Deleting and Editing Electronic Invoices

Why is modifying an electronic invoice prohibited?

Daftra software works by default to prevent the deletion or modification of a sales invoices in accordance with the obligations of the electronic invoice system application on the program. Here, we will present the most important cases in which the modification and deletion feature can be restored for invoices, as well as an explanation of the mechanism for canceling the effect of sales invoices that cannot be deleted.

 

We do not recommend issuing any tax invoices on the software during the trial period, so as not to impose any legal responsibility on the account owner when deleting or modifying. We still provide features that allow the complete deletion of trial invoices and the reconfiguration of the account to start anew, after settling on Daftra software as an officially approved system by the Zakat, Tax, and Customs Authority.

 

Important Notice

Daftra provides clarification of the tools and mechanisms available to help business owners verify the readiness of the software in managing their commercial and service activities. We emphasize that we do not bear any legal responsibility if the account owner does not comply with the executive regulations set by the Zakat, Tax, and Customs Authority. He/she alone is responsible for adapting and managing the account in accordance with the instructions of the authority regarding the first phase of the electronic invoice system.

How to disable the feature of preventing the deletion and modification of invoices?

Firstly: Disabling the electronic invoice app during the trial period for the account:

 

The modification and deletion feature for invoices can be restored during the trial period on the account by deactivating the “Electronic Invoice” app from the “Apps Manager”.

1. From the main menu, click on “Settings”.
   
2. Select “Apps Manager” from the menu.
   
3. Deactivate the “KSA Electronic Invoice” app.
   
4. Click the “Save” button.
   

• Now you will be able to modify or delete invoices on the account as long as the app is deactivated, and you can reactivate it using the same previous steps once the trial period is over.

 

Secondly: Saving a sales invoice as a “Draft”:

Daftra software allows the modification or deletion of an invoice if it is in the “Draft” status, which is the status preceding the official approval of the invoice and has no impact on the organization’s accounts or taxes.

 

Steps to create an invoice as a “Draft”:

1. From the main menu, click on “Sales”.
2. Select “Create Invoice” from the menu.
3. Fill in the invoice details as required, and for more details, you can refer to the “Creating a Sales Invoice” guide.
4. Click the “Save as Draft” button.

• The invoice will be saved in the “draft” status, and you will notice the ability to modify and delete the invoice without restrictions.

How to Cancel the effect of the Sales Invoice

In some cases, it may not be appropriate to modify or delete the invoice, as the invoice is officially recognized between the business owner (supplier) and the commercial/business client (buyer). and In order to cancel or reverse the impact of the electronic tax invoice, a refund receipt or credit note must be created.

 

The difference between a “Refund Receipt” and a “Credit Note”:

 

Refund Receipt: It is a document that proves the return of the items listed in the sales invoice (all or some) and the refund of the amount paid to the client by the business.

Credit Note: It is a document that proves the return of the items listed in the sales invoice (all or some) while the business retains the amount paid by the client in their credit balance. This credit balance is usually used to settle or pay other invoices.

Steps to create the Refund Receipt:

1. Click on “Sales” from the main menu.
2. Click on “Manage Invoices”.
3. Browse the invoice from which items need to be returned by the client.
4. Click on the “More Options” button.
5. Select “Create Refund Receipt” from the menu.
6. The system will display the refund receipt creation screen with a table filled with data from the original invoice.
   • If only certain items from the invoice need to be returned:
     • Leave only the items to be returned within the invoice table.
     • Click on the “-” mark on the right side of each item you do not want to include in the return process.
7. Click on the “Save & Print” or “Save & Send Email” button to confirm the return process on the invoice.
8. The system will display the word “Refunded” on the original invoice in the “Manage Invoices” menu, and you can view the returned invoices in the “Refund Receipts” menu.

Steps to create a Credit Note:

1. Click on “Sales” from the main menu.
2. Click on “Credit Notes”.
3. Click on the “Create Credit Note” button.
4. Select the method of saving the credit note and choose between “Send via Email” or “Print (Offline)”.
   • Note: The nature of the “Save” button at the end of the page changes based on this choice, either “Save & Print” or “Save & Send Email”.
5. Select the client from the list of registered clients.
   • You can click on the “New” button to quickly add a client to your account without detailed information. If you want to add the client with detailed information, you can refer to the “Add Client“ guide.
6. Select the items of the credit note by choosing the product or service registered in the account. You can search by name or code.
   • For more details, refer to the “Invoice Items” guide.
7. Add the selling price for the item and enter the required quantity.
8. Specify the tax for each item in the credit note, and you can modify the tax name and percentage by clicking on the “Tax Settings” button.
   • Note: The software defaults to the “Value Added Tax” based on the account’s nationality or country, and applies the specified percentage. For more details, refer to the “Adding Tax to the Invoice” guide.
9. Click on the “Preview” button to review the credit note before saving.
10. Within the preview page, you can click on “Edit” to go back to the credit note creation page or click on the “Save and Send” button to finalize it.
11. Click on the “Save and Send via Email” button.
    • Note: You can change the action of the save button by clicking on the arrow on the left and choosing between “Save & Send Email” or “Save & Don’t Email”.