How to issue a delivery note and get the AT code

What is it for?

Goods leaving the warehouse for a customer travel with a delivery note (transport document). In fiscaldoo, the delivery note starts from a delivery in the Inventory app: it is issued with a number, ATCUD (unique document code) and signature, it is communicated to the Tax and Customs Authority (AT) and the AT returns a code. Only with the code can the goods leave.

Issuing the delivery note and communicating it to the AT are two different steps. With automatic communication, which is the default option, fiscaldoo communicates the delivery note as soon as it is issued. The Communicate to the AT button only appears when the delivery note is left to communicate: in a company with manual communication, or when automatic communication was not possible. fiscaldoo does not let you validate the goods leaving without the delivery note issued and communicated.

When to use it?

• You are going to send goods to a customer, in your own vehicle or through a carrier.
• The delivery came from a sale and must leave with the delivery note.

The delivery note is not an invoice. If the invoice is going to accompany the goods instead of the delivery note, you choose that on the invoice itself: the Transport guides card of the Counter says so (“An invoice with the transport function is issued here, in the invoice”).

Where to find it?

Inventory › What is there to do with the guides? › New transport guide

The delivery notes issued are in Inventory › Operations › Transport guides, and those still to communicate in Inventory › Operations › Guides not communicated. In the Billing app, they are in Invoice › Transport guides and on the Transport guides card of the Counter; no delivery note is created there.

Before you start

• Your user has access to the Inventory app. In Settings › Users & Companies › Users, the Profile list has no inventory profile: access is given in Advanced settings, Inventory line, User option. The steps were done from start to finish with an Administrative user with that access. The Administrative and Accountant profiles do not include Inventory. On an issued delivery note, both have Print guide, Validate, Print and Cancel with that access, and only Cancel without it. The Auditor without Inventory only has Print guide. Change the place of unloading, Change the recipient, Goods not accepted and Annul the guide appear to whoever has Fiscal officer or Fiscal administration; the Certified accountant profile includes Fiscal officer. See How to change the place of unloading of a delivery note already communicated.
• The company has the delivery note series active (in the demo, GT D26): How to create a series and communicate it to the AT.
• For the delivery note to receive the AT code, the company has its AT credentials stored: How to connect fiscaldoo to the Tax Authority. Without them, the delivery note is still issued, but it stays to communicate and the code has to come from the Portal das Finanças or by phone.
• Communication of delivery notes is automatic by default: the delivery note is communicated to the AT when it is issued. The administrator sees the option in Settings › Inventory › Transport documents (PT) › Communication of the guides, with the choices Automatic (web service, when the guide is issued) and Manual (the user presses “Communicate to the AT”). The steps follow automatic communication; step 8 says what changes with manual.
• The customer and the products already exist: How to create a customer with the right tax data and How to create a product with the right VAT and type.

How to use it

1. Open Inventory › What is there to do with the guides? and click New transport guide. The page shows the month's Guides to communicate, Guides communicated, Guides annulled and Guides without communication cards, and the What is pending list.
2. In Delivery Address, choose the customer (in the example, Papelaria Exemplo, Lda).
3. Operation Type is already filled in with the warehouse delivery (Armazém Demonstração: Deliveries): check it. The delivery already opens with the summary “[GT] Transport guide (including global ones) (not issued yet)”, with “Not issued yet, so nothing to communicate”, and the Transport guide tab.
4. In the Operations tab, click Add a line, choose the Product and type the quantity in Demand (in the example, 10 Kit de canetas).
5. Click Save (the cloud icon) and then Confirm. With the product in stock, the delivery becomes Ready, and Issue guide appears instead of Confirm. With no quantity in stock, it stays Waiting, with product availability “Not available”, and Issue guide does not appear yet: receive the product into stock and the delivery becomes Ready.
6. Open the Transport guide tab and, in the TRANSPORT block, fill in:
   • Start of the transport: the real date and time the goods leave (in the example, 30/10/2026 06:00);
   • Plate: the vehicle's registration plate (AA-00-AA in the example);
   • Carrier: who transports the goods. If it is the company itself, choose it (Empresa Demonstração, Lda).
7. Click Issue guide. The Confirmation window opens: “Issue the guide? It gets its number and signature and can no longer be changed.” Click Confirm.
8. The delivery note now has a number (GT D26/5) and an ATCUD (DEMOGT2026-5). With automatic communication, which is the default option, fiscaldoo communicated it to the AT on issue: the summary says Communicated — “Nothing: the guide is communicated.” and there is no Communicate to the AT button. With manual communication, the summary says To communicate — “Communicate it to the AT before the transport starts.”: click Communicate to the AT, and the message “Communication with the Tax Authority. Accepted: 1, rejected: 0, no answer: 0.” confirms the sending.
9. In the COMMUNICATION TO THE TAX AUTHORITY block of the Transport guide tab, check that the delivery note is Communicated and has an AT code. At the top are Print guide, Validate, Print and Cancel. If the delivery note stayed To communicate, see “Common problems”.
10. When the goods leave, click Validate. The delivery becomes Done.

