Pagero Invoice Portal for KSA

Preparation
1.1 Logotype
1.2 Account settings
Log in and start using Pagero Web Portal
2.1 Login to Pagero Online
2.2 Choose Distribution Type
Create Invoice
3.1 Recipient Details
3.2 Debit/Credit Note Details
3.3 Articles
3.4 Discount
3.5 Invoice Total
3.6 Sender Details
3.7 Attachments
Complete/Send invoice
4.1 Preview your invoice before sending it
4.2 Save Templates
4.3 Send invoice
Sent Invoices and Archive

The Pagero Web Portal is a web-based tool that makes it possible for you to create an e-invoice (a structured file in KSA UBL format), archive it, and distribute a PDF presentation as a human-readable copy of this e-invoice to your recipients via email. The Pagero Web Portal is a general portal that can be used by any company.

Moreover, it is a solution that is meant for outbound invoicing, so you are visible only as an issuer of invoices. It supports manual input entry for each invoice - it does not support uploading invoices from different systems.

1. Preparation

1.1 Logotype

Click on the Pen symbol to be able to update your logo.

Note: The Logo will not be shown on the Preview when you create your invoice in the Web Portal. The logo will only show when the invoice is processed and sent to your customer. If you want to look at an invoice with your Logo, you need to search for an already sent invoice.

1.2 Account settings

Double-check your company information in the Account section.

When you create invoices in the Web portal, this is the information shown in the footer of your PDF invoice.

2. Log in and start using Pagero Web Portal

2.1 Login to Pagero Online

2.2 Choose Distribution Type

There are two different ways of sending your invoices: Email and Electronic.

With Distribution Type Email, your e-invoice (a structured file in KSA UBL format), along with a PDF presentation (a human-readable copy of this e-invoice) will be sent to the addressed customer. You can also add a CC email address if you wish to send a copy. If you would like to send several copies, add several CC email addresses separated with ¨space¨.

With Distribution Type Electronic, your invoice will be sent as a structured file format to those of your recipients that are able to receive electronic invoices. With the Pagero Network Portal, you will only get the possibility to send electronic invoices to recipients within the Pagero Network.

For companies in Phase 2 only Distribution Type E-mail should be used

Note: To send e-invoices via Pagero, your customers must have a Service Provider. They are the ones who provide you with their Service Provider details. (Pagero does not have this information about recipients that do not use it as a Service Provider.)

3. Create Invoice

3.1 Recipient Details

In this section, you fill out the necessary details about the recipient of your invoice. Click on the “Edit” icon to add Customer Number, Invoice Address or Delivery Address.

If needed, you can add Delivery Address and Invoice address in both Arabic and English. You are also able to add additional identifiers for your recipient by clicking on “Add Buyer Identifiers”

In case you wish to add any additional buyer identifiers, simply click on “Add Buyer Identifier”, and select the type you wish to add from the dropdown menu. Under the field “Value”, type in the value of the chosen buyer identifier.

If you have any recurring customers, you can save an invoice template for each customer. This is described further on in this manual. The invoice template will save your recipient details and you do not need to type them the next time you use the saved template.

Important points to consider when creating an invoice on the portal:
If opting for Distribution Type Email:

Design and print layout are not customizable for the Pagero Web Portal: the presentation that is generated is a standard presentation.
The email that is sent along with the invoice and the PDF presentation is a standard one as well and cannot be changed.
Any free text input must be primarily in Arabic – additional fields are provided for English if necessary.
There´s no translation provided to any manually input data, whether automatically upon inputting the invoice details, or as a separate service - it must be done on the user´s end.
The invoice number has to be in Arabic numerals (1, 2, 3, 4).; and not Indian numerals (١ , ٢, ٣ , ٤). It can also be alphanumeric (ABC123).
Once processed correctly whatever the sending mode, the invoice can neither be deleted from the portal nor can it be altered.
You can save the invoices that you create on the portal as templates to use in the future if they are addressed to the same recipient, and they are created before you send the invoice. In other words, you cannot create templates from sent documents.
You can save a template, edit it later and save it as edited or create a new template from the old one.

[See “4.2 Save Templates” below]

3.2 Debit/Credit Note Details

Fill in the “Invoice details”. If needed, additional fields can be added by clicking on “Add fields”, and you can choose from the options that will appear on the right side of your screen (Invoice Details).

*Keep in mind that all mandatory fields you need to fill are marked with a star. If not, you will not be able to process/send the invoice.

In the menu “Invoice Subtype” you can choose if you want to create a Tax invoice or a Simplified Tax Invoice.

