FAQ ourives

To access ourives, go to https://ourives.ponto25.com/ and click Login. Then choose the Web - Main option and enter your login details: entity, user and password.

If for any reason you cannot access the application, choose the Web - Alternative option.

If you don’t know the application yet, you can try a demo version for 15 days.

There is a base package, which includes the Sales, POS, Purchasing, Stock, Current accounts, Cash & Banks, Catalogue, CRM and Dashboard modules.

It also includes simultaneous access for two users, although you can create an unlimited number of users. You can then add a set of available modules: Second-hand, Orders, Repairs and Digital archive.

Yes, the licence price already includes all annual updates and support. See our Price List.

Yes, ourives is certified by the Portuguese Tax and Customs Authority (AT) under no. 1541 and is always up to date with current legislation.

Yes, and you don't have to worry about it. Backups are made automatically by ourives twice a day, to keep your information completely safe.

Security is something we take very seriously. Our servers are hosted in the best data centres on the market, with automatic backups twice a day, plus weekly and monthly backups.

All connections to the server use the HTTPS protocol.

You can ask your questions through the contact form on the ourives website, in the technical support area inside the application, or by email to [email protected].

You will first receive your login details by email, but you must change your password the first time you log in to ourives.

We recommend choosing a password that is easy for you to remember but hard for others to guess.

Yes, you can. Under Movements → Second-hand you will find the second-hand table, where you can add second-hand pieces.

And under Management → Second-hand you can keep track of all the pieces.

In the second-hand record you can enter all the details of the piece, such as description and reference, material, weight and fineness, components, etc.

It also includes the seller’s details, purchase and sale details, attached documents and photos of the piece.

Go to Reports → Other Movements → Second-hand. There you can view second-hand reports, as well as the report for the Criminal Police (Polícia Judiciária).

Select the option you want and click Process. You can export the report or send it by email.

Go to Reports → Label Printing. Choose the label or set of labels to print and click Process.

To configure the labels, go to Utilities → Settings → Company Details. In the Labels tab, select the “Second-hand” template and configure it.

Yes, you can. All the Sales, Purchasing and Stock options let you issue documents with second-hand pieces.

When entering the pieces, select them from the Second-hand Table.

To issue a receipt, go to Movements → Treasury → Customer Receipts. Select the customer, choose the invoice to settle and click Save. Then enter the amount being paid and save. The receipt is then issued.

Yes, you can issue partial receipts. When issuing a receipt, enter the amount being paid in the 'to pay' column. The receipt is then issued only for the amount actually paid, and the rest remains outstanding.

Yes, you can issue as many receipts as you like for a customer. After selecting the customer, select the documents they are going to settle.

Payments can be full or partial: enter the amounts and save. The receipt is issued listing the different invoices settled and the corresponding amounts.

It depends. The administrator can restrict who can edit and cancel receipts in each user's record.

So, if you don't have permission to edit/cancel a receipt, please check with your administrator.

In the repair record you can enter the customer, the piece details, the problems reported, accessories, the user who received the piece, and repair details such as date received, warranty, completion date and more.

You can also attach photos and documents. And as the repair progresses, you can enter the materials or services used and describe the work carried out.

In each repair record you can set the repair status, for example: under review, in repair, awaiting quote, completed and more.

You can define the different statuses under Tables → Repairs → Statuses, and then assign a status to each record.

Yes, you can. First create the questionnaire, then go to Utilities → Preferences → Repairs and choose which questionnaire should be shown in repairs.

That way, whenever you create a new repair record, you can fill in the questionnaire.

To create questionnaires, go to Tables → Questionnaires → Definitions. There you will find the table where you can create questionnaires.

To create a new questionnaire, click New and add all the questions you want, along with the answer types and options.

Under Management → Repairs you can keep track of repairs. You can view repairs by time period, by customer or by the user who received/repaired the pieces.

You can also view pending, completed, invoiced and non-invoiced repairs, among other filters.

Yes, you can. Each repair record has a “Labels” button for printing labels for the repair.

Labels can be configured under Utilities → Settings → Company Details, in the Labels tab. Select the “Repairs” template and configure it.

An invoice is a commercial document issued by a seller, stating the general terms of the transaction and the amount the buyer has to pay. For smaller purchases, the invoice can be replaced by a simplified invoice, which has more basic content.