Example. Delivery DEM/OUT/00005 to Papelaria Exemplo, Lda, of 10 Kit de canetas, with the start of transport on 30/10/2026 at 06:00: it produced delivery note GT D26/5, dated 29/10/2026, communicated to the AT on issue.

The other fields of the Transport guide tab

• Loading place and Unloading place are already filled in before issuing: the company's address and the customer's (in the example, Empresa Demonstração, Lda and Papelaria Exemplo, Lda).
• Final consumer: for a delivery note to a private individual, which does not need an AT code (fiscaldoo itself says so in the Validate message).
• Global guide, Continuation of, Transport guide exception and Invoice as transport document are for cases other than the ordinary delivery and are not used in this article. Pending validation by a certified accountant: when the global delivery note and the exceptions are used.

Expected result

• Delivery note GT D26/5 is Communicated, with the AT code the AT returned, Communicated by “Web service” and the AT code date. “Web service” means fiscaldoo sent the delivery note; it also appears when you click Communicate to the AT. In the demo the code comes from the simulator (MOCK-12FB1C03); the real code comes from the AT.
• The Movement status is Regular and the CERTIFICATION block has the Document series GT D26, the signature characters and the QR code message (type GT, customer tax number (NIF) 599999993, date 20261029, ATCUD).
• The delivery is Done. In What is there to do with the guides?, Guides communicated went from 3 to 4.
• In the demo, the delivery note and the dispatch of 10 Kit de canetas created no journal entries. Pending validation by a certified accountant: journal entry for the dispatch of valued stock goods (cost of goods sold).

Demo video

The first video shows steps 1 to 5: open New transport guide, choose Papelaria Exemplo, Lda in Delivery Address, check Deliveries in Operation Type, add 10 Kit de canetas, save and click Confirm. The delivery becomes Ready, with the Issue guide button.

No telemóvel, rode-o para a horizontal e veja o vídeo em ecrã inteiro: o texto do ecrã fica legível.

Prepare the delivery for the delivery note · 27 s · sem som, com legendas · legendas (WebVTT)

Transcrição

The second video continues on the same delivery and shows steps 6 and 7 and what step 9 asks you to check: the start of transport, the plate and the carrier, Issue guide and Confirm. With automatic communication, which is the default option, the delivery note is communicated on issue (Communicated by “Web service”). The video shows the result of step 8 in the data of step 9 and does not show step 10 (Validate). It was recorded on 06/11/2026, so the start of transport is 09/11/2026 at 08:00: a date already past, beyond the 30-minute tolerance, is refused (see “Common problems”).

No telemóvel, rode-o para a horizontal e veja o vídeo em ecrã inteiro: o texto do ecrã fica legível.

Issue the delivery note · 28 s · sem som, com legendas · legendas (WebVTT)

Transcrição

Important notes

The goods only leave with the AT code

The screen itself warns, on a delivery note not yet communicated: “The transport can only start after it is communicated”. The delivery note must be Communicated before the Start of the transport: with automatic communication, check it in step 9. If you cannot communicate (for example, no connection), get the code on the Portal das Finanças or by phone and register it on the delivery note, as described in The delivery note has no AT code. Pending validation by a certified accountant: communication deadline, change of the start or the place of unloading after communication and what to do when communication fails.

