Onboarding a new device (Online)

This page provides the details on how to register a new online device on the ClearTax e-Invoicing platform

Step 1: Click on Settings:

Go to the settings section by clicking on the ‘Settings’ button on the side menu.

Navigating to 'Settings' page from side menu

Step 2: Go to ‘Devices’ in settings

Click on the ‘Devices’ option in settings side menu to go the device settings page.

Going to Devices page

You will land on the ‘Devices’ page with the list of devices showing in the table with status and other information.

Devices page

Step 3: Click on ‘Add new device’

Click on ‘Add new device’ on the top right of the 'Devices' page to start with the onboarding of a new device or EGS solution. Devices are also called EGS units or solutions by ZATCA where EGS stands for e-Invoice generating solution unit.

Click on 'Add new device'

Step 4: Choose the type of device

Choose from the two options available for the type of device i.e. Online or B2C offline POS devices. Online devices are used to convert the incoming invoice data into an xml and then add the ICV, UUID and PIH to it. After that the invoice hash is generated and the invoice is signed to generate the signed QR code which then submitted to ZATCA for approval through the same device. Online devices could also be used for reporting already signed invoices coming from different retail stores. In this case the signed invoice by an offline device is submitted to ZATCA via an online device for reporting. B2C offline POS devices are used at store POS terminals to sign an invoice and generate the signed QR code. Choose whichever is appropriate for the new device that you want to register with ZATCA.

Choosing the type of device

Step 5: Registering an online device

Click on ‘Online Devices’ to start with the registration of an online device.

Begin registration of an online device

Step 6: Entering device details

Clicking on ‘Online devices’ will start the device registration process and open the page where device details have to be entered.

Adding details to register a new device

Below details are required to auto generate the device name and the EGS serial number as per the requirements of ZATCA:

1. Industry - The sector in which the business using this device operates in

2. ERP/POS - The ERP or PoS system where this device would be used

3. Location - This would be the location where the device would be used indicating the place of business. Use a city name or a district name

4. Invoice Type - By default this would be ‘Both’, meaning that both standard and simplified tax invoices can be generated using the device but it can be changed to support only one type as required

Entering the details of the device

Once the required details are entered the 'Device Name prefix' and 'EGS serial number' would be auto generated. Enter the 'Device name suffix' as counter to create a complete device name using which you can easily identify to which system the device belongs to. A simple number '0001' would be enough to generate the complete device name.

Auto generation of device name and EGS serial number based on details

Click on 'Continue' on the top right to proceed further once all the details are generated.

Procceding to next step

Step 7: Enter OTP

Enter the OTP that is fetched from the Fatoora portal of ZATCA against the devices in the ClearTax portal. Each device requires one OTP from the ZATCA portal and the order can be any.

Ensure that you are using the OTP from the correct ZATCA environment i.e. simulation or production as applicable. The link to the Fatoora portal is https://fatoora.zatca.gov.sa/. Go to the ZATCA portal and enter the number of devices for which OTP is needed to generate them. Enter the OTP on the ClearTax screen to proceed further. Please note that the OTPs are valid for 1 hour from the time of generation. Click on ‘Continue’ after entering the OTPs.

Entering OTP

Step 8: Verification and device registration

Once the OTPs are entered the information of devices are submitted to ZATCA for verification and registration. Compliance xmls are generated and sent to ZATCA for verification. A production CSID (cryptographic stamp identifier) is given by ZATCA in case of a successful registration. In case of a failure due to invalid OTP an error message is returned. You can wait on the same page for device registration to be completed or go to the 'Settings' page to check the status of the devices attempted.

The status of the device registration can be checked from the device settings page.

Checking the status of devices

If all the details are correct and the OTP is correct then the device would be successfully registered with ZATCA. Active devices can be used for generating e-Invoices immediately.