A simplified invoice is only allowed if the tax is due in Portugal and only in two situations:

• For services not exceeding €100, whether the buyer is a taxable person or a private individual; and
• For sales of goods by retailers or street vendors to private individuals, as long as they do not exceed €1,000.

Under article 36(5) of the Portuguese VAT Code (CIVA), invoices must be dated, numbered sequentially and contain the following:

• Name and registered address of the supplier and the recipient, and their VAT numbers (NIF);
• QR code in the size set by the AT
• Quantity and description of the goods or services;
• Price excluding tax, and other items included in the taxable amount;
• Applicable rates and the amount of tax;
• The reason for not applying tax, where applicable;
• The date the goods were made available or the services were provided, if different from the issue date.

A receipt is proof of payment, and should only be issued when the customer's payment is received.

The receipt becomes a tax-relevant document for VAT-registered businesses that opt for the VAT cash accounting scheme.

They are commercial documents that adjust accounts by correcting invoices. A credit note, issued to the buyer, corrects/adjusts invoices already issued.

A debit note corrects VAT that was not applied on the invoice, or a VAT rate lower than the one that should have been applied.

Both must list the items or services with their quantities and prices, and refer to the invoice they relate to.

A return note is a logistics document that accompanies returned goods. It is a request from the buyer to the supplier to issue a credit note for that return.

A transport document accompanies goods moving within Portugal that may be the subject of transactions between VAT-registered businesses.

Both the delivery note (guia de remessa) and the transport document (guia de transporte) are logistics documents, not accounting documents, related to shipping and transporting goods or providing services.

The only difference is that the delivery note indicates that the goods have already been shipped or the services provided, while the transport document travels with the goods throughout the journey.

Transport documents must include the following:

• Name, registered address and VAT number (NIF) of the sender of the goods;
• Name and address of the recipient or buyer of the goods;
• VAT number of the recipient or buyer, if they are VAT-registered;
• A statement that the recipient or buyer is not VAT-registered, where applicable;
• Commercial description of the goods, with quantities;
• Loading and unloading locations;
• Date and time the transport starts.

Both quotes and pro forma invoices are provisional, informative documents sent before the goods change hands. A quote is mostly used to tell the customer the best possible price for the goods/services they want.

A pro forma invoice is used as a quote to obtain credit or to make international trade easier.

A trial balance is a document that reflects a company's financial position over a given period. It includes the full list of credits and debits for all accounts, as well as each account's balance, whether credit or debit.

Recapitulative statements identify the company's customers/suppliers that are taxable persons, with the total amount of domestic transactions carried out with each of them in the previous year, when this exceeds €25,000.

These statements are part of the annual VAT return, which must be submitted electronically every year.

Recapitulative statements must be submitted by taxable persons, whether individuals or companies, that independently and continuously carry out production, trade or service activities. This also applies to state bodies, local authorities and private social solidarity institutions (IPSS).

The available balance is the money deposited in the current account that is actually available to the customer.

The book balance includes the available balance plus amounts still pending clearance.

A credit note is used to correct an invoice, while a credit note PP is used to correct an invoice-receipt.

With a credit note PP, the customer has already paid for the item.

To issue an invoice, go to Movements → Sales. Select the customer, then add the item lines you want, entering the item, unit price and quantity, and click Insert.

Once all lines are entered, click Save and the invoice is issued.

Yes, you can. After issuing an invoice, or any other type of document, you can use the features of the Digital Archive module.

This module lets you scan or upload documents and link them to the invoices you have issued.

Under Movements → Sales you will find the "suspended documents" folder. Each document type has its own folder containing documents you started but did not save, i.e. suspended documents.

You can edit and issue them, or delete them. These documents are numbered with the auxiliary series, but once saved their number changes to the main series.

Yes, you can. Under Movements → Sales you will find the “document conversion” option. Choose the type of document to issue and the customer, then open the list of documents available for conversion.

For example, you can convert Quotes or Pro Forma Invoices into Invoices.

Yes, you can duplicate a document, i.e. copy the details of one document to issue a new one.

To do so, open the document to duplicate and click the “Duplicate Document” button. You can then change the details if necessary and close the document.

To change the payment terms of an invoice you are issuing, go to the Payment tab and change the “payment terms” field.

