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Documentation Index

Fetch the complete documentation index at: https://help.kwentra.com/llms.txt

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With our ZATCA-Compliant invoice templates, ZATCA Direct Integration offers a seamless B2C and B2B transactions.
  • B2C invoices from front office and POS are submitted for reporting - simplified invoice.
  • B2B invoices are submitted from clearance - detailed/tax invoice.

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How will the system generate the simplified or the tax invoice?

  • If the reservation’s/paymaster billing window is not linked to any channel.
  • The system will generate the simplified invoice template.
  • The guest profile must be complete before the invoice can be reported.
  • An incomplete guest profile will fail to submit the invoice.
  • If the reservation’s/paymaster billing window is linked to a city ledger account for a channel.
  • The system will generate the detailed/tax invoice template.
  • The channel profile must be completed before the invoice can be cleared.
  • An incomplete channel profile will fail to submit the invoice.

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Example: Invoice Sent to ZATCA → Payment Canceled → New Manual Charge Added

This scenario involves a sequence of transactions where an invoice has already been submitted to ZATCA, a payment is canceled, and a new manual charge is added and paid. Below is a step-by-step breakdown of what happens and the types of invoices generated.

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1️⃣ Initial Invoice (Standard Invoice) Sent to ZATCA

  • A guest pays for a service (e.g., room stay, dining, spa).
  • Kwentra generates an Invoice.
Invoice Type: Simplified Invoice for B2C or Detailed Invoice for B2B

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2️⃣ Payment Is Canceled (Credit Note Issued)

  • The guest requests a refund or the payment is reversed due to an issue.
  • Since the invoice was already submitted to ZATCA, the system cannot delete it.
  • Instead, kwentra generates a Credit Note to reverse the amount.
  • This Credit Note has been sent to ZATCA and is linked to the original invoice.
Invoice Type: Credit Note (Linked to Original Invoice) – Simplified Invoice for B2C or Detailed Invoice for B2B.

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3️⃣ New Manual Charge Added

  • A new charge is manually added to the guest’s folio (e.g., an additional service, extended stay, late checkout).
  • This is treated as a new taxable transaction, requiring a separate invoice.
Next Steps:
  • The system generates a new invoice for the additional charge.
  • This invoice is sent to ZATCA as a separate transaction.
Invoice Type: New Invoice → A fresh invoice is generated for the latest charge, a simplified invoice for B2C, or a detailed invoice for B2B.

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Final Outcome: What Invoices Exist in ZATCA?

  1. Original Standard Invoice (Initially submitted).
  2. Credit Note (Reverses the original invoice due to canceled payment).
  3. New Standard Invoice (Records the new manual charge and payment).

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Final Invoice Status Table

StatusMeaningNext Steps
Pending
Invoice created but not yet submitted.System will submit automatically or manually.
FailedInvoice could not be sent to ZATCA.Retry after resolving network/auth issues.
ReportedInvoice successfully reported to ZATCA.No action needed; invoice is compliant.
Not ReportedB2C invoice failed to be reported.Review errors, fix, and resubmit.
ClearedB2B invoice successfully cleared by ZATCA.No action needed; invoice is compliant.
Not ClearedB2B invoice was rejected by ZATCA.Review errors, fix, and resubmit.

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How do you resend failed invoices?

Front Office → Income → Folios
  1. Select the failed folios from the checkboxes.
  2. Click on Actions.
  3. Select Resend Folios.