This article explains the common reasons an invoice gets rejected by the Zakat, Tax and Customs Authority (ZATCA), and how to correct it and resubmit from inside Qoyod.
When an invoice is rejected
An invoice is rejected when it does not meet ZATCA requirements. Rejection occurs on B2B invoices that go through the Clearance process before being delivered to the buyer. A rejected invoice is not considered legal and cannot be used.
Common reasons for rejection
- Incorrect customer VAT number: Does not match ZATCA’s records.
- Missing invoice data: Required fields are not filled in.
- Future issue date: Qoyod shows a warning before saving but does not block it. If the invoice is issued with a future date, ZATCA may reject it.
- Tax calculation mismatch: Total tax does not match the line-level calculations.
- Cryptographic stamp issue: Rare, but it happens when there are issues with the certificate (CCSI).
Steps to handle a rejection
- Open the rejected invoice from the invoices list.
- Read the rejection reason returned by ZATCA in the invoice details.
- Correct the data based on what the reason indicates:
- If the customer VAT number is wrong, fix it on the customer page.
- If the date is in the future, change it to today or earlier.
- If data is missing, fill in the required fields.
- Resubmit the invoice from the actions menu.
Notes
- A ZATCA-approved invoice cannot be edited directly. To make changes, you must issue a credit or debit note for the corrected amount.
- If errors recur, review your General Settings and customer data to confirm they are correct before issuing.