You can add new payment terms under Tables → Auxiliary → Payment Conditions.

When you add lines with a 0% VAT rate while issuing a document, a window appears where you must state the reason for the exemption and confirm.

Exemption reasons are set up under Tables → Auxiliary → VAT Exemptions and Credit Reasons.

To issue a credit note, go to Movements → Sales. Select the “Credit Note” document, choose the customer and then click the “select documents to correct” button.

Then choose the document you want to credit, enter the reason and click Save.

To set the number of copies, go to Utilities → Settings → Preferences. In the Copies tab you can set the number of copies to print for each document type; then click Save.

To change the number of decimal places, go to Utilities → Settings → Preferences.

In the Sales and Purchases tabs you can change the number of decimal places used in the quantity and price fields; then click Save.

To create a customer, go to Tables → Entities → Customers. Click New and a new customer record opens; fill in the details and save.

You can also create a new customer while issuing a document: next to the VAT number field you'll find the New Customer button.

To delete a customer, open their customer record and click Delete. Note that if there are already transactions recorded for the customer, they cannot be deleted.

To change a customer's details, open their customer record, change the details and click Save.

Note that once documents have been issued for that customer, their VAT number can no longer be changed.

Yes, you can. When you enter the VAT number (NIF) and click the “Identify entity by VAT number” button, the system automatically fills in the remaining details through the VIES portal.

Families and sub-families group your items. When creating each item, you can assign its family and sub-family.

If the family/sub-family doesn't exist yet, you can create it while creating the item.

To create an item, go to Tables → Products → Items. Click New and a new item record opens; fill in the details and save.

You can also create new items directly from the Sales and Purchases menus, using the New Record button.

To delete an item, open its item record and click Delete. Note that if there are already transactions recorded for the item, it cannot be deleted.

To edit an item’s details, open its item record, change the details and click Save. Note that once documents have been issued for that item, you cannot change its description.

SAF-T is a standard file containing a set of accounting, invoicing and transport document records.

SAF-T is in XML format, so if you try to open it you won't be able to read its contents. The file is only meant to be read by the AT's software.

To export the SAF-T (PT) file, go to eFatura → SAFT-PT 1.04. Confirm the period of the documents you want to report and then click File.

The system will automatically download the file in XML format. If you prefer, you can send the file by email: click Email and a sending window opens with the file already attached.

The SAF-T file must be sent to the AT by the 12th of the following month. For example, by 12 April you must send the SAF-T for the documents you issued during the previous month, March.

As stated by the AT, since January 2013 you only have to report, through the monthly SAF-T submission, the invoices you issue.

So, in months when you don't issue any invoices, you don't need to report anything.

All individuals and companies with organised accounting that are required to prepare an inventory must send the Stock Inventory file to the AT.

The Inventory file must be reported by 31 January of the following financial year. For example, the file for 31 December 2017 had to be sent by 31 January 2018.

Yes. Individuals and companies whose turnover in the previous financial year did not exceed €100,000 are exempt from reporting the Inventory file.

To activate the SMS service, contact Ponto 25 or your reseller and purchase an SMS package.

The 1,000 SMS package costs €40.00, the 5,000 SMS package €150.00 and the 10,000 SMS package €300.00, plus VAT at the applicable legal rate.

SMS packages do not expire.

Yes, you can. Go to CRM → SMS → Bulk Sending. Here you can choose the recipients and write the message.

Only recipients with a mobile number in their record will be shown.

Yes, you can. Under Tables, open the record of the entity you want to send the SMS to.

Next to the mobile field you'll find the Send SMS button, where you write the message that will be sent only to that entity.

Yes. Go to CRM → SMS → Sending History.

Choose the period you want to review and click Process to see the history with the date and time sent, recipient and message. Here you can also track the total number of messages sent.

To control stock-outs, go to Utilities → Settings → Preferences. Choose whether the system should "ignore stock-outs" or "not allow stock-outs".

If you select "not allow stock-outs", the system will not allow stock to run out when items are moved and will alert the user.

For stock, you can issue documents such as transfer notes, stock entries and exits, and inventory adjustment documents.

To issue these documents, go to Movements → Items → Stock.

Yes, you can track the item ledger under Movements → Item Ledgers.

To create a new user, go to Tables → Users → User Editing. Click New and a new user record opens; fill in the details and save.

