📘 Screen: MDF-E
The MDF-e (Brazilian Electronic Manifest of Tax Documents) is the document that goes with the trip: when the farm hauls its crop with its own vehicle, the manifest groups the invoices for that load, identifies the truck and the driver, and states the route. It is what the inspector asks for on the road, along with the invoices.
📍 Location in the system
Menu: Inventory > MDF-E
The screen opens with the title MDF'e.
🧩 Main function
Build the manifest for a trip, transmit it to SEFAZ (the state tax authority) and close it when the load reaches its destination.
🖥 The list
The top only has New and Reload. The filters are Start Date (from), End Date (to) and Status (All, Pending or Finalized).
The grid shows Number, Tax settings, Date, Status in a colored tag, Closing Date, Equipment, Mode, Origin, Destination, Driver and Key — each column with a search field.
The Closing Date column is the most useful day to day: a manifest that is Authorized with no closing date is a trip that ended and nobody closed.
📝 Header fields
| Field | Description |
|---|---|
| Date | Required. Date of the manifest. |
| Tax settings | Required. Which tax branch is issuing the manifest — the certificate used for transmission comes from it. |
| Series and Number | Required. Document identification. |
| Equipment | Required. The vehicle doing the hauling. |
| Driver and Driver CPF | Required. Who is driving. The CPF (Brazilian individual tax ID) must have exactly 11 digits, numbers only. |
| Start City and End City | Required. Where the trip starts and where it ends. Next to them is the End ZIP, for the destination. |
| Route | The states (UF) the load passes through, separated by commas. |
| Status | Read-only: the status of the manifest. |
| Body Type | Required. 00-Não aplicável,
01-Aberta, 02-Fechada/Baú, 03-Graneleira,
04-Porta Container or 05-Sider. |
| Wheelset Type | Required. 01-Truck,
02-Toco, 03-Cavalo Mecânico, 04-Van,
05-Utilitário or 06-Outros. |
| Load Type | Required. Dry bulk, liquid bulk,
refrigerated, containerized, 05-Carga Geral, neo-bulk and the dangerous goods
classifications. |
| Tare weight and Total capacity KG | Tare weight is required. Vehicle data. |
| NFE Key | Filled in by the system when the manifest is authorized. |
| Additional Information | Free text that goes with the document. |
| Notes | Keeps the history: each status change with user, date and time — "Processing", "Authorized". |
| Insurer, Policy and Endorsement No. | Cargo insurance data, in a block that expands and collapses. |
🗂 The tabs
Movement (Inbound & Outbound) — the trip's invoices
This is where you list the invoices being transported. Each line points to a movement or a typed-in Key, with Gross weight (required) and total value. The Import several button brings in several invoices at once, instead of one by one.
Tractor Unit — the trailers
This tab only appears when the Wheelset Type is Cavalo Mecânico (tractor unit). In it you register the trailers in the combination, each with tare, total capacity and load type.
📡 The MDF-e Transmission window
The NFE Transmission button, at the top of the document, opens the MDF-e Transmission window. In it you choose the issuing Tax settings and the Transmission mode — Production, for real, or Test (Homologação), for testing. A Generate preview button prints a draft of the manifest before sending.
Right below are the Last status and the SEFAZ response as text.
| Button | What it does |
|---|---|
| Transmit | Sends the manifest to SEFAZ. |
| Query | Asks for the current status of the manifest. |
| View XML and View PDF | Open the file and the printed document (DAMDFE). |
| Open validator | Checks the XML before sending. |
| Cancel MDFe | Cancels the manifest, within what the law allows. |
| Close MDFe | Closes the manifest when the trip ends. |
The buttons are available depending on the status: on a manifest that is already finalized, for example, Transmit, Query, Cancel and Close appear disabled.
🔒 Closing is mandatory
A manifest has two moments: authorization, when SEFAZ accepts it and the trip can start, and closing, when the load arrives. Once closed, the Status changes to Finalized and the list fills in the Closing Date.
Besides Close MDFe, the top of the document has Clone, which creates a new manifest from this one — the quick way when the same trip repeats with the same vehicle and driver.
- Manifest issued from the same system that holds the invoices
- Vehicle, driver, trailers and route on record
- Closing Date column showing, at a glance, what was left open
- History of the exchange with SEFAZ kept in the document itself
- Repeat trips handled with Clone
❓ Frequently asked questions
When does the farm need to issue an MDF-e?
When it hauls the load itself, with its own vehicle, between municipalities or states. The manifest groups the invoices for that trip into a single document, which travels with the driver along with the invoices.
How do I add the invoices to the manifest?
On the Movement tab, add each invoice — choosing the corresponding movement or typing in the NFE key. For many invoices, use the Import several button.
I transmitted the MDF-e and the load has arrived. Do I need to do anything else?
Yes: you need to close the manifest, with the "Close MDFe" button. A manifest that is transmitted and left open stays pending with SEFAZ, even after the trip is over.
How do I find manifests that were never closed?
In the list, look for those with Status Authorized and an empty Closing Date column: these are trips already authorized that nobody closed. Closed ones show as Finalized with the date filled in.
Why doesn't the trailers tab appear?
Because it is only shown when the chosen Wheelset Type is Cavalo Mecânico (tractor unit). For a straight truck, for example, there is no trailer combination to enter.
I make the same trip every week. Do I have to type everything again?
No. Open a similar earlier manifest and use the Clone button: vehicle, driver and the other data are copied, and you adjust the date and the invoices for that trip.