• Once issued, the delivery note cannot be changed. Check the customer, the products and the quantities before Issue guide. If the delivery note stayed to communicate because the plate or the carrier was missing, these can be completed after issuing, without issuing another delivery note.
• What the delivery notes page does not see. Guides to communicate only counts issued delivery notes. A delivery in draft or still to do, without Issue guide, does not appear on any card.
• Delivery note PDF. The Print button at the top of the delivery prints the “Nota de entrega” (delivery slip), which is not the transport document. The delivery note is printed from the gear icon menu, next to the delivery's name: Print › Transport guide. In the demo, with Inventory access, GT D26/5 came out in the file “Guia GT D26_5.pdf”, with two pages (Original and Duplicate) and, on each: “Este documento não serve de fatura” (this document is not an invoice), the title “Guia de transporte (incluindo as globais) GT D26/5”, the sender and the recipient with their tax numbers (NIF), the loading and unloading places, the Start of the transport, the Plate, the Carrier, the AT code (the simulator's), the product and the quantity, the ATCUD DEMOGT2026-5, the QR code and “Processado por programa certificado n.º 9876/AT”. The QR code message, checked on the delivery note record, has the company's NIF (509999999), the customer's (599999993), the type GT, the date 20261029, the number GT D26/5 and the ATCUD. The certificate number and the demo's AT code are fictitious.

Common problems

“… cannot be validated: the operation type requires a transport document and the guide has not been issued”

• Symptom: Validate before issuing the delivery note opens Invalid Operation: “Transfer(s) DEM/OUT/00005 cannot be validated: the operation type requires a transport document and the guide has not been issued. Issue the guide (“Issue guide”) before the goods leave.”
• What to do: click Close and follow steps 5 to 9 before Validate.

“… cannot be cancelled like a normal transfer: it was issued”

• Symptom: Actions › Cancel, after Confirm, opens Invalid Operation: “The transport guide "GT D26/2" cannot be cancelled like a normal transfer: it was issued. To void a guide use “Annul the guide”: it records the reason and is a separate operation. That button only appears to the Fiscal officer and Fiscal administration profiles: if yours is another, ask someone who has one of them to annul the guide.”
• Cause: the delivery note already has a number and signature.
• What to do: click Close and ask someone with one of those profiles to annul it.

“The start of the transport … is in the past, beyond the tolerance of 30 minutes”

• Symptom: Issue guide › Confirm opens “The transport guide cannot be issued: - The start of the transport (30/09/2026 06:00:00) is in the past, beyond the tolerance of 30 minutes. Set the real date and time the goods leave.”
• What to do: click Close, correct the Start of the transport to the real date and time of departure and issue again. The delivery note did not have a number yet.

“… cannot be communicated to the Tax Authority yet. Missing: the carrier.”

• Symptom: after Issue guide › Confirm, the delivery note stays To communicate and the Transport guide tab warns “This guide was not communicated to the Tax Authority. The transport can only start after it is communicated: press “Communicate to the AT” (or register the AT code if you already have it).” The messages, below the delivery, say why: “The guide was issued but could not be communicated automatically: "GT D26/6" cannot be communicated to the Tax Authority yet. Missing: the carrier. …”. With manual communication, it is Communicate to the AT that opens the window “Nothing was sent to the Tax Authority, because of these guides: - "…" cannot be communicated to the Tax Authority yet. Missing: the carrier. …”
• What to do: fill in Carrier (and Plate) in the TRANSPORT block, save and click Communicate to the AT. There is no need to issue the delivery note again. The message “Communication with the Tax Authority. Accepted: 1, …” confirms the sending, and the delivery note becomes Communicated.

“… the goods cannot leave before the Tax Authority gives the guide its code”

• Symptom: Validate with the delivery note issued but not yet communicated opens “Transfer(s) DEM/OUT/00005 cannot be validated: the goods cannot leave before the Tax Authority gives the guide its code. Communicate the guide to the Tax Authority, or register the code obtained by telephone or in the Portal (a guide to a final consumer does not need it).”
• What to do: click Close. Check in the delivery's messages why the delivery note was not communicated, fix the cause and click Communicate to the AT.

“Some required fields are empty”

• Symptom: when you save the new delivery, Operation Type turns red.
• What to do: choose the warehouse delivery (step 3). The New transport guide button does not fill it in.