How to prepare the management report and the responsibility declaration

What is it for?

With the year's accounts, the board approves a management report and a declaration in which all the directors take responsibility for it. fiscaldoo keeps one report per company and per year, already with the sections the law requires, the key figures of the Balance Sheet and the Income Statement, the list of who signs, and the option to print it or export it to Word.

Pending validation by a certified accountant: the sections, the article 65 declaration and the micro-entity exemption (article 66(6) of the Commercial Companies Code (Código das Sociedades Comerciais)) as the screen applies them, described below, and the paragraphs of article 65 quoted in the messages (paragraphs 3 and 4).

When to use it?

• At year-end closing, before filing the accounts: the report accompanies the Balance Sheet and the Income Statement.
• When the board needs a document with the signatures of all the directors (or the reason of anyone who refuses).
• It is not for submitting the IES (Simplified Business Information): you submit that from the IES dashboard, where the management report only appears as one of the “Before you submit” documents.

Where to find it?

Accounting › Declare › Annual declarations › What is there to do with the annual declarations?, in the Before you submit group, line Management report and declaration. Profile Accountant. The list has no menu item of its own.

Before you start

• Profile used in the example: Accountant. A report that is already finalised can be reopened by the Certified accountant or the Fiscal officer; the Auditor can only view it.
• Example: Empresa Demonstração, Lda, year 2025, with the Balance Sheet and Income Statement already posted. The directors in the example are called “Gerente A” and “Gerente B”.
• The company must have the year (fiscal year) created: in a company with no years, the year selector is empty (see “Common problems”).

How to use it

1. Open the annual declarations dashboard and click Management report and declaration. In a company with no reports, the list is empty: “The management report of each year appears here; create one with New, choosing the company and the year.”
2. Click New, choose the Fiscal Year (2025) and save. The screen fills in the start and end dates and creates all 11 sections of the list at once: 2 from article 66(1), 8 from article 66(5) (points a to h) and the Declaration of the management body (article 65). There can only be one report per company and year. The Add missing sections button restores a missing section; in a new report it adds nothing.
3. Read the Key figures (from the Balance Sheet and the Income Statement): Total assets €209,804.16, Total equity €131,104.16, Total liabilities €78,700.00, Sales and services rendered €279,000.00, Profit before tax and Net profit for the period, both €31,104.16. The figures are calculated when you open and when you print: they are never stored, so they always follow the accounts. The second column is the previous year (€0.00 in the example, because the demonstration has no 2024 journal entries).
4. Open each section with a click. The window shows the Legal basis, what to write (“What to write”) and the text to fill in; save.
   • The Proposal for the application of results already comes with a template text with the year's result (€31,104.16) and a placeholder “(state the application: legal reserve, free reserves, dividends, retained earnings)”. Replace the placeholder: if you write below it, the template text stays in the document.
   • The Declaration of the management body is also already written (“The members of the management body of … declare that they are responsible for preparing and presenting the management report…”). Read it again and adapt it to the entity.
   • A section that does not apply stays empty: its title still appears in the document, with no text (see “Important notes”).
5. In the Signatures of the management body (art. 65.º n.º 3) table, click Add a line for each manager or director in office and choose the State: To sign, Signed or Refused to sign. Anyone who refuses must have a Reason for the Rejection. Anyone who left office before the presentation leaves the In office box unticked and does not sign.
6. Click Finalize. The state changes from In preparation to Finalised; the text, the sections and the signatures can no longer be changed and the Reopen button appears for those who have that right.
7. Click Print management report (PDF, named “Relatório de gestão - 2025.pdf”) or Export to Word (“Relatório de gestão 2025.docx”). The PDF has the company header, the key figures, the sections and the declaration, with a “(name and signature)” line per person in the table, followed by the name and state (for example “Gerente A - signed”).

Expected result

• One Finalised report per company and year, with the figures from the accounts, the text of the sections and every director in office with their signature state recorded.
• A PDF (or Word file) for the directors to sign by hand or digitally, outside fiscaldoo.

Important notes

• The PDF shows the state recorded in the table. If the person is marked as signed in the table, the PDF says so, even if the paper signature does not exist yet. Only record Signed after it has been signed. Pending validation by a certified accountant: the format of the signatures and what the law requires in the filed document.
• Empty sections appear in the document with their title only, without warning. Before printing, check the blank sections: either write that there was none (“There are no branches.”) or leave it empty because it does not apply.
• Micro-entities. In a company using the micro-entity accounting framework, the screen warns: “This company is a micro-entity: article 66(6) of the Commercial Companies Code exempts micro-entities from the management report ONLY IF the information on own shares or quotas… The exemption depends on the legal size of the company…”. Finalize requires the own shares or quotas section to be filled in (see “Common problems”). Pending validation by a certified accountant: the exemption in each case.
• Who can do what. The Accountant creates, writes and finalises; Reopen only appears to the Certified accountant and the Fiscal officer; the Auditor does not have the Declare menu (only the Audit app): through a direct link, they open the report and see the sections, with no New button and without being able to edit the text. Once reopened, the report goes back to In preparation with the signatures and text as they were.
• The figures are not stored. They are calculated from the Balance Sheet and the Income Statement every time you open or print the report, even after it is Finalised. So, after finalising, print and keep that day's PDF: a PDF printed later may show different figures if the year's accounts change.

Common problems

“Add the managers or directors in office on the presentation date in the Signatures: article 65(3) of the Commercial Companies Code requires the signature of all of them.”

• Cause: you clicked Finalize with the signatures table empty (or with no one in office).
• What to do: add the directors in office and, for anyone who is not, untick In office.

“The management report cannot be finalised: Gerente A did not sign yet. Open the Signatures and set each person as signed or, if someone refuses, as refused, with the reason (article 65(4)).”

• Cause: there are directors in office with the state To sign.
• What to do: set each one to Signed or Refused to sign (with the reason) and finalise again.

“Some required fields are empty. Fill in the fields marked in red to be able to save.”

• Cause: you set a director to Refused to sign and left the Reason for the Rejection empty (the field turns red).
• What to do: type the reason or set the state to To sign.

“Fill in the own shares or quotas section (or state there were none)…”

• Cause: the company uses the micro-entity framework and the section is empty.
• What to do: write that there were none, for example “During the year no own shares or quotas were acquired or sold.”

I cannot edit the report

• Cause: it is Finalised. Opening a section only shows the legal basis and the guidance, without the text to edit.
• What to do: ask the Certified accountant or the Fiscal officer to click Reopen; correct it and finalise again.

I cannot choose the year when creating the report

• Cause: the company has no fiscal year created. The selector shows No records.
• What to do: first create the company's year (in the fiscal year configuration) and go back to the report.