In Saudi Arabia, the regulations of electronic invoicing mandated by the Zakat, Tax and Customs Authority (ZATCA) have to be adhered to by businesses. Zatca e-invoicing software has simplified the process of automating invoice generation and making it compliant. Nevertheless, despite using sophisticated software such as the Quickdice ERP, mistakes may occur. In case an invoice does not pass through ZATCA validation, it cannot be processed until the problem is solved. Otherwise, this may bring about delays in accounting, taxation reporting, and cash flow. Knowledge on how to fix invoices and the reasons why they fail is vital in ensuring good business activities.
Quickdice ERP is an easy way of handling invoices and guaranteeing their compliance with Phase 2 ZATCA requirements. With the integration of your billing system and Quickdice, you can minimize errors, automatize validations and resubmit the rejected invoices easily. Not only will the system point out errors but will also provide some guidance towards correcting the errors saving time and the possibility of being punished by ZATCA.
Here are some of the things that happen when your invoice fails ZATCA validation.
The Things to do after the ZATCA Validation fails.
Identify the Error
When your invoice is not validated the first thing to do is to verify the error message or code that is given by the ZATCA API. Every failure is accompanied with a particular reason. The most common ones are the absence of a field, wrong VAT rates, wrong hash of an invoice, or two submissions of an invoice. With the help of the accurate diagnosis of the given issue, you will be able to make the necessary corrections more accurately and prevent the recurrence of denials. Quickdice ERP simplifies this process by showing the errors on the dashboard and this an easy way of troubleshooting.
Correct the Invoice
Once the error has been detected, the invoice details should be changed. This may include correcting wrong VAT rates, or even the incorporation of missing data or correcting invalid data. Duplicate invoices in few instances must be canceled or replaced. Application of zatca e invoicing software, in particular, Quickdice ERP, will guarantee that there will be corrections that are made based on the guidelines of ZATCA and elimination of future mistakes is highly likely. Quickdice offers to check the real time validation tools to ensure that all the fields are met with ZATCA standard and resubmit.
Resubmit the Invoice
After the corrections are done on the invoice then it has to be uploaded and resubmitted to ZATCA portal. There is a minor difference between resubmission of B2B and B2C invoices. In the case of B2B invoices, you will have to add the UUID (Unique Universal Identifier) and ICV (Invoice Control Value). B2C invoices are more demanding in terms of data entry though resubmission can be easier. Using Quickdice ERP, it becomes easy to resubmit invoices and do it in an efficient way so that businesses do not have to waste time in ensuring that the deadline is met and the invoices are submitted.
Handle B2B and B2C Invoices
One should know the difference between B2B and B2C invoice requirements. Other compliance requirements are required with the invoices made by different companies, like the presence of UUID and ICV in B2B and appropriate calculation of the VAT and appropriate consumer data needed in B2C. Quickdice ERP is made to manage both of them effectively such that every invoice is coded appropriately to fit in its respective category. This reduces mistakes and accelerates the process of approval.
Report Technical Issues
In case, technical problems can be the cause of invoice failures, which cannot be resolved by changing the invoice itself. Under these circumstances, they must address the issue with ZATCA using the official channels. This is to make sure that the problem is documented and addressed accordingly to rule out penalties. Quickdice ERP provides technical support and advice that can assist the business to communicate effectively with ZATCA in case of any unexpected technical errors.
The main Features and Functionalities to be required during Phase 2 Compliance.
Phase 2 of ZATCA e-invoicing has added more strict conditions, such as real-time reporting of invoices and other metadata of B2B transactions. To satisfy such needs, companies must have a high level of zatca e invoicing software such as Quickdice ERP. Among the key characteristics it has:
Real-Time Integration: Phase 2 requires submissions of the invoices to ZATCA in real-time. Quickdice ERP is designed to make sure that its API integration is completed automatically without human input.
Validation Tools: The software shall only submit invoices after verifying the invoice against mistakes in the VAT rates, invoice numbers, and compulsory fields. Quickdice will do automated validation in order to reduce failures.
B2B Metadata Management: Quickdice can handle Phase 2 of B2B invoices like UUID, ICV, and other transactional data and make it fully compliant.
Error Reporting and Correction: An effective system will detect and report the error, deliver clear messages and implement corrections. Quickdice allows one to correct rejected invoices in a matter of minutes.
Audit Trails and Reporting:Phase 2 compliance stipulates that business establishments keep accurate records. Quickdice ERP monitors the activity of all the invoices, and it produces reports that can be used by internal audits or by the regulatory team.
Using these capabilities, companies will minimize the number of errors, save time, and prevent fines imposed by ZATCA, not mentioning the overall effectiveness of invoice management.
Typical Reasons of Invoice Acceptance Breaches.
It is possible to avoid future problems by understanding why invoices are not validated by ZATCA. Common causes include:
Mistaken VAT rates- application of an old or wrong VAT percentage on goods or services.
Lack of invoice information, such as incomplete customer information, a lack of dates, or a lack of product description.
Duplicate invoices – It is impossible to present an invoice twice and cause errors.
Incorrect invoice hash or UUID- discrepancies in the digital signature or identifiers.
Technical malfunctions Technicum glitches or API unavailability can contribute to false rejections.
Quickdice ERP is useful to ensure that these issues are automatically identified prior to submission to the business, thereby streamlining and speeding up business compliance.
Use of Quickdice ERP to ZATCA Compliance Benefits.
To invest in Quickdice ERP in ZATCA e-invoicing has several advantages:
Automation – eliminates error and manual data entry.
Time-saving – fast detection and correction of errors simplify processing of invoices.
Regulatory confidence – is an assurance of the invoices that meet the Phase 2 criteria.
Error tracking – logs provide extensive business records that enable businesses to know the recurring problems.
The convenient interface of Quickdice also enables the business to operate large amounts of invoices without the stress of managing them, which makes it a good choice among Saudi-based businesses.
Conclusion
The inability to pass the validation of ZATCA invoices may interfere with your business process and introduce possible fines. It is paramount that the error that is made in the invoice be spotted, remedied and the invoice re-submitted in good time. Companies should be attentive with their B2B and B2C invoices and report related technical problems in case of necessity. This can be simplified using zatca e invoicing software that is based on Quickdice ERP, which offers real-time validation, automatic correction and Phase 2 compliance assistance.
The correct software will help businesses minimize the error, save time and concentrate on the growth rather than wasted time in troubleshooting invoice problems. The advanced features of Quickdice, such as detecting of errors, automation of resubmission, and compliance reporting, constitute a safe decision to companies that will be operating on the ZATCA regulations. By implementing Quickdice ERP, you will be able to guarantee a smooth, accurate, and full compliance invoicing process and prevent penalties and continue to run your financial operations efficiently.
