XML Invoice: Find out what it is and what it is for

If you have been following our series of contents on invoices, you must already be in the best position to know what NF is and its importance within companies. What we haven't told you yet is that since its electronic format was instituted, many new concepts have emerged. So, if you know what the xml invoice is, you already know what we are talking about. But if you don't know this concept yet, it's time to learn what is XML invoice. 



The electronic invoice (NF-e) is the digital version of the sales or service NF, and was created to make the issuance of the document less bureaucratic, more practical and faster. And the format chosen to make this modernity a reality was the XML format.



To explain to you what XML file is and how important it is for the issuance of NF, we made this brief guide with the main doubts that arise on the subject. Check it out!



• What is XML of an invoice and what is it for?
• What are the obligations about the XML file of NF-e? 
• How to download the XML (NF-e or CT-e) in Sefaz National Portal?
• How to store the XMLs of your NF-es? 
• What is DANFe?
• Where to learn more about Nota Fiscal?

What is XML of an Invoice and what is it for?

The first step to understanding the importance of XML Invoice is to understand what XML means. The XML (Extensible Markup Language) record is a markup language that allows you to create hierarchically organized documents. 



Thus, in invoices, XML language allows you to create a digital voucher with information about the product sold or service contracted. The format also facilitates the transfer and opening of the document. 



As it follows a national standard of fiscal bookkeeping, the XML invoice can be used throughout the country with security, thus ensuring greater reliability in issuing this document.

Check the information present in the XML invoice:



• about the invoice: number, series and model, date of issue, exit or entry, and total amount;
• about the issuer and recipient: company name, address, CNPJ, municipal and state registrations, of each one;
• on the product or service: description of the items, quantity and value;
• on the ICMS: calculation basis and value of each product, freight, insurance, PIS, IPI and Cofins;
• on the transport: data of the vehicle, the carrier and volume transported;
• additional information: according to the interests of the taxpayer.



What are the benefits of NF-e XML?

Since 2006, when it was implemented, the electronic invoice has brought several benefits both for companies and inspection agencies.



The XML file of NF-e was prepared to group information. The document is generated and stored electronically, which allows greater security and efficiency in operations.



For companies, it is also synonymous of cost reduction with printing, allowing the reallocation of resources for the improvement of processes and services.



Besides helping to make a better management of the financial department. Including accounts payable and cash flow. 



What are the obligations about the NF-e XML file? 

One point of attention is that the XML invoice must be issued against the buyer or contractor for each route generated. In addition, the document does not physically accompany the product, for which the NF must be issued in other formats, but the supplier must pay attention to the need to send it by e-mail to the customer. Or, inform that the document may be available for download in a specific area on the company's website.



It is worth remembering that it is not necessary to print the XML files of NF-es. This is a digital document that has legal validity in its electronic format, which is even more practical, because it can be sent at no cost to customers.



However, according to the legislation, it is mandatory to store it for 5 years, plus the current year. And it must be presented in case of inspection by the Federal Revenue.



As it can replace the physical invoice, in addition to being requested in a Federal Revenue Service inspection, as we said before, this document can also be used for product exchange.



How to download the XML (NF-e or CT-e) in the National Portal of Sefaz?

The XML file should be downloaded directly from the website of the Secretary of State for Finance (Scenes). It can be done by any person (natural or legal) who has authorization or link for such action.



To download the file, follow these steps:



1. Install your digital certificate in your internet browser;
2. Access the Sefaz National Portal;
3. Click on Consult NF-e Complete;
4. Enter the access key, the captcha code and click "Continue";
5. After loading the page information, click on "Download Document*";
6. The site will request the digital certificate that was previously installed in the browser:
7. Select your certificate and click "OK";
8. The Sefaz system will allow you to download the XML.



*If the following message appears "To download, you must have a customer certificate. Click Ok to start the download", and just continue clicking "OK".

How to store the XMLs of your NF-es? 

As we have explained before, according to Brazilian legislation, both the issuer and the recipient should keep the XML file of the invoice for a period of five years without counting the current year, about the risk of being penalized by the IRS.

Because it is a digital document, it does not need to be saved in its printed version. One way to store the XML invoice is to put the files in folders and save them in the corporate computer. 

However, even with constant backup the risk of choosing this form of storage is great. Because if the files are lost it will not be possible to recover them. 

A more appropriate alternative is to have the technology to store the tax documents correctly and more securely.

It is recommended that the company, mainly, store in a functional system that allows quick access, such as an ERP software, for example.

Store XML note in the cloud, besides ensuring more organization and security, offers agility in the process and greater fiscal control of the company. And the probability of loss is practically zero.

Why is it important to store the XML invoice?

Not storing the XML invoice properly can cause several serious problems and high fines, if the inspection requests the document and the company does not have it to present.

Moreover, in case of any dispute or accusation against the company, it is up to it to prove that it is right. And the tax document is one of the legal means she has to do that.

Therefore, be sure to properly store your company's tax accounting documentation for the time determined by law, and avoid future headaches.

What is DANFe?

To finalize this guide, we will explain what DANFe is.

Complementary to the XML invoice, the DANFe (Auxiliary Document of Electronic Invoice) is the statement that accompanies the goods. In other words, it is used for the transportation of products, being a simplified and printed version of the invoice.

Although they are different things, Nota Fiscal, DANFe, and the XML file are part of the same operation. And sometimes they are confused. But it is important to understand that DANFe is not the printed version of NF-e and both should be made available for each operation that involves transportation of goods.

Besides containing the transaction-related data, another function of DANFe is to load the access key, which is composed of a unique 44-digit code. This key gives access to the Electronic Invoice portal that it allows:

• make a complete or summarized query to the fields of the e-NF;
• verify the existence of correction letters;
• download the XML file, as long as you have the digital certificate;

Remember that this document has no tax value, so it does not need to be stored as the XML invoice.

Where to learn more about Invoice?

Now that you have brought more information about the XML file, what it is and how important it is in issuing NF-e, take the opportunity to learn more about other types of invoices:

Source: https://vexpenses.com.br/blog/nota-fiscal-xml/

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