Hi Assalamu alaikum,
We are a ZATCA-approved solution provider for E-Invoicing. One of our clients, who is currently generating E-Invoices using a different EGS provider, is in the process of transitioning to our system. We would appreciate your guidance on the correct steps to ensure a smooth and compliant migration.
We have already successfully onboarded other clients to our EGS, where invoice generation began from INV-001 under ZATCA compliance. However, we are seeking clarity on how to proceed in the case of a client who has existing invoices generated through a previous EGS.
Specifically, we would like to confirm the following:
What are the recommended steps for transferring a client who is actively generating invoices through another EGS?
Can a taxpayer (with the same VAT number) be onboarded on two EGS devices simultaneously and generate invoices from both systems in parallel during the transition period?
Are there any ZATCA guidelines or best practices we should follow regarding continuity of invoice numbers, UUIDs, or other compliance aspects during such a transition?
Your assistance in clarifying these points will be greatly appreciated to ensure a compliant and seamless onboarding experience for our client.
Best regards,
Dear @Mausoof,
You may consider responses provided below:
What are the recommended steps for transferring a client who is actively generating invoices through another EGS?
Response: From ZATCA’s perspective, steps would be to revoke old CSID and Onboard new CSID by providing new solution provider’s details in CSR (Serial Key). ZATCA is not involved in other internal tasks that you may have to align with client and old solution provider.
Can a taxpayer (with the same VAT number) be onboarded on two EGS devices simultaneously and generate invoices from both systems in parallel during the transition period?
Response: Yes, client can onboard two EGS. But you have to make sure there is no duplication or gaps.
Are there any ZATCA guidelines or best practices we should follow regarding continuity of invoice numbers, UUIDs, or other compliance aspects during such a transition?
Response: There are no specific requirements, if client requests then IRN (BT-1) could be continued from previous sequence. ICV and PIH must start afresh for new CSID. UUID has not sequence as it is a random number.
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Thank you for the detailed response. I would appreciate some clarification on the following point:
Response: “Yes, client can onboard two EGS. But you have to make sure there is no duplication or gaps.”
Could you kindly elaborate on what exactly is meant by “duplication” and “gaps” in this context?
For example:
- If the current EGS has generated invoices up to
INV-007, would it be considered a duplication if the new EGS starts again from INV-001, potentially reusing an earlier invoice reference number (IRN)?
- Similarly, what qualifies as a gap? Would there be any compliance concern if, for instance, the old EGS stops at
INV-007 and the new EGS starts from INV-010, skipping INV-008 and INV-009?
We want to ensure that the invoice sequence is compliant during the transition and avoid any unintended issues related to numbering.
Thank you in advance for your clarification.
Thanks @Ankit_Tiwari
What do you mean by ensuring there are no duplicates? That is another system that we cannot access, nor are we entitled to request access to it in the first place.
Every system has a mechanism for internally numbering invoices (irn).
@Mausoof yes your understanding is correct, the examples you have shared would have resulted in duplication or gaps in Invoice sequence.
@mnuaimi irrespective of the system being used, it is a legal requirement to ensure valid sequence of Invoice Reference Numbers.