FAQ marvin erp

To access marvin, go to https://marvin.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 marvin yet, you can try a demo version for 15 days.

marvin has no fixed plans: each company can build its own. There is a base package that includes the Sales, CRM, Dashboard, Mobile and Multibanco References modules.

It also includes simultaneous access for two users, although you can create an unlimited number of users. You can then add any of the available modules.

The available modules are Purchasing, Stock, Current Accounts, Cash & Banks, Repairs, POS, Orders and Subscriptions. There are also some extras, such as the API, SMS packages and Digital Archive.

marvin also offers the Mobile app, completely free of charge.

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

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

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.

To open the cash register, go to Movements → Retail Sale and click Open Cash Register. The user and number are filled in automatically; you just need to enter the cash amount and save.

At the end of the day, to close the cash register, go to the same menu, click Close Cash Register and then Save.

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.

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.

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.

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.

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 sales” 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.

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.

You can add withholding tax when issuing the invoice: go to the Currency/Discount tab and enter the withholding percentage in the Withholding field.

Alternatively, you can set in the customer record that they withhold income tax (IRS), and set the withholding percentage in the item record, so that withholding is calculated automatically when documents are issued.

Note that you must also change the document print layout under Utilities → Settings → Company Details, choosing a layout designed for withholding tax.

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 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 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.

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.

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.

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 use item grids, go to Utilities → Settings → Preferences, enable the “Item Grids” option and save.

You can then set up different grids for each item, for example size and colour grids.

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 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.

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.

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

Then select the options the user will have access to; you can also set the access type: Edit, Entry or View only. Then click Save.

Yes, you can. Each user can customise their own button bar. To do so, 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.

After receiving the document, the customer pays 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.

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.

The series number is what validates each document and allows it to be identified.

For example, an invoice with series number 1/2018 will be unique for this document type, and the next invoice will be issued with number 2/2018.

To create a new series, go to Tables → Users → User Access Management.

Choose the user and set the new series/section, and the user will automatically start working in the new series.

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.

With marvin Mobile you can issue all types of documents, including invoices, quotes, receipts, repair sheets, stock documents, etc.

You can access the customer, item, family and sub-family tables, export the SAF-T file and view some management analyses, among other features.

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.

The marvin 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 and are printed with the words “Document issued for training purposes”.

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.

You can access the marvin 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.

Yes, there are several marvin demo videos to help you explore the application.

You can find them in the Help section of the marvin website, on our YouTube page and in the application itself.

To issue a transport document, go to Movements → Sales.

Select the Transport Document type, enter the document details and click Save.

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.

Senders of goods must report the details to the AT before transport begins, and can do so electronically.

marvin reports the details for you; you just need to enable this option. The application then reports the details automatically and adds the transport document code (DT) assigned by the AT, which is printed on the document.

To set up document reporting, go to Utilities → Settings → Preferences.

Select the “WebService AT” option and enter the login details you use on the Portuguese Tax Portal (Portal das Finanças): username and password. Once this is set up, you can report documents to the AT directly from the application.

If reporting a document fails, we recommend trying again.

If it keeps failing, report it manually through the Portal das Finanças or by phone.