Set up E-invoicing before the first invoice
The order in which to prepare permissions, company data, settings, partner details and the sandbox before posting your first e-invoice.
Required permission: einvoicing.configure
Before you begin
- Your company record has the correct country, tax registration number (TRN for the UAE, VAT number for Saudi Arabia), name and city.
- Customers you will invoice exist as partners. Business customers must have a market of "business" and a tax number. Consumers do not need one.
- Posted invoices are the only source of e-invoices. Invoices posted before the module is switched on are not sent automatically.
Steps
- Assign roles. In Security > Roles, give people the E-invoicing roles: administrator, custodian, approver, operator, tax reviewer, auditor. Keep the duties separate: the person who binds credentials should not be the one who approves them, and the person who prepares a provider or profile cannot activate it.
- Check company tax details. Confirm the TRN is 15 digits starting with 1 (UAE) or the VAT number is 15 digits starting and ending with 3 (Saudi Arabia).
- Start with the sandbox. Open E-invoicing > E-invoicing > Dashboard and click Start with the sandbox. See Start with the sandbox. This is the safest way to learn the module.
- Open Settings. Go to E-invoicing > Configuration > Settings and review:
| Setting | Default | Meaning |
|---|---|---|
| E-invoicing is on | Off | The master switch. Off means posting creates no submission |
| Submit automatically when an invoice posts | On | Off leaves submissions Pending until an operator presses Submit |
| Refuse to reverse an invoice that was sent | On | Accounting refuses to reverse a sent invoice |
| Warn before a credential expires (days) | 30 | 1 to 180 |
| Product for unmatched received lines | Empty | Used when drafting bills from supplier e-invoices |
| Our endpoint scheme / identifier | 0235 / company TRN | UAE sender address |
| Commercial registration, building number, district, postal code, additional number | Empty | Saudi seller address details |
- Complete the seller details. For a UAE company the endpoint identifier falls back to the TRN. For a Saudi company enter the 10-digit commercial registration, 4-digit building number, district and 5-digit postal code, or Saudi invoices are blocked.
- Add buyer endpoints. For each business customer open E-invoicing > Configuration > Partner endpoints and add the endpoint scheme and identifier (UAE: scheme
0235, 15-digit TRN starting with 1). For Saudi customers add the registration and full national address. See Profiles, code mappings and partner endpoints. - Save, then post a test invoice and follow Follow a submission.
What happens next
When an invoice is posted and the profile matches (country, customer type, document type and date), the system freezes the invoice, validates it against the profile, builds the document and queues it. The invoice gets an E-invoice smart button.
Good to know
- If no active profile covers an invoice, the invoice still posts but no submission is created.
- Switching E-invoicing on does not create submissions for earlier invoices. Handing over an older invoice is available through the system interface only; there is no button for it yet.
- The sandbox is always Test. It can never serve Production.
- Production use needs a real provider, authority certificates, acceptance evidence and a second person's approval. See Onboard a provider and manage credentials.