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

As Black Friday approaches, retailers prepare for an intense sales flow. In addition to all the care with training, inventory, marketing and other departments, it is essential that there is also an efficient tax management. In addition to providing a pleasant experience for customers who may face queues or payment problems when tax failures happen , good management also involves preparing for possible unforeseen events that do not depend only on the company.

According to Hugo Ramos, CEO of Oobj, national reference in solutions for Electronic Tax Documents (DF-e) and other digital tax demands, the incorrect issuance of notes can cause fines ranging from 10% to 100% of the value of each. On occasions of high demand, this can become a worrying cost for organizations.

“We cannot underestimate the impact of the tax area at times like this. Black Friday brings many opportunities, but also risks.Specially when Sefaz will be dealing with a multitude of notes at the same time”, comments the expert.

To help prepare for the date, Hugo listed five of the main tax rejections, that is, failures that cause the note to not be issued correctly.

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

“This rejection indicates a flaw in the (namespace’ of the template file used for UF”, explains the CEO.“Almost always it is a technical flaw in the very Sefaz”.

The situation usually resolves itself and you only have to wait a few minutes to reprocess the file. However, if this does not occur, you must contact the Sephaz of the issuing state.

204: Duplicity of NF-e [nRec:9999999999999999]

The error arises 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.

It is necessary to change the number of 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, because there is an automatic verification of possible ACHR duplicity, points out Hugo.

Rejection 210: Invalid recipient IE

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

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

Rejection 212: Issue Date after the date of receipt

“Incompatible dates and times can happen for a matter of minutes. For example, if the note was issued at 15h, but the local time of the state Sephaz is 14h59, the error can happen. You also need to be aware of the daylight saving time”, exemplifies the expert.

Then check that your software time is synchronized with the Sephaz time of your state, which uses regional time.If your ERP system is using server time to fill in the NF-e Issue Date/Time, see if the server is aligned as well. After the fix, simply resend the NF-e.

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

This rejection arises when an NF-e (model 55) or NFC-e (model 65) is issued and the Total Other Holds value is divergent from the sum of the other hold values of the items subject to ISSQN.

Hugo adds: “This is one of the flaws that require a more technical solution, with change in the XML file of the note. One should correct the value of the totalization of other holds, which is in the field: id 0 W22c”.

For these and other more specific situations, it is important to be able to count on experienced professionals in the tax world. For those who want to seek more answers, it is also possible to use the Oobj Knowledge Base, which has explanations, examples and solutions to these and hundreds of other tax problems.“It is a help guide for life, not just for Black Friday”, concludes the CEO.