Pagero Web Portal for KSA

  1. Preparation
    1.1 Logotype
    1.2 Account settings
  2. Log in and start use Pagero Web Portal
    2.1 Login to Pagero Online
    2.2 Choose Distribution Type
  3. 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
  4. Complete/Send invoice
    4.1 Preview your invoice before sending it
    4.2 Save Templates
    4.3 Send invoice
  5. Sent Invoices and Archive 

The Pagero Web Portal is a tool that makes it possible for you to create a structured file format (KSA UBL), archive it, and distribute a PDF invoice on e-mail to your recipients. The Pagero Web Portal is a general portal that can be used by any company.

The Pagero Web Portal gives you the ability to create and send your invoices to be able to meet the KSA e-invoice mandate. If you have doubt on what information you need to add to your invoices, please consult with your financial advisor.


1. Preparation

1.1 Logotype

Login to Pagero Online with your credentials and click on “Edit Profile” in the left upper corner in the interface

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

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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.

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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 use Pagero Web Portal

2.1 Login to Pagero Online 

Log in with your credentials and click on “CREATE DOCUMENT” in the menu on the top of the page.

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2.2 Choose Distribution Type

There are two different ways of sending you invoices, Email or Electronic.

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With Distribution Type Email your invoice will be sent as a PDF together with the file format, as an email, to the addressed customer. You can also add a cc email address if you want 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 you Recipients that are able to receive electronic invoices. With the Pagero Network Web Portal you will only get the possibility to send electronic invoices to recipients within the Pagero Network.

Note: To be able to send electronic invoices to your customers they must be able to receive a structured file format. If your customer can receive an electronic invoice, they need to have a Service Provider. It is only your customer that has the information about which Service Provider they use, Pagero does not have this information about receivers outside of the Pagero Network.

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3. Create Invoice

3.1 Recipient Details

mceclip6.pngIn “Recipient Details” you can type details about your invoice recipient. Click on “Edit” 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”

 

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Choose you additional identifiers in the menu called “Type” and type the text in the field called “Value”. If you want to delete any typed buyer identifier, click on the trash bin to the right on the same row.

If you have any recurring customer, 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.


3.2 Debit/Credit Note Details

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

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*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.

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

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3.3 Articles

Add information about the articles of the invoice.

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  1. Add more rows by clicking on “Add Row”
  2. If needed you can add additional fields to all rows, by click “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.
  3. 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 Discount

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.

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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).

 

3.5 Invoice Total

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

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


3.6 Sender Details

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

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Invoice footer

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

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To add several Seller Identifiers, click on “Add Seller Identifier”. To delete a row, click on the trash bin to the right on the same row.

 

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

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

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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 menu Type what kind of attachment it is.

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


4. Complete/Send invoice

4.1 Preview your invoice before sending it

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 are not able to see the logo.

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

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.

 

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.

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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.

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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.

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

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

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5. Sent Invoices and Archive

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

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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.

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