Problem 1: Lack of Invoice Approval

Tracking Managing invoice approvals manually posed a significant challenge for our client. To address this issue, we implemented a location and position-based invoice approval workflow through Go Fatoorah. Now, when an invoice is raised at a specific location, it automatically enters the workflow of the corresponding manager at that location. This ensures that all invoices undergo the necessary approvals before ZATCA-compliant printing.

Problem 2: Language Barrier – Preparing Invoices in Arabic

Given that not everyone on our client’s team is fluent in Arabic, preparing invoices in Arabic presented a major hurdle. However, Goes Fatoorah came to the rescue with its built-in automatic translation feature. This invaluable functionality eliminates the language barrier, enabling our client to effortlessly generate accurate and professional invoices in Arabic.

Problem 3: Segregation of Duties

Maintaining the segregation of duties throughout the invoice management value chain was a complex task for our client. Go Fatoorah provided a comprehensive solution by allowing different individuals to be assigned various tasks. From entering and editing customer data to managing price information, invoice creation, and approval, each responsibility can now be allocated separately. This not only streamlines the process but also establishes a robust internal control mechanism, ensuring accountability at every step.

If you are determined to elevate your invoice management to new heights, we invite you to book a demo to explore how to Go Fatoorah can assist you. Link Our solution offers an effective e-invoicing system tailored to address the key challenges businesses face in Saudi Arabia. Experience the benefits of streamlined processes, enhanced compliance, and improved efficiency by embracing e-invoicing with Go Fatoorah.

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ZATCA released a statement on April 28th, 2023 that makes e-invoicing mandatory for taxpayers whose revenues subject to VAT exceed (150 million Saudi Riyals) during 2021 or 2022.

All those taxpayers are required to start the integration from 1st November 2023 along with the few additional requirements of phase 2 that include XML format of invoices & the taxpayer’s e-invoicing solution integration with the ZATCA platform.

Furthermore, ZATCA has started implementing the integration phase (phase 2) in waves & releases relevant information of every wave at least 6 months before the implementation begins.

Three waves had already been categorized by ZATCA & taxpayers will start implementing it from the date already given by ZATCA according to the category they fall into.

Whereas, GoFatoorah, ZATCA complaint e-invoicing solution, has made this integration a seamless & easy-to-implement process with the latest modules updation.

Companies falling in any wave of phase 2 can adopt the GoFatoorah solution to make the invoices compliant & more manageable with our end-to-end integration system.

Schedule your appointment anytime to have the live demo!!

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And Through the e-invoicing solution, GoFatoorah has processed 13,000 invoices valuing SAR 650 million plus.

Back in 2020, a cloud-based e-invoicing solution, GoFatoorah, was launched by Hyphen Consultancy in the KSA market & since then has served multiple reputed large & medium-sized enterprises.

Since day one of implementing mandatory e-invoicing in KSA, GoFatoorahhas been actively delivering a smooth invoicing experience to the clients ensuring all technical requirements & following ZATCA regulations.

Whereas the Saudi officials have completed Phase 1 & 2 waves of phase 2 & the mandatory considerations for wave 3 are announced by ZATCA that require a  few additional requirements & Integration with external systems through ZATCA’s API.

To simplify these requirements, GoFatoorah has advanced its cloud-based system with new features that offer integration through API with your existing system, allowing you to upload scanned & CSV files.

Moreover, GoFtaoorah is adaptable to the specifications of all companies operating in Saudi Arabia & is ready for the integration phase for third-wave taxpayers.

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The Phase 2 regulations which were previously published on 28th may 2021 had conditions to be compiled under phase 1 & phase 2, independently, by resident businesses. Still, ZATCA had mentioned that the conditions listed under Phase 2 will be reviewed & regulations will be modified.  Consequently, ZATCA released the amended & final regulations of the integration Phase on 24th June 2022.

Quick overview of Phase 2!

Phase 2 regulations will create an important base for taxpayers in the implementation of e-invoicing under phase 2 which is also called the integration Phase. The Integration Phase ( Phase 2) will be implemented in waves according to – All announcements on the ZATCA portal residential businesses with a taxable turnover of SAR3 Billion for the year 2021 will be part of the first wave and should follow the e-invoicing phase 2 requirements between the period of 1st January 2023 to 30th June 2023.

General outlook of key amendments to the updated e-invoicing legislation:

• Amendments to the requirement to mention certain data fields between mandatory, conditional, or optional.
• Amendments to the business rules for validation of the XML invoices.
• Revisions to the process with respect to authentication of the taxpayer’s EGS with ZATCA by adding a secret value component
• Inclusion of Fields for the Purchase Order and Contract Identification Numbers.
• Removal of categorization of a Value Added Tax Identification Number (VAT ID) into a Group VAT number and individual VAT number

With the release of the Phase 2 Regulations, the ZATCA will start notifying certain taxpayers who are mandated to go live with Phase 2 from 1 January 2023 (i.e., the first wave of the phase 2 e-invoicing regime). It is expected that taxpayers will start getting notifications in the coming weeks according to their go-lives dates & most importantly the turnover. 

