This guide explains how to set up the ClearTax E-Invoice integration in RMS for properties based in Saudi Arabia, enabling compliance with ZATCA e-invoicing requirements.

Overview

Saudi Arabia's Zakat, Tax and Customs Authority (ZATCA) mandates e-invoicing (Fatoora) for VAT-registered businesses. RMS integrates with ClearTax to generate, validate, and transmit tax invoices and credit notes to ZATCA on your behalf. This guide covers the end-to-end setup - from ZATCA portal registration through to credential configuration in RMS.

The integration applies only to Properties registered in Saudi Arabia and have the module active. It does not impact invoices issued by Properties in other countries.

Prerequisites

• Your property must be a VAT-registered business in Saudi Arabia with a valid Commercial Registration Number (CRN).
• Your property's country must be set to Saudi Arabia in Property Information. This is what activates the Saudi Arabia ClearTax configuration within the E-Invoice module.
• A ClearTax account must be provisioned for your property. Contact ClearTax to obtain your Access Token.
• Your property must be onboarded to the ZATCA Fatoora portal and assigned a Device ID.
• The E-Invoice module is activated on the Property via the Module Market. Only a System Administrator or the Manager Profile has access to the Module Market.

Step 1 - ZATCA Registration

Before configuring RMS, your property must be registered with ZATCA and onboarded to the Fatoora portal.

This is an external process completed outside of RMS. You will need the credentials generated during this process to configure RMS in Step 3.

1. Log in to the ZATCA Fatoora portal using your VAT-registered business credentials.
2. Complete the ZATCA Phase II onboarding process for your property. ZATCA will issue a Device ID on successful onboarding.
3. Contact ClearTax to provision your account and obtain your Access Token.
4. Make a note of your property's Commercial Registration Number (CRN) - this is your Saudi Arabia business registration number.

Step 2 - Module Activation

1. Confirm the Property Country is set to Saudi Arabia.
2. Activate the ClearTaxE-Invoice module for the Property via the Module Market.
3. Select ClearTax as the e-invoicing partner and record the ClearTax API credentials and the error notification email address.

Step 3 - Configuration

Once the module is activated, open the module configuration in the Module Market and enter the following credentials provided by ClearTax.

How E-Invoicing Works in RMS

Once configured, RMS automatically generates and transmits e-invoices to ClearTax (who then reports to ZATCA) when invoices are produced for Saudi Arabia properties. The following rules apply:

ZATCA Phase II Compliance

RMS generates invoices in the format required by ZATCA Phase II:

• Business-to-business (B2B) invoices are produced in PDF/A-3 format with an embedded XML file. The XML allows recipients to access the invoice data digitally.
• A QR code is included on each invoice to meet ZATCA Phase II requirements.
• Invoice descriptions are transmitted in English only. ClearTax handles the Arabic translation required by ZATCA - do not include Arabic text in your charge descriptions, as this causes duplication in the ClearTax portal.
• The invoice currency is Saudi Riyal (SAR).

Reporting

After saving your credentials, verify the integration is working by reviewing transmitted invoices in the ClearTax Tax Invoice Export report.

In the side menu of RMS, go to Reports > Accounting > ClearTax Tax Invoice Export.

1. Set the date range to cover a period where invoices have been generated.
2. Select Saudi Arabia from the Country filter.
3. Run the report.
   Each row represents one invoice that has been transmitted to ClearTax.
   Check the Invoice Status column. Invoices showing as Reported have been successfully transmitted.
   Any showing as Not Reported or Failed indicate a transmission issue - review your credentials and contact ClearTax support if the problem persists.

Common Setup Issues

• Invoices showing as "Not Reported" in the ClearTax portal: Check that invoices do not contain debit or credit balance transfers - these are intentionally excluded and will not appear as reported. For revenue invoices, verify all three credentials are correct and re-save the configuration.
• VAT category tax amount mismatch error: This typically means the VAT amount calculated in RMS does not match the value in the transmitted XML. Contact RMS Support with the affected invoice number.
• Total amount incorrect error in ClearTax portal: Confirm that any reservation packages are configured correctly in RMS. ZATCA requires package components to appear as individual line items - a package that is not broken into components can cause a total mismatch.
• Duplicate Arabic text in ClearTax portal: Remove any Arabic text from charge descriptions in RMS. ClearTax generates the Arabic translation from your English descriptions - sending both causes duplication.
• Integration not triggering for the property: Confirm the property country in Setup > Property Information is set to Saudi Arabia. The ClearTax integration is only active when the property country matches Saudi Arabia.

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