Setting up electronic signatures

This section describes the necessary setup within Sage X3 to implement electronic signatures specific to Portuguese legislation.

Activity code

The KPO – Portuguese legislation activity code must be active to use certain functions specific for electronic signatures.

Setting up quotes

Open: Setup > Sales > Quote types

In the Quote types function (GESTSQ), you need to enter the Final sequence no. used for SAF-T and printing; this field is mandatory for Portuguese legislation. The final sequence number follows the same rules as the existing sequence number.

You also need to select the Record type:

  • Normal

  • Manual document recovery

  • Backup document recovery

  • External document

The process to create a quote for Portuguese legislation has changed to support electronic signatures because it is mandatory to electronically sign all quotes, otherwise you cannot create the quote.

Open: Sales > Quotes > Quotes

In the Sales quotes function (GESSQH), select the Electronic signature check box to start the process, which also populates the Final number field. A signature for the document is created and stored in the DKSDATA table, including the date.

Only signed quotes can be converted to orders, otherwise you receive a blocking error: "You cannot select unsigned quotes."

Quote electronic signature

Open: Sales > Quotes > Quote electronic signature

Use this function to process electronic signatures for quotes based on the following search criteria:

  • Company (all companies with POR legislation should be possible)

  • Site

  • Date range

  • Customers

The process is performed only on documents that meet the criteria.

Only quotes with a status (SQUOTE.QUOSTA) other than ordered and with a date range that is less than 30 days that begins on or after the quote start date (DKSKEY.STRDATWD-30) are processed.

Report

The following report changes have been made to comply with certification:

  1. Nr. doc. displays the sequence number (SQUOTE.SQHNUMEND).
  2. The Internal reference displays the quote number (SQUOTE.SQHNUM).
  3. There is a reference to the related electronic signature.

Setting up orders

Open: Setup > Sales > Document types > Order types

In the Order types function (GESTSO), you need to enter the Final sequence no. used for SAF-T and printing; this field is mandatory for Portuguese legislation. The final sequence number follows the same rules as the existing sequence number.

You also need to select the Record type:

  • Normal

  • Manual document recovery

  • Backup document recovery

  • External document

Open: Sales > Orders > Orders

In the Sales orders function (GESSOH), select the Electronic signature check box to start the process, which also populates the Final number field. A signature for the document is created and stored in the DKSDATA table, including the date.

Only signed orders can be converted to deliveries or invoices, otherwise you receive a blocking error: "You cannot select or use unsigned order #####."

Order electronic signature

Open: Sales > Orders > Order electronic signature

Use the Order electronic signature function (FUNCFMSOH) to process electronic signatures for orders based on the following search criteria:

  • Company (all companies with POR legislation should be possible)

  • Site

  • Date range

  • Customers

The process is performed only on documents that meet the criteria.

Only orders with a status (SORDER.ORDSTA) or (SORDER.INVSTA) other than ordered and with a date range that is less than 30 days that begins on or after the order start date (DKSKEY.STRDATWD-30) are processed.

Report

The following report changes have been made to comply with certification:

  1. Nr. Doc. displays the sequence number (SORDER.SQHNUMEND).

  2. The Internal reference displays the order number (SORDER.SQHNUM).

  3. There is a reference to the related electronic signature.

Setting up proforma invoices

Open: Setup > Sales > Document types > Proforma invoices

In the Proforma invoices function (GESTSV2), you need to enter the Final sequence no. used for SAF-T and printing; this field is mandatory for Portuguese legislation. The final sequence number follows the same rules as the existing sequence number.

This field only displays for POR legislation and when the Invoice category is Proforma.

Open: Sales > Invoices > Invoices

In the Sales invoice function (GESSIH), the related proforma invoice must have the electronic signature. After creating the proforma invoice, click Post to trigger the electronic signature process and store the date in the DKSDATA table, which includes the creation date. At the same time, the Final number field is populated with the sequence number and the Electronic signature check box is selected.

Proforma electronic signature

Open: Sales > Invoices > Proforma electronic signature

Use the Proforma electronic signature function (FUNCFMPRO) to process electronic signatures for proforma invoices based on the following search criteria:

  • Company (all companies with POR legislation should be possible)

  • Site

  • Date range

  • Customers

The process is performed only on documents that meet the criteria.

Only proforma invoices with the date range less than 30 days and begins on or after start date of the document less 30 days (DKSKEY.STRDATWD-30) are processed.

Report

The following report changes have been made to comply with certification:

  1. Nr. Doc. displays the sequence number (SINVOICE.SIHNUMEND).

  2. The Internal reference displays the proforma invoice number (SINVOICE.NUM).

  3. There is a reference to the related electronic signature.