E-invoicing
Track filed documents and their status
Find any invoice, POS receipt or return in the fiscal documents register, see what the authority replied, copy its authority reference, and resend a document that failed.
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In this article
Fiscal Documents is the register of every document Rocket ERP built for the tax authority, with its current status and the authority's own identifiers. Open it when a customer or the authority asks about a specific invoice, or to check that yesterday's sales were all accepted.
Find a document
Open More › Tax Compliance › Documents. The screen title is Fiscal Documents.
Type a document number or an authority reference in the search box (Search by document number or authority reference).
To narrow the list, filter by Status, Type (sales invoice, POS receipt, credit note, debit note, purchase return) or Category: Standard (B2B) or Simplified (B2C).
Each row shows the Document number and its type, the Issued date and time, the Status, the Authority reference that the authority's portal searches by, the Counter (the device's invoice counter, used by ZATCA) and, for a failed document, the Error code and message. You can export the list with the grid's export button.
What each status means
Status | Meaning |
|---|---|
Pending | Saved in Rocket ERP and waiting to be sent. |
Submitted | Sent; the authority's answer has not arrived yet. |
Awaiting signature | Waiting for the signing certificate to sign it. |
Accepted | The authority accepted the document. |
Cleared | ZATCA cleared the business invoice; it is now the legal invoice. |
Failed (retrying) | A temporary problem, such as a network outage. The system resends it automatically. |
Rejected | The authority refused the document. Fix the cause, then resend it. |
Failed | The system stopped retrying. The document needs a person to act. |
Cancelled | The document was cancelled. |
Validated (test mode) | Test mode only: the document passed every check but was not sent. |
Invalid (test mode) | Test mode only: the document would have been rejected. |
See the details of a document
Select a row, or open its actions menu and choose View.
The Document detail panel shows what was filed and what the authority replied: the type, category and Authority, the Authority UUID, the Authority long ID, the Submission ID, the Invoice hash, the number of Attempts, and the Submitted and Settled dates.
If the authority returned an error or Warnings, they appear at the top and under their own heading.
Filed document shows the document exactly as it was submitted. The invoice may have changed since, but this is what the authority received, so use it in any dispute.
A Locked badge means the authority already holds a copy of the document. When Lock filed documents is on in Compliance Settings, the source invoice can no longer be deleted; correct it with a customer return, which is filed as a credit note.
Resend a failed document
Fix the cause first. The error message, and the suggested fix in Failed Submissions, tell you what to correct: for example the customer's tax registration number.
In the document's actions menu, choose Retry submission. The message Queued for resubmission confirms that the system will send it again.
Retry submission appears only for documents whose status is Failed (retrying), Failed, Rejected or Invalid (test mode), and only for users with the permission to resend fiscal documents.
Common questions
A customer says the authority has no record of my invoice. Search for the invoice number. If its status is Accepted or Cleared, give the customer the Authority reference. If it is still Pending or Submitted, the authority has not answered yet.
Why does the printed invoice differ from the invoice screen? A filed invoice prints from the filed document, so the paper always matches what the authority received.