Generating and Sending the Outbound E-Document of a Transaction

You can certify and generate the outbound e-document of an invoice or credit memo record, and then send it to your customer.

E-documents can be generated from invoices and credit memos created through the user interface, CSV import, SOAP web services, and SuiteScript.

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

Create or edit an invoice or credit memo.
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.
In the Saudi Arabia E-Invoicing Fields subtab, complete the following required fields:
- Payment Means Type Code – Select how payment is expected to be, or has been, settled.
- 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).
- Supply Date – Enter the date on which the supply is made. For credit and debit notes, it is the original supply date.
- Supply End Date – Enter the end date for continuous supplies.
- Instruction Note – Enter the reason for issuing a credit memo or a debit note.
- Tax exempted reason – Select a reason for tax exemption, if applicable.
- Invoice flags – Select who issued the invoice. For example, a buyer, supplier, or third party.
- KSA Debit Note – Check this box to identify the existing transaction as debit note transaction.
- Associated Certified Invoices – Select certified invoices from the list to link with this debit note transaction.
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.
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.
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.
(Optional) Click Send E-Document to send the 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.

Note:

PDF/A3 transaction document is generated in the Saudi Arabia Generated PDF field under the Saudi Arabia E-Invoicing Fields subtab.

Note:

After a transaction is digitally signed by ZATCA, the transaction record will not be further updated.

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

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