If you choose Simplified Tax Invoice, a QR code will be created on the PDF invoice that is sent to the recipient.

For companies in Phase 2, the QR code will be available for both Tax Invoices and Simplified Tax Invoices.

[see 4.3 ¨Send Invoices¨ below]

3.3 Articles

Add information about the articles of the invoice.

Add more rows by clicking on “Add Row”.
If needed, you can add additional fields to all rows by clicking “Add field to all rows” on the bottom left. If you want to add a field to only one specific row, click on the plus sign on that row. Choose the additional fields you wish to add from the list on the right side.
To see all added additional fields, click Expand All and Collapse All to hide the fields (the additional fields will still be added to the invoice).

3.4 Discounts

If applicable, add discounts by clicking “Add Discount”. If a discount should be tax-exempt, click on the plus sign to the right and add this information.

To see all added discount rows, click “Expand All” and click “Collapse All” to hide the fields (the additional fields will still be added to the invoice).

You can add discounts and VAT exemption - calculated automatically and in real-time. Please note that the portal only supports VAT retentions/withholdings - any other kind of retention isn´t supported.

If you need to add other forms of retention, you can add the row ¨VAT withholding¨ and add the rate and the type.

3.5 Invoice Total

If needed, you can change the currency of the invoice in the menu called currency. You can also choose if you'd like to round the invoice total amount by ticking the box for Rounding.

If you want to add a prepaid amount or add VAT in another Currency (needed when invoicing other currency than SAR), click on “Add Fields” and choose to the right. If you need to specify VAT in another currency, you need to fill in the correct “Exchange Rate” (this is not populated by the portal).

Currently, ZATCA does not support rentention in the XML files, but it is possible to provide this information in the PDF Presentation:

3.6 Sender Details

The information populated in VAT Number and Supplier is the same information that will appear in the footer of your PDF invoice. The information is fetched from your account settings in Pagero Online.

Invoice footer

If you want to add Additional Seller Identifiers, choose Type in the menu and type your information in Value.

To add several seller identifiers, click on “Add Seller Identifier”. To delete a row, click on the trash bin on the right side of the same row.

Add an account in the menu “Account Type” and type in the information needed. Click on “Add Account” to add another account and remove an account by clicking on the trash bin on the right side of the same row.

Add payment method or change payment method in the menu for “Payment Method”.

You also have the possibility to save your Bank Account details in your settings. If you do this, they will be automatically populated. To save your details, access Settings >> Company Information >> Add new account in Pagero Online.

3.7 Attachments

You can attach files to your invoice by clicking “Add attachment”, upload from your computer, and choose in the menu Type what kind of attachment it is.

If you want to add additional attachments, click on “Add attachment”. If you want to remove an attachment, click on the trash bin on the right of the same row.

4. Complete/Send invoice

4.1 Preview

You can choose to preview the invoice before sending it to your customer. The purpose of this function is to ensure fields have been filled in correctly.

When you look at your invoice in Preview mode, you will not be able to see the logo.

In the upper left corner, you will see your company name in writing.

Note: The logo will not be shown on the preview when you create your invoice in the Web Portal. The logo will only appear when the invoice is processed and sent to your customer.

4.2 Save Templates

You can also choose to save your invoice as a Template. The template can be used the next time you wish to send an invoice to the same recipient. All information saved in the template will be added to the invoice the next time you choose that template.

Templates are saved and shown in the first step when you choose the recipient in the Web Portal.

4.3 Send invoice

Once the invoice is complete, you can proceed and send the invoice by clicking “Send invoice” in the lower right corner.

You can also choose the sending mode by clicking the arrow on the right side of the ¨Send invoice¨ button.

Certification: a test invoice that is not delivered to the recipient.
Test: a test invoice that is delivered to the recipient.
Production: the actual invoice that will be archived.

Below is an example of a test invoice that has been processed and sent to a customer. All the fields that you have typed in the Web Portal will be populated on the PDF invoice.

The invoice will show text both in Arabic and English and there is no setting where you can choose only one language displayed on the invoice.

When you decide to send the invoice, it will be processed and a PDF and a structured file (KSA UBL) will be generated.

Below is also an example of the email distributed to your recipient. It contains the structured file format (KSA UBL) and the PDF invoice.

5. Sent Invoices and Archive

If you want to search for already sent invoices, go to “Documents” at the top of the interface. Click on “Sent” and “More filters” to be able to choose “Issue Date”.

When you click on the desired document row, you are able to view the details as well as download the document in the chosen format.

Invoices sent in Production mode are automatically archived for 90 days unless you have an archiving agreement.
Invoices sent in Certification and/or Test modes are deleted automatically after 90 days.