Invoice and e-invoice statuses
Every invoice kind, invoice type, invoice state, ZATCA e-invoice status and e-invoicing device status, with what each means.
These are the words the system uses for invoices, credit notes, debit notes and their e-invoices, on the booking's Payments tab, in Payments → Invoices, on E-invoices (ZATCA) and on the printed document.
Document kinds
| Label | Meaning |
|---|---|
| Tax invoice | The invoice of a booking for a business customer (standard, B2B). On E-invoices (ZATCA) the kind shows as Invoice. |
| Simplified tax invoice | The invoice of a booking for everyone else (simplified, B2C). |
| Invoice | Printed instead of the two above when the branch's tax rules charge no tax. |
| Credit note | Reduces or cancels an invoice. Shown as a negative amount. |
| Debit note | Adds an extra charge to an invoice. |
Invoice types
| Label | Meaning |
|---|---|
| Standard (B2B) (standard in lists) | A tax invoice with the buyer's tax details. In Saudi Arabia it is cleared by ZATCA before the buyer gets it. |
| Simplified (B2C) (simplified in lists) | A simplified tax invoice. In Saudi Arabia it is reported to ZATCA within 24 hours. |
The type is chosen when the invoice is issued, from the customer and the rule Who gets a tax invoice (B2B). Notes keep the type of their invoice.
Invoice states
| What you see | Meaning |
|---|---|
| (nothing) | Issued. The normal state; the number and amounts never change. |
| … open | Part of the invoice is credited; the amount is what is still open (total + debit notes − credit notes). |
| fully credited | Credit notes cover the invoice and its debit notes. The booking can get a new invoice. |
| This document is void (on the print) | Set only by the system (data corrected by support, imported records); no screen can void or delete a document. Left out of open amounts, the accounting export and the VAT report. No note can be issued against it. |
E-invoice statuses (ZATCA)
Shown as a chip that starts with ZATCA: on invoices of Saudi branches only, and only on those issued while the branch's e-invoicing was on. Invoices issued while it was off have no chip: they are not e-invoices (not required).
| Chip | Meaning | What moves it |
|---|---|---|
| ZATCA: Pending | Signed and waiting to be sent, waiting for a ready device, or ZATCA not reached yet. | Issued at a branch whose e-invoicing is on but has no ready device; ZATCA down or slow. Retried by itself. |
| ZATCA: Cleared | A standard document cleared by ZATCA. The cleared XML is kept as the legal copy. | ZATCA accepted a standard document. |
| ZATCA: Reported | A simplified document reported to ZATCA (or a standard one while ZATCA had clearance off). | ZATCA accepted a simplified document. |
| ZATCA: Accepted, warnings | Accepted, with warning messages. A valid document (the QR code prints). Lists show this status too. | ZATCA accepted it and returned warnings. |
| ZATCA: Rejected | ZATCA refused the document. | ZATCA found errors. Fix the data and press Correct and send as a new document. |
| ZATCA: Not sent | Not sent or no longer being tried. | The system's own check failed, ZATCA refused the device, ZATCA reported a conflict, or the retries ran out. |
The print shows the same status in words: Pending submission to ZATCA, Cleared by ZATCA, Reported to ZATCA, Accepted by ZATCA with warnings, Rejected by ZATCA or E-invoice not sent.
E-invoicing device statuses
Shown on each device in Settings → E-invoicing (ZATCA).
| Chip | Meaning |
|---|---|
| Not onboarded | Added; onboarding has not started. It can still be deleted. |
| Compliance stage | The compliance certificate is in; the compliance checks are running or must pass. |
| Ready | The production certificate is in. The device can sign and send the branch's documents. |
| Signs now | The ready device that signs the branch's documents: production before simulation, simulation before sandbox. |
| Revoked | No longer used. Another ready device of the branch signs; without one, documents wait. |
| Problem | An onboarding step failed, or ZATCA refused the device's credentials while sending. The reason shows under it. The device does not sign. Press Onboard to start again, or, if it had a production certificate, Renew certificate or Onboard again. |
| Renew soon | The certificate expires within the renewal period (30 days by default). Press Renew certificate. |
The environment chip says where the device sends: Developer sandbox, Simulation or Production. Only Production sends real documents to ZATCA.
Related articles
- The E-invoices screenSee the invoices, credit notes and debit notes ZATCA has not accepted yet, send them again, and read ZATCA's messages.
- Tax invoices, credit notes and debit notesHow invoices, credit notes and debit notes work together, how they are numbered, and what open, fully credited and void mean.
- ZATCA e-invoicing explainedHow invoices of Saudi branches are signed and sent to ZATCA: clearance and reporting, devices and certificates, the QR code and retries.
- Error messages: e-invoicing (ZATCA)Every message you may see when you set up ZATCA e-invoicing, send invoices to ZATCA or fix a rejected document, and what to do.
- Error messages: invoices and credit notesEvery message you may see when you issue invoices, credit or debit notes, set up branches for tax invoices or export to accounting.