Learn how to register for the electronic invoice

Learn how to register for the electronic invoice

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All enterprises are required to use electronic invoices for all of their sales, as defined by the Zakat Tax and Customs Authority. Therefore, they are seeking to find out how to register for the electronic invoice in an easily understandable way to help them perform their transactions quickly and smoothly. In this article, we present to you the registration method with the Qoyod system, the best accounting system in Saudi Arabia.

How to register for the electronic invoice with Qoyod

The Qoyod program makes electronic invoicing a simple process, as activating it requires one click of a button, and you can learn how to register for an electronic invoice with the Qoyod system as follows:

Create an account in Qoyod.

You can create a new account in the Qoyod accounting system in a very easy and fast way, and Qoyod allows you to try the system completely for free, as during the free trial you do not need to enter your credit card data. The free trial period lasts for 14 days, during which you can try many of the features and services of the Qoyod accounting program and the method of registering in the electronic invoice.

Activate the electronic invoice.

Once you have completed the registration process, you can create standard electronic invoices through the Qoyod program, so that you can learn how to create and test the invoices, but until they are converted from the normal system to an electronic invoice system according to Saudi Arabian regulations, you have to activate the electronic invoice in Qoyod by going to the settings, then pressing the word “activation” next to the item (activation of the electronic invoice according to Saudi regulations), then pressing the word “save” to save the changes.

It is worth noting that in the Qoyod system and after December 1, 2021, establishments cannot stop activating the electronic invoice after you activate it successfully, so it is recommended that establishments take enough time to fully try the Qoyod program so that they try creating invoices and understand everything related to them in the program to avoid any errors, and then activate the system by following the method of registering in the electronic invoice without worry.

In order to clarify the impact of activating the electronic invoice system in the Qoyod program on invoices, creating, modifying, or deleting them, the differences between the regular system (before activation) and the system applied for the electronic invoice (after activation) can be summarized in the following points:

Delete or edit invoices.

One of the most important features of sales invoices in the normal system is their ability to be deleted or modified as long as they have not yet been paid, and if the invoice has already been paid, so that the invoice is linked to customer bonds or other receipt bonds, they can be easily deleted after deleting these bonds.

Once the electronic invoice system has been activated by the electronic invoice registration method, approved invoices cannot be deleted or amended. If any invoice items are entered incorrectly, such as setting the wrong discount value, this error can be corrected in two ways: either by notifying the creditor or by returning the invoice.

After doing so, it is possible to create a new invoice with a new reference number containing the correct information or copy all the details of the previous invoice using the copy option, thereby modifying the error to create a new invoice with a new reference number in the correct form. Qoyod also allows you to write notes in the invoice description at the time of its creation to explain why a new invoice was created instead of the wrong invoice that was returned.

Numbering sales invoices

When using the regular invoicing system, Qoyod allows you to choose whether or not sales invoice numbers can be modified. You can choose a number from which to start the serial number using the option (start serial number), so if you already have previous invoices with their documents, you can start the serial number based on the number of the last invoice you issued before you used the Qoyod program.

Once the electronic invoicing system has been activated, and in order to protect against tampering with invoicing, enterprises are not allowed to adjust invoice numbers after they have activated the electronic invoicing system, nor are they able to modify the option (starting the serial number) as well, so you must be sure to identify the correct number before the electronic invoicing system is activated.

It should be noted that the above applies to sales invoices only (according to the requirements of the Authority), as the amendment ability of purchase invoices is not eliminated, so enterprises are allowed to change the supplier’s identification number when creating their own purchase invoices, so that the preparation of purchase invoices remains the same even after the electronic invoicing system has been activated.

Creation of a sales invoice

Qoyod allows you to issue a new sales invoice in quick and easy steps to facilitate the sale process and reduce the time lost in the creation and issuance of invoices by unnecessary steps. The steps to establish a sales invoice through the Qoyod system can be summarized in the following steps:

  • Choose the “Sales” drop-down menu from the dashboard.
  • Select the plus sign (+) next to the “Sales invoices” option, or click on sales invoices and then the “Create invoice” option from the top left of the screen.
  • You’re then automatically taken to the Create a New Invoice page.
  • Fill in the necessary information in the invoice, such as the customer name, release date, due date, and location.
  • Fill in any additional information, such as a description and payment terms, if any.

It should be noted that once the steps of the electronic invoice registration method have been completed and the system activated, the reference number is automatically created, so you do not have to write a reference number at the time the invoices are created. The “reference” clause will not be available to fill in any data so that a phrase (the sales invoice reference number automatically arises) is added to it. Qoyod also automatically creates a QR code when creating invoices.

Add terms, conditions, and notes.

The Qoyod system provides the feature of adding terms and conditions and any important notes of your own to electronic invoices, and this option is not affected by activating the electronic invoicing system so that it allows you to change the terms and notes at any time you wish, and you can unify these terms, conditions, and notes so that they appear in all invoices that you create later by following these steps:

  1. Choose the “Settings” drop-down menu from the follow-up panel.
  2. Choose the “General Settings” option.
  3. Choose the Sales Settings tab at the top of the screen.
  4. You will find the terms and conditions box and the notes box. You can type in the terms and notes you want to add.
  5. Tap Save.
electronic invoice
electronic invoice

Options for sales invoices

You can do a lot of operations on the created electronic invoices easily and with the click of a button after completing the method of registration in the electronic invoice through the following steps:

  1. Choose the “Sales” drop-down menu from the dashboard.
  2. Then choose the “Sales invoices” option.
  3. It shows you all the invoices that have already been created and shows you all the available options next to each invoice, which are as follows:
  • View: View invoice details.
  • Print: Enables you to print the invoice.
  • Download: Enables you to download the invoice in PDF format.
  • Copy: Enables you to copy the invoice details exactly as is to a new invoice.
  • Send: This enables you to send the invoice to the customer if his email is registered.
  • Collect payment: This enables you to specify if a payment has been received from the customer. After clicking on this icon, you can create a bond with the collected payment or use a previous bond if one exists.
  • Copy: Copy the invoice details to a new invoice as is.
  1. Click on the icon of the option you want to do on the electronic invoice to complete the work easily.

You can also assign a bond to the invoice, upload it, or print it after viewing it to view its details by clicking on the “View” icon, and then the mentioned options appear at the bottom of the screen.

In conclusion…

Companies and institutions seek to select an effective and innovative electronic invoicing program that reduces costs and time spent in the invoicing process, increases the accuracy of invoicing, and improves its efficiency. The Qoyod cloud accounting system is the best of these programs.

Qoyod makes the method of registering an electronic invoice very easy and simple thanks to its distinctive and simple design, and thanks to its compliance with all the requirements of the Zakat, Tax, and Customs Authority regarding electronic invoices, you can issue your electronic invoices with complete confidence and without worrying about any errors or problems. Activate Qoyod accounting now and enjoy all its benefits.

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