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Fix and resend a failed or rejected e-invoice

Send a pending or not-sent e-invoice again, or fix the data of a rejected one and send it to ZATCA as a new document.

How toUpdated

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Use this when an invoice, credit note or debit note shows ZATCA: Pending, ZATCA: Not sent or ZATCA: Rejected. What you do depends on the status: a document that did not reach ZATCA is sent again as it is; a document with wrong data is corrected and sent as a new document.

Before you start

  • You need the permission Set up and send e-invoices (ZATCA).
  • Open the document: from the Dashboard alert, from E-invoices (ZATCA), or from the booking's Payments tab.

Steps when it did not reach ZATCA (Pending or Not sent)

  1. Open E-invoices (ZATCA) and pick the Not sent or rejected or the Waiting tab.
  2. Read the Problem column. For example, ZATCA answered 503 or ZATCA could not be reached means ZATCA was not available; Waiting for an onboarded device means the branch's e-invoicing is on but it has no ready device yet.
  3. Press Send now on the row. You can also press the chip and then Send again now.
  4. A message shows the number and the new status in words, for example INV-1024: Cleared. When the chip turns ZATCA: Cleared, ZATCA: Reported or ZATCA: Accepted, warnings, you are done.

Steps when ZATCA rejected it or it failed the check

  1. Press the chip ZATCA: Rejected or ZATCA: Not sent to open the E-invoice (ZATCA) panel.
  2. Read each message and its code, for example BR-KSA-10 or BR-KSA-81. ZATCA validation and rejection codes says what each means.
  3. Fix the data where it lives: the branch's seller details in Settings → Branches, the buyer's VAT number and address on the customer (Edit), or the tax rule in Settings → Taxes.
  4. Come back to the panel and press Correct and send as a new document.
  5. The system takes the current branch and customer details, signs a new document with a new UUID and the next counter, and sends it. A standard (B2B) document is cleared at once; a simplified one is queued for reporting.

Note

ZATCA keeps every document it received. A corrected document gets a new UUID and the next counter; the rejected one stays in the chain. The invoice number does not change.

After you send it

  • The chip on the booking and on E-invoices (ZATCA) shows the new status.
  • The agency's audit log records the action, for example E-invoice … sent to ZATCA: ….
  • The booking's Timeline shows a line with your name ("sent to ZATCA" or "regenerated"), then ZATCA's outcome, for example "E-invoice INV-1024: cleared by ZATCA".
  • If the amounts or the lines themselves are wrong, correcting does not help: issue a credit note for the invoice and a new invoice instead.

If something goes wrong

  • ZATCA has already accepted this document: it is already cleared or reported. Nothing to do.
  • ZATCA rejected this document: correct the data and regenerate it as a new document: you pressed send on a rejected document. Fix the data and press Correct and send as a new document.
  • The branch has no onboarded e-invoicing device yet: onboard a device in Settings → E-invoicing (ZATCA). Waiting documents are then sent in order by themselves.
  • The document does not pass the local validation: the data is still wrong. Read the messages again and fix them.
  • Only rejected or failed e-invoices can be regenerated or There is nothing to regenerate: use Send now instead.
  • ZATCA refused the device credentials (401) (or 403): the device's certificate is no longer accepted, and the device shows Problem. In Settings → E-invoicing (ZATCA), press Renew certificate or Onboard again, then press Send again now.

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