To delete a user, open their record and click Delete. Note that if the user has already recorded tax-relevant transactions, they cannot be deleted.

Yes, you can. Go to Tables → Users → User Access Management. Select the user and click Process.

Then select which options the user will have access to, as well as the access type: Edit, Entry or View only. Then click Save.

Yes, you can. Go to Tables → Users → Document Access Management. Select the user and click Process. Then select which documents the user can access and click Save.

In ourives you can create an unlimited number of users. However, only the number of users purchased can access the application at the same time.

To change your password, click the Password button and enter your current password and the new one. You can also go to Tables → Users → Password Change.

To add your company logo, go to Utilities → Settings → Company Details. In the Logo tab you can upload the file.

Yes, you can. Each user can customise their own button bar. To do so, each user should go to Utilities → Settings → Button Bar.

You can add or remove the available buttons and change the order in which they appear.

No. Each document layout must meet certain mandatory requirements, so it cannot be changed by the user.

If you want to change a document's layout, please contact your reseller.

It is a system that automatically generates Multibanco payment references on the documents you issue. For example, whenever you issue an invoice, the references are generated and added to the document itself, according to the customer and the amount due.

As well as making payment easier and simpler for your customers, this service also speeds up how you receive payments, benefiting both your company and your customers.

When you issue an invoice, the Multibanco references are calculated and issued at the same time, according to the customer and the amount due, together with the document.

When the customer receives the invoice, they pay at one of the available terminals. Immediately after payment, you’ll receive an email notification listing the references paid.

The amounts of the paid references are transferred daily, minus the service fee, and every month you’ll receive an invoice-receipt for the services provided.

To sign up, fill in the service application form and send it by fax, email or post to IfthenPay, together with:

• Proof of the bank account number (NIB) given in the contract, showing the account holder’s name, which must match the contract;
• For companies: the company’s permanent certificate code and the identity documents of its legal representatives;
• For sole traders: identity document and declaration of commencement of activity.

After sending the service contract with all the required documents, you'll receive by email the details to enter under Utilities → Settings → Company Details, in the Multibanco tab.

Enable the Multibanco option and enter the entity, sub-entity and BackOffice key. Then select which document types should include Multibanco references and click Save.

Signing up for the service is free. There is only a fixed fee of €0.70 for each Multibanco payment actually made, regardless of the amount, plus VAT at the applicable legal rate.

This is currently the lowest rate on the Portuguese market.

Immediately after your customers pay, you'll receive an email notification listing the references paid.

Yes, you can. Go to Movements → Treasury → Receipts by Multibanco, where you can see your customers' payment history.

You can review in detail which customers have paid, the amount paid and the payment date, among other information.

Yes, you can export data from ourives from all the tables and reports. Data can be exported to Word, Excel and PDF.

To export data for accounting, go to Utilities → File Handling → Financial Accounting. This option exports the data so it can then be imported into your accounting software.

You can import customers, suppliers, other debtors/creditors, families and sub-families, and items.

Go to Utilities → Data Import, where you can download a template for importing data, with all the required fields.

To import, select the file; the supported format is Microsoft Excel 97-2003. Then click Process and, to confirm the import, click Import.

To get reports, go to Reports. There you'll find several types of reports, such as sales, items, tax maps and document journals, among others.

You can review the reports, export them to PDF, Excel and Word, and send them by email.

You can view many types of reports, from sales, purchases and items to current account statements, trial balances and tax maps, among others.

You can review reports directly in ourives, export them to PDF, Excel and Word, and send them by email.

On the ourives website you will find the free trial option, where you enter your name, company name, email and VAT number (NIF).

Then click Send, and you will receive the login details for the demo version.

The ourives demo version is available for evaluation, free of charge, for 15 days.

During this trial period, Ponto 25 will contact you to confirm your subscription.

Yes, you can issue invoices in the demo version, as well as any other type of document.

However, all documents issued in this version include Ponto 25’s identification details.

Yes, you can. You can keep the data you entered in the tables, purchase and repair documents, etc.

However, all sales document and receipt data will be deleted.

Yes. As a trial version, you can try all the available modules. When you subscribe, you only need to choose the modules you want.

You can access the ourives user guide while using the application. In the main window, the "Documentation" option contains the full guide.

And as you navigate the application, each option has a help button with a short explanation.