Generating and Sending the Outbound E-Document of a Transaction

To generate and send the e-document of a transaction:

1. Create or edit an invoice or credit memo.

2. In the Customer field, select the customer for this transaction.

   The following fields are required: Buyer ID, Scheme ID, Billing Address, Company Name, and Shipping Address.

   Selecting the customer automatically enters values in the E-Document Template and Sending Method fields, on the E-Document subtab.

3. In the Saudi Arabia E-Invoicing Fields subtab, complete the following required fields:

   • Saudi Arabia Payment Means Type Code – Select how payment is expected to be, or has been, settled.

   • Saudi Arabia Subtype – Select a code of the invoice subtype and invoice transactions.

     • To clear the invoice or credit memo, select Tax Invoice (B2B).

     • To report the invoice or credit memo, select Simplified Tax Invoice (B2C).

   • Saudi Arabia Supply Date – Enter the date on which the supply is made. For credit and debit notes, it is the original supply date.

   • Saudi Arabia Supply End Date – Enter the end date for continuous supplies.

   • Saudi Arabia Instruction Note – Enter the reason for issuing a credit memo or a debit note.

   • Saudi Arabia Tax Exempted Reason – Select a reason for tax exemption, if applicable.

   • Saudi Arabia Invoice Flags – Select who issued the invoice. For example, a buyer, supplier, or third party.

   • Saudi Arabia Debit Note – Check this box to identify the existing transaction as debit note transaction.

   • Saudi Arabia Associated Certified Invoices – Select certified invoices from the list to link with this debit note transaction.

   • Saudi Arabia Prepayment Adjustment Invoice – Check this box to identify this transaction as prepayment adjustment Invoice.

4. Enter the invoice items. If applicable, discounts can be applied.

   • Add a Header Discount and select the appropriate Allowance Reason. For more information, see UN/EDIFACT allowance or charge identification codes.

   • Add a Discount/Charge item and select the Discount/Charge in Allowance Charge Reason. For more information, see UN/EDIFACT special service codes.

5. Enter other required information and then click Save.

   The system updates the transaction record, and the Generate E-Document button is displayed at the top.

   On the E-Document subtab, the value of the E-Document Status field is changed to "For Generation."

   Note:

   The Generate E-Document or Process E-Document button appears only when viewing the transaction record. It does not appear in Edit mode.

6. Click Generate E-Document. The document is digitally signed and sent to ZATCA for certification.

   The status of the e-document in the E-Document Status field, on the E-Document subtab, will indicate "Ready for Sending." If the status is "Generation Failed," an error was encountered in generating the e-document, which you must fix before regenerating the e-document.

   For more information, see Viewing E-Document Status and Audit Trail.

7. Click Send E-Document to create the PDF and send certified invoice to the customer.

   A banner appears on the transaction record indicating that sending of the e-document is in progress. The XML and PDF is sent to the email in the customer record.

   Then, the value of the E-Document Status field on the E-Document subtab is updated. For more information, see Outbound E-Document Statuses.

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