E-invoicing (ZATCA)

This screen connects your branches in Saudi Arabia to ZATCA's Fatoora platform. Open it from Settings → E-invoicing (ZATCA). You need permission to set up and send e-invoices. Without permission to change settings (for example the Finance role), Settings opens with only the sections your role covers, such as this one.

Branches in Saudi Arabia sign every invoice, credit note and debit note with their own device certificate. Standard (B2B) documents are cleared by ZATCA before the buyer gets them; simplified (B2C) ones are reported within 24 hours. You get the one-time password (OTP) for each device from the Fatoora portal: https://fatoora.zatca.gov.sa

What you see

If no branch is in Saudi Arabia: No branch is in a country with e-invoicing. Add a branch in Saudi Arabia under Branches.

One panel per Saudi branch

• The branch name, SA · SAR (country and currency) and its VAT number.
• The switch E-invoicing on at the end of the branch's title line. Off, the branch's invoices are not e-invoices: they are not signed or sent to ZATCA, and they are not sent later either. The change saves at once (Saved).
• A note under the title line that says the branch's state (see Which device signs below).
• Complete the branch first: … with a link to Branches, when seller details are missing (legal name, VAT number, CR number, street, building number, district, city or postal code). Add a device stays grey until they are complete.

Devices

A device is the unit ZATCA knows your invoices by (the "EGS unit"). Each has its own certificate and its own unbroken chain of documents; most branches need one. No device yet: invoices of this branch wait (pending) until one is onboarded, then they are sent in order.

Each device row shows its name, its serial number, the documents it issues, ICV (how many documents it has signed), certificate until …, OU and the organisation unit when one was entered, and the last error in red when there is one (in Arabic on the Arabic screen). Then two labels, and Signs now on the device that signs the branch's documents:

Renew soon appears on a ready device whose certificate ends within the renewal window (30 days unless the platform set another). A high-priority task Renew the e-invoicing certificate of … before … is also created for the agency.

Under the list: Add a device.

Which device signs

The note under the branch's title line says what happens to the branch's new invoices:

The rule on the note: when several devices are ready, production signs before simulation, and simulation before sandbox. Within one environment, the oldest ready device signs. A ready sandbox or simulation device never turns e-invoicing on. Documents already signed stay with the device, and the environment, that signed them.

Document options

Open it under the branch's devices. Flags written into every document of this branch (KSA-2). Simplified documents only carry third party, nominal and summary. Five switches, each with its name beside it, in this order; each saves at once:

• Issued by a third party on our behalf
• Nominal supplies (without consideration)
• Export invoices (standard only)
• Summary invoices
• Self-billed (standard only, not with export)

Language of ZATCA's messages: English or العربية, the language ZATCA answers in for this branch.

Other branches

Branches outside Saudi Arabia are listed with no e-invoicing authority in their country.

E-invoices that need attention

At the bottom, the list of documents with three tabs: Not sent or rejected, Waiting and All. Columns: Number (with the kind and standard or simplified), Date, Customer, Branch, Total, E-invoice (the ZATCA status, the counter and the number of tries) and Problem (ZATCA's first message, or Waiting for an onboarded device). Send now sends a waiting or failed document again. When nothing is wrong: Nothing needs attention. The same list is on E-invoices.

What you can do here

• Onboard a device with an OTP, from adding it to the first cleared invoice: Set up ZATCA e-invoicing for a branch. If the branch's VAT number belongs to a VAT group, fill Organisation unit with the member's 10-digit TIN.
• Renew certificate before it ends: type a new OTP from the Fatoora portal (Renew existing cryptographic stamp identifier) and press Renew. A new key and certificate replace the old ones; ZATCA revokes the old certificate. The invoice counter and hash chain continue. The message Certificate renewed appears. If the renewal fails, a ready device stays ready and shows the error.
• Fix a Problem device: Renew certificate when it had a production certificate, or Onboard again (starts from a new OTP).
• Revoke a ready device or a Problem device. The window Stop using …? says: Its certificate must also be revoked in the Fatoora portal. Invoices then wait until another device of the branch is onboarded.
• Delete a device that was never onboarded.
• Set the document options and the language of ZATCA's messages.

If onboarding fails or the OTP is refused, see ZATCA onboarding fails or the OTP is rejected.