronic Tax Notes and 5 most common rejections during the date

As Black Friday approaches, retailers prepare for an intense flow of sales. In addition to all the care with training, inventory, marketing, and other departments, it is essential that efficient fiscal management also takes place. Besides providing a pleasant experience for customers—who may face long lines or payment issues when fiscal failures occur—good management also involves preparing for possible unforeseen events that do not depend solely on the company.

According to Hugo Ramos, CEO of Bot (Note: The translation provided is accurate and natural, preserving the original formatting, tone, and context. However, the placeholder "Bot" is not translated as it appears to be a proper noun, likely the name of a company or product.) Oobj, a national reference in solutions for Electronic Fiscal Documents (DF-e) and other digital tax demands, the incorrect issuance of invoices can result in fines ranging from 10% to 100% of the value of each one. In high-demand situations, this can become a significant cost for organizations.

"We cannot underestimate the impact of the tax area in times like these. Black Friday brings many opportunities, but also risks. Especially when the Sefaz will be dealing with an immense number of invoices at the same time," comments the specialist.

To assist in preparing for the date, Hugo listed five of the main fiscal rejections, that is, failures that cause the note not to be issued correctly.

Rejection 202: Failure to recognize the authorship or integrity of the digital file

"This rejection indicates a failure in the 'namespace' of the template file used for the state," explains the CEO. "Almost always it is due to some technical failure within the Sefaz itself."

The situation usually resolves itself and it is only necessary to wait a few minutes to reprocess the file. However, if this does not happen, it is necessary to contact the Sefaz of the issuing state.

204: Duplicity of NF-e [nRec:999999999999999]

The error occurs when an NF-e (model 55) or NFC-e (model 65) is issued with the same Access Key as an already authorized NF-e/NFC-e. Thus, the note is considered a duplicate.

It is necessary to change the number of the NF-e, so that the chosen one has not yet been used, and then resend the document. "This failure is much less common when using a good integrated tax management system, with an updated database, as there is an automatic verification of possible duplication," points out Hugo.

Rejection 210: Invalid Recipient IE

The rejection pertains to the issuance of an NF-e with an invalid State Registration of the recipient (IE), which often occurs due to errors in the number. The IE must have between 2 and 14 numeric characters, and the positioning of some numbers or the check digit may be incorrect.

The solution is to verify the State Registration provided and correct any errors. If the IE code starts with the number zero (0) and it is observed that this was omitted, you should contact the support of the ERP in use to check the problem. Another alternative is to consult the provided IE on the SINTEGRA website or the Centralized Register of Taxpayers (CCC) to confirm if it is valid. 

Rejection 212: Issue Date later than receipt date

“Incompatible dates and times can happen within a matter of minutes. For example, if the note was issued at 3 PM, but the local time of the state Sefaz is 2:59 PM, the error can occur. It is also necessary to pay attention to daylight saving time,” exemplifies the specialist.

Check, then, if the time on your software is synchronized with the time of the Sefaz of your state, which uses the regional time. If your ERP system is using the server time to fill in the Issue Date/Time of the NF-e, see if the server is aligned as well. After the correction, simply resend the NF-e.

Rejection 365: Total of other withholdings differs from the sum of the items

This rejection occurs when an NF-e (model 55) or NFC-e (model 65) is issued and the Total Amount of Other Withholdings is divergent from the sum of the values of other withholdings of the items subject to the ISSQN.

Hugo adds: "This is one of the errors that requires a more technical solution, with changes in the XML file of the note. You need to correct the value of the totalization of other withholdings, which is in the field: id – W22c".

For these and other more specific situations, it is important to be able to rely on experienced professionals in the tax field. For those who want to seek more answers, it is also possible to use the Translation: Oobj Knowledge Base --- The translation maintains the original formatting and context, ensuring that the term "Base de Conhecimento" is accurately translated to "Knowledge Base" and "Oobj" is kept as is, since it is a proper noun., which has explanations, examples, and solutions for these and hundreds of other tax issues. "It's a life-help guide, not just for Black Friday," concludes the CEO.