How to record the minutes books

What is it for?

The minutes of the company's meetings (general meeting, management) are kept in a book. fiscaldoo stores a copy of each signed set of minutes, as a PDF or a scan, by book and with a sequential number. On confirming, the number and the file's fingerprint (Attachment SHA-256) are fixed: the minutes can no longer be changed or deleted, so the archive serves as a trustworthy record.

When to use it?

• After each general meeting or management meeting, once the minutes are signed.
• When you start using fiscaldoo, to store the minutes the company already has: record them from the oldest to the most recent, because the number is given by the order in which you confirm them.
• When you need to find minutes already stored, by title or by book, for example the minutes that approved a year's accounts.

Where to find it?

Accounting › Close › Year-end closing panel, at the end of the panel's list of links, Minutes books.

Before you start

• Your profile is Certified Accountant / Fiscal Manager: the steps were done with a user having only this profile. With only the Accountant or Auditor profile, the Year-end closing panel menu does not appear and the menu search does not find “Minutes books”.
• You have the signed minutes in a file (PDF or scan). Without the file, the minutes cannot be confirmed.
• You are in the right company (top right corner): each set of minutes belongs to the company in use.

How to use it

1. Open Accounting › Close › Year-end closing panel and click Minutes books. With no minutes, the list says “No minutes yet” and “The minutes of the meetings of the company are kept here. Press New to record the first one.”
2. Click New.
3. In Title, type the subject of the minutes, for example Aprovação das contas de 2025.
4. In Book, type the name of the book, for example Atas da Assembleia Geral. Always use the same name for the same book: numbering is counted per book.
5. In Date, choose the date of the meeting (it is filled in with today's date).
6. In Attachment, click Choose a file and choose the file of the signed minutes.
7. Click Confirm. The question “Once confirmed the entry gets its number and can no longer be changed or deleted. Continue?” opens. Click Confirm (or Discard to go back).

Expected result

• The minutes become Confirmed and get the next Number of the book: 1 for the first minutes in the book, 2 for the next, with no gaps.
• Attachment SHA-256 shows the file's fingerprint: a code that changes if the file changes, and that lets you prove later that the file is the same.
• The fields can no longer be changed.

The list shows Book, Number, Title, Date, State and Company.

Important notes

• Minutes in Draft have no number. The Number field only appears after confirming, and in the list the Number column stays empty for drafts. Draft minutes can be changed or deleted.
• Confirmed minutes cannot be corrected. If there is a mistake, record new minutes that correct it.
• fiscaldoo keeps a copy: it does not replace the minutes book nor record the book's opening statement. Pending validation by a certified accountant: which minutes books the law requires of each type of company, and whether the digital archive replaces the paper book.

Common problems

“The entry … has no attachment…”

• Symptom: on confirming, after the question: “The entry “Aprovação das contas de 2025” has no attachment. Attach the signed minutes (PDF or scan) before confirming: once confirmed it can no longer be changed.”
• What to do: in Attachment, choose the file and confirm again.

“A confirmed minutes entry can never be deleted…”

• Symptom: on confirmed minutes, in the gear menu (next to the title), Delete and, in the question, Delete: “A confirmed minutes entry can never be deleted (the numbering of the book must have no gaps). Create a new entry that explains the situation instead.”
• What to do: record new minutes that explain the situation.

I cannot find the Minutes books

• Cause: your profile is not Certified Accountant / Fiscal Manager. With Accountant or Auditor, the year-end closing panel does not appear.
• What to do: ask someone with the Certified Accountant / Fiscal Manager profile.