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and Phase 2 of the e-invoice project; – the most transformative in the financial, taxation and regulatory landscape of the Kingdom – is a true reflection of the above.

Each element of an “invoice” and the “system” needs to be exactly in line with ZATCA specifications for it to land in the customer’s inbox.  Stakes are high as there are business and financial implications.

The question that then begs our attention is how the companies should approach this transition.

Below, we list down and discuss 5 different approaches one may take based on their own peculiar circumstances together with the positives and negatives of each.

1. Acquiring end to end 3^rd party E Invoice Solution
2. Modifications in existing ERP /procure E Invoicing Module
3. System Integration with 3^rd Party Solution Provider
4. Invoice data upload in CSV Format on 3^rd Party Solution Provider Platform
5. Scanned Invoice Upload on 3^rd Party Solution Provider Platform

Here we discuss the suitability of each, for different types of companies and their comparative positives and negatives.

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ZATCA ANNOUNCEMENT

Zakat, Tax and Customs Authority (ZATCA) is pleased to announce the launch of the E-Invoicing Developer Portal (Sandbox). The Sandbox can be used to simulate the integration with ZATCA’s platform (Fatoora), view the API details, and verify the requirements of Phase Two (Integration Phase).

The portal can be reached through the following link: https://sandbox.zatca.gov.sa/

Source: Zakat, Tax and Customs Authority

APPROACHING PHASE 2 COMPLIANCE

With this launch, companies now need to pace up their efforts for complying with Phase 2 requirements. If the journey hasn’t started yet, we recommend following the below decision points.

Key requirements for Phase 2 Integration

• Previous invoice hash to be included within the subsequent electronic invoice or note document.
• Invoice generation in XML Format
• Universal Unique Identifier generation   
• Management of Cryptographic stamp identifier for tax invoice
• Generation of cryptographic stamp for simplified invoice
• Inclusion of Cryptographic stamp in the QR Code
• Invoice Counter
• Sharing of Invoices with the E-Invoice portal in real-time for Electronic/Tax Invoice

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So, what exactly is Phase 2 – simply put known as Integration Phase it requires an entity to transfer their invoices in an XML format to ZATCA. Two things here then a) conversion in an XML format as per the ZATCA requirements and b) ability to integrate with ZATCA.

You can walkthrough this mind map to make things clearer

The first question to be addressed is whether the entity’s current system has the capability to integrate with ZATCA through an API. If the answer is “No,” then one needs to start the process of evaluating third party solutions available in the market. In case of “Yes”, if  ERP solution provider has informed that system is capable to be compliant with Phase 2, one has to ask a question whether it is validated against the ZATCA provided tool kit , if “Yes” and there is no separate pricing for the solution then one can feel comfortable that they are in good hands.

In case E – Invoicing Module is not readily available then one has to ask the implementation partner if they can implement and need to see if they have an internal capacity to manage this change. If the answer to either of the two scenarios is “No” then again, it is time to evaluate third party solutions.

With the third-party solution either you can use a system where invoice is generated end to end within that system or data can be transferred from your system to the solution provider to convert an invoice to an XML and meet other compliance requirements.

In addition to being compliant with ZATCA requirements entities may also consider this opportunity as a blessing in disguise and look for solutions that may solve the problems, they face in an end-to-end invoice value chain. Some of the examples may be

• Ease with which information is translated into Arabic
• Workflow management
• Segregation of duties between the creator, approver and the one entering the data in customer and products database
• Availability of contract management within the solution

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As the E-Invoice generation deadline of Dec 4^th,2021 is approaching fast we are pleased to share that Zakat,Tax and Customs Authority (ZATCA)  has named Hyphen Consultancy’s GoFatoorah as the qualified E Invoice solution provider in the Kingdom of Saudi Arabia.

Our solution caters to both B2B and B2C customers. If an organization is currently generating manual invoices, it can opt for our end-to-end invoice management solution that complies with all the requirements of ZATCA including the QR Code,UUID,hash algorithm etc.In addition to regulatory requirements the solution offers some prominent features like bulk upload of products and customers historical data, automatic translation from English to Arabic and user role management to ensure segregation of duties. Each company based on its own requirements can allocate the roles to different users in the company. In short either you are a one man company or of thousands GoFatoorah is flexible enough to cater to the requirements of all.

For companies that are currently using any system/ERP they can opt for GoFatoorah interface for conversion of invoices into E Invoice and then integration with the ZATCA system.

Go Fatoorah offers different subscription based packages with no upfront or hidden charges.

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