How to record goods not accepted by the recipient

What is it for?

Sometimes the customer does not accept, at the time of delivery, part or all of the goods on the delivery note (transport document) (for example, damaged boxes). The refused goods go back, and the issued delivery note cannot be changed. fiscaldoo records that refusal in an additional transport document, linked to the delivery note, which says what was not accepted, how much, why and where the goods are going.

When to use it?

• The recipient refuses part of the goods (the printed document says “part of them”) or all of them (it says “all of them”).
• The delivery note has already been issued. Before issuing, correct the delivery itself.

If what changes is the place of unloading or the recipient, use the other entries of the same Actions menu of the delivery note (Change the place of unloading, Change the recipient), which are not covered here.

Where to find it?

Billing › Invoice › Transport guides, open the delivery note and click Actions › Goods not accepted.

Before you start

• Your profile is Certified accountant. The steps were done from start to finish with this profile. With the Billing profile, the delivery note's Actions menu only has Cancel: the Goods not accepted entry does not appear.
• The delivery note is issued (it has a number and ATCUD) and is not voided or cancelled: How to issue a delivery note and get the AT code.
• If you work with several companies, choose the delivery note's company in the top right corner.

How to use it

1. Open the delivery note in Billing › Invoice › Transport guides (in the example, GT D26/1 for Padaria Aurora, Lda, with 10 Pão de forma 500 g (cx. 20)).
2. Click Actions and choose Goods not accepted. The Goods not accepted window opens, with the Transport guide and the Alteration already filled in and one line per product on the delivery note. Each line shows the Quantity on the guide and, in Quantity not accepted, the same quantity (total refusal).
3. In Where the goods not accepted go, choose the place the goods go back to (in the example, Empresa Demonstração, Lda, the warehouse address).
4. In Reason, type why the customer did not accept them (in the example, “O cliente recusou 3 caixas com a embalagem danificada” – the customer refused 3 boxes with damaged packaging).
5. In each line's Quantity not accepted, type only what was refused. Put 0 for the products the customer accepted in full.
6. Click Issue the additional document. The window closes and the document is recorded on the delivery note.
7. To confirm it, open the delivery note's Transport guide tab: at the end of the AT communication block the document's line appears, with Changed on, Alteration “Goods not accepted”, the place, the Reason and Changed by.

Expected result

• On the delivery note: GT D26/1 stays the same (number, ATCUD, AT code, products and quantities). It only gains, in the Transport guide tab, the line of the additional document.
• On the printed additional document: in the example, the file “Documento adicional GT D26_1.pdf” has the title “Additional transport document”, the number GT D26/1 / ALT 1, the document changed (GT D26/1 - ATCUD:DEMOGT2026-1) and the AT code, the sender and the recipient, “Goods not accepted by the recipient: part of them on 02/11/2026 15:44:12”, the table with 10.00 on the delivery note and 3.00 not accepted, the place they go to, the reason and the sentence “This document accompanies the goods together with the altered document (RBC, art. 4.º n.º 8).”. See “Important notes” for who can print it in this version.
• What does not happen: the additional document is not communicated to the Tax and Customs Authority (AT), does not affect stock and creates no journal entries. The delivery in the example still had 10 units and was Ready.

The return of the goods

The additional document records the refusal; it does not handle the return of the goods to the warehouse or the invoice. Pending validation by a certified accountant: whether the additional document is enough to accompany the return of the refused goods or a new delivery note is needed, and what to do with the invoice already issued (credit note).

Important notes

• One document per refusal, and it cannot be changed. The additional document cannot be edited or deleted once issued. If you made a mistake, record another with the right data and explain in the Reason.
• Partial or total is automatic. If all lines keep the quantity on the delivery note, the document is Total (“all of them” on the PDF); if any is lower, it is Partial (“part of them” on the PDF).
• Print the document. On the delivery note, open the Transport guide tab, click the document's line and, in the Open: Additional documents window, click Print. The PDF “Documento adicional GT D26_1.pdf” is produced. The issue window explains the same path.
• Pending validation by a certified accountant: the legal basis (Goods in Circulation Regime (Regime dos Bens em Circulação), art. 4(8)) and what the additional document must contain.

Common problems

“Some required fields are empty…”

• Symptom: when you click Issue the additional document, “Some required fields are empty. Fill in the fields marked in red to be able to save.” appears.
• Cause: the Reason or the place in Where the goods not accepted go is missing.
• What to do: fill in the fields in red and click again.

“The quantity not accepted of … must be between 0 and the quantity on the guide”

• Symptom: the Invalid Operation window opens, for example with “The quantity not accepted of “[DEMO003] Azeite virgem extra 1 L” must be between 0 and the quantity on the guide (4.0).”. Nothing is issued.
• Cause: you typed more than the delivery note quantity on a line (or a negative number).
• What to do: click Close and correct the Quantity not accepted to a value between 0 and the delivery note quantity.

“Say the quantity not accepted of at least one line.”

• Symptom: the Invalid Operation window opens with this sentence.
• Cause: all lines are at 0.
• What to do: type the refused quantity on at least one product. If the customer accepted everything, there is nothing to record.

I cannot find “Goods not accepted” in the Actions menu

• Symptom: the delivery note's Actions menu does not have the entry.
• Cause: your profile does not have it (with Billing only Cancel appears), or the delivery note has not been issued yet, or it is cancelled.
• What to do: check that the delivery note has a number and ATCUD; if it has, ask someone with the Certified accountant profile to record it.