E-invoicing

The e-invoicing system in Kenya known as Tax Invoice Management System requires all the VAT registered companies to report all their transactions in real-time to the KRA (Kenya Revenue Authority).

Prerequisites:

Buy the Type C device from One Source Solutions to push invoices to KRA.
Register for VAT online via iTax.

IN THIS PAGE…

Enable E-invoicing
Push Invoices
Edit or Delete E-invoices

Enable E-invoicing

To enable e-invoicing for your organisation:

Go to Settings and navigate to E-invoicing.
Enable the toggle E-invoicing in Zoho Invoice.
Click Configure.
Click I agree.
Enter the TIMS credentials such as the E-invoice Service IP, Sender ID, and ETR Device Serial Number.

Click Save.

E-invoicing will be enabled for your organisation and you’ll be able to push all the invoices you create in Zoho Invoice to the ETR device and then KRA.

Push Invoices

Once you’ve enabled e-invoicing in Zoho Invoice, you can create invoices and push them to the ETR device, One Source Solution. Here’s how:

Navigate to Invoices from the left sidebar.
Select the invoice that you want to push.
Click Push to ETR Device.

Once the invoice details are pushed to the ETR device successfully, One Source Solution will validate the invoice details and push it to KRA. If the validation fails, the invoice push status will change to Failed.

If the invoice gets rejected by KRA, you will receive an email from KRA, listing the reason for rejection. You can then create a new invoice with the updated information and push the invoice to One Source Solution again.

Warning: Ensure that you mark the failed invoice as Void and then create a new invoice since they shouldn’t not be deleted as per the KRA guidelines.

Edit or Delete E-invoices

Once an invoice is sent or has been marked as Sent, you cannot edit or delete it. To rectify the error, you can create a credit note.

Scenario: Let’s say you’ve created an incorrect invoice for KES 400/- instead of KES 350/- you cannot edit or delete this invoice. To correct this error, you can create a credit note for KES 50/-.

To create a credit note:

Navigate to the Invoices module.
Select the invoice with the incorrect amount.
Click the Ellipsis icon in the top corner of the page.
Select Create Credit Note to decrease the invoice amount.
Enter the necessary details on the following page and click Save.

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