A Guide to ZATCA’s FATOORA Device Onboarding Requirements: Ensuring Compliance and Efficiency

In the rapidly evolving landscape of e-invoicing in Saudi Arabia, staying abreast of regulatory requirements is crucial for businesses of all sizes. A recent outreach from the Zakat, Tax, and Customs Authority (ZATCA) underscores the importance of meticulous compliance during the device onboarding process, particularly in correctly populating Certificate Signing Request (CSR) fields. This article delves into the nuances of this requirement and offers guidance on ensuring seamless integration with FATOORA, Saudi Arabia's official e-invoicing platform.

Understanding the ZATCA Notification

The essence of the ZATCA’s notification, titled "FATOORA - Device Onboarding Outreach," is to remind taxpayers of the criticality of accurately entering CSR details during device setup. This process is pivotal as it establishes a secure communication channel between taxpayers and ZATCA, enabling accurate and compliant e-invoicing.

Key Scenarios Requiring Multiple Device Registrations

Businesses may need to register multiple devices under various scenarios, including:

• Multiple Commercial Registrations (CRs) under one VAT
• Multiple Excise Goods Stores (EGS) under one VAT
• Multiple Point-of-Sale (POS) devices
• Multiple branches acting as independent devices

Essential Fields for Device Onboarding

When onboarding devices, ensure the following key fields are meticulously filled:

1. Common Name (CN): Name or Asset Tracking Number of the Solution Unit
2. EGS Serial Number: Manufacturer Name, Model, Version, and Serial Number
3. Organization Identifier: VAT Registration Number to associate the device correctly with your TIN
4. Organization Unit Name: For branches or VAT groups, include the TIN of the group member whose device is being onboarded
5. Organization Name: Organization/Taxpayer Name
6. Country Name: The location of operation
7. Invoice Type: Specify supported invoice types using a code system (e.g., Standard Tax Invoice and Simplified Tax Invoice as 1100)
8. Location: Address of the branch or primary location of the device
9. Industry: Sector for which the device will generate invoices

Serial Number Significance and Standardization

ZATCA utilizes serial numbers to meticulously track multiple devices operated by a single company. These serial numbers play a crucial role in helping ZATCA understand the exact count and types of devices each business uses. Each serial number must be unique to the company and the service provider, ensuring accurate tracking and management.

The serial number format is critical and should follow the standard:

Manufacturer or Solution Provider Name|Model or Version|Serial Number

• Manufacturer or Solution Provider Name: The official name registered on the Commercial Registration (CR). For in-house solutions interfacing directly with ZATCA, this will typically be your company's name.
• Model or Version: This indicates the specific model or version of the device or software provided by your solution provider.
• Serial Number: This should be a uniquely generated number for each device, ideally maintained within a defined numbering series to ensure uniqueness.

Common Issues and Standardization

Historically, due to the serial number being a string, discrepancies have arisen as different customers and solution providers adopted varied formats. This diversity in serial number formatting prompted ZATCA to issue notifications urging all involved parties to adhere to a standardized format. Conforming to this standard allows ZATCA to effectively decode these identifiers, facilitating better management and tracking of the registered devices.

By ensuring your devices are correctly registered with standardized serial numbers, you aid in maintaining a smooth and compliant e-invoicing process, minimizing potential issues and discrepancies in device management.

What to do if you have a wrong serial number?

If you discover that a serial number is incorrect, promptly address this to ensure compliance and uninterrupted operation. Follow these streamlined steps to rectify the issue:

1. Create a New Device: Duplicate the existing device to preserve the current configuration.
2. Update the Serial Number: Ensure the new serial number adheres to the specified format detailed earlier in this guide.
3. Access FATOORA: Log in to obtain a One-Time Password (OTP), necessary for the next step.
4. Onboard the New Device: Register the new device with ZATCA to formalize its status in the system.
5. Switch Source Systems: Transition your operations to utilize the newly onboarded device.
6. Deactivate the Old Device: Remove or deactivate the previous device to prevent any conflicts or duplications in the system.

Coordinating Multiple Devices

For organizations utilizing multiple devices, coordination is key. Ensure that your interface and source teams work closely to seamlessly integrate all devices. This coordination is crucial to prevent any invoice processing errors or omissions.

Act Proactively

Do not delay corrective actions until you receive a reminder from ZATCA. Addressing the issue as soon as it is identified is crucial to maintaining your compliance and operational efficiency.

Accqrate’s E-Invoicing Solutions: Tailored for Compliance and Efficiency

At this juncture, it is crucial for businesses to adopt robust e-invoicing solutions that not only meet ZATCA’s compliance requirements but also streamline the invoicing process. Accqrate’s e-invoicing solutions?are meticulously designed to cater to businesses across various sectors and scales. Being ZATCA approved and fully compliant with Phase 2 regulations, Accqrate offers both cloud-based and on-premises solutions. Accqrate E-invoicing Integrators?seamlessly integrates with global and in-house ERPs, POS systems, and custom applications. Trusted by over 5,000 businesses in Saudi Arabia, Accqrate ensures your e-invoicing operations are both efficient and compliant.

Understanding and adhering to ZATCA's e-invoicing requirements is imperative for businesses operating in Saudi Arabia. With Accqrate’s advanced solutions, businesses can ensure their invoicing processes are compliant, secure, and efficient, ready to meet the demands of today's digital economy. Don’t wait for a reminder from ZATCA; take proactive steps to integrate Accqrate’s solutions and lead the way in compliance and operational excellence in e-invoicing.

Why Choose Accqrate?

Accqrate offers a streamlined solution for integrating your ERPs with ZATCA, facilitating the sending of credit and debit notes for both B2C (Simplified credit and debit note) and B2B (Tax credit and debit note). If you are seeking an efficient way to manage your ZATCA Phase 2 Integration, especially concerning credit and debit notes, Accqrate has the expertise and perfect solution you need.

Got questions or need a demo? Drop us a mail at [email protected]