Phase-2 of e-Invoicing

Prerequisites for e-Invoicing

Connect to Fatoora Portal

To push your invoices to the Fatoora portal from Zoho Books, you’ll have to integrate your organization with the Fatoora portal. You need to generate a CSID in Zoho Books using an OTP which is generated from the Fatoora portal. Here’s how:

Generate OTP in the Fatoora Portal

To generate CSID in Zoho Books, you’ll have to generate OTP in the Fatoora portal first.

To generate OTP in the Fatoora Portal:

Warning:The OTP generated by the Fatoora portal will be valid only for one hour. You’ll have to enter the OTP in Zoho Books within one hour.

Enter OTP

Insight: If CSID gets expired in Zoho Books, you’ll have to renew it in the Fatoora portal by selecting the Renew Existing Cryptographic Stamp Identifier option. Then, go to Zoho Books and click Renew CSID from Settings > Taxes & Compliance > e-Invoicing.

To check your organisation’s integration with the Fatoora portal, you can go to Fatoora portal and click View List Of Solutions and Devices.

Once the CSID is generated, you’ll be able to push your invoices from Zoho Books to the Fatoora portal.

Disconnect from Fatoora Portal

If the CSID was revoked in the Fatoora portal, you’ll not be able to push invoices to the Fatoora portal from Zoho Books. You’ll have to disconnect it in Zoho Books as well. Here’s how:

Warning: Ensure that you do not revoke the connection without a valid reason.

Disconnect

Configure User Permissions

You can configure the users in your Zoho Books organization to whom you would want to give access to the e-Invoicing module and push transactions to the Fatoora portal. Here’s how:

Role Preference

Functions in e-Invoicing

Statuses of e-Invoices

Here are the different statuses related to Invoices, Credit Notes and Debit Notes in Zoho Books.

Status Description
Yet-to-be Pushed The transaction is not yet pushed to the Fatoora portal.
Push Initiated The push has been initiated to the Fatoora portal.
Pushed The transaction has been pushed to the Fatoora portal successfully.
Failed The transaction has not been pushed to the Fatoora portal

Mandatory Fields for an e-Invoice

When creating an invoice, there are some mandatory fields set by the ZATCA which is required for an e-Invoice. Here’s the list of mandatory fields required to create an e-Invoice:

Module Mandatory Fields
Organization’s details
  • Organization Name
  • Company Address
    • Building Number
    • Street
    • Additional Number
    • District
    • City
    • State/Province
  • Zip/Postal Code
  • Customer’s details
  • Customer Display name
  • Billing Address (In Arabic)
    • Country / Region
    • Address
    • Additional Number
    • District
    • City
    • State
  • Zip Code
  • Invoice Creation
  • Item Name (In Arabic)
  • Customer Name (In Arabic)
  • Item details Item Name

    Push your Invoices to Fatoora portal

    In Zoho Books, invoices can be pushed to the Fatoora portal easily. The process depends upon whether you’ve enabled Transaction Approval or not. If you have enabled transaction approval, the invoice will go through an approval process.

    Insight: If you’ve set-up multi-level approval, the invoice could be pushed only after the approval of the final approver.

    Standard invoices should be pushed to Fatoora portal before sending it to the customer. Whereas, Simplified Tax Invoice, should be pushed to Fatoora portal within 24 hours from sending it to the customer as per ZATCA’s e-Invoicing Regulations.

    Once you’ve created an invoice, you can push them to the Fatoora portal. Here’s how:

    Notes: The PDF of the invoices will be exported in A3 format as per ZATCA’s regulation. Pushed invoices can also be viewed in XML format which will be attached along with the PDF of the invoice.

    Push to Fatoora

    If push fails, you can retry after getting the error rectified.

    Recurring Invoice and Quote Preferences

    Recurring Invoices

    If you’ve created a recurring invoice, the invoice will be pushed automatically to the Fatoora portal depending on the preference you’ve configured. If your preference is: Create Invoices as Drafts: The invoices created will be in draft status and you’ll have to push them to the Fatoora portal by clicking the Push to Fatoora button.

    Create, Push, and Send Invoices: The invoices will be pushed to the Fatoora portal automatically and will be sent to the customers. If it fails to push, the reason for failure will be shown.

    Create, Charge, Push and Send Invoices: The invoices will be charged and then pushed to the Fatoora portal automatically. If it fails to push, an error message will be thrown along with the reason for failure.

    Recurring Invoice Preference

    Quotes

    If you’ve enabled quote preferences to send invoices when a quote gets approved, the invoices will be pushed to Fatoora portal automatically according to the preference you’ve set. If your preference is: Create Invoice as draft: The invoice created will be in draft status and you’ll have to push it manually using the Push to Fatoora button.
    Create, Push and Send: The invoice created will be pushed to the Fatoora portal. If it is pushed successfully, it will be sent to the customer or if failed the reason for failure will be shown.

    Quotes Preference

    You can also refer to the help document provided by ZATCA regarding e-Invoicing.


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