Alya Books

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    Guides for Alya Books and UAE e-invoicing

    العربية

    Create a tax invoice

    Open the editor, add the buyer and lines, validate against PINT AE and submit to Taxilla.

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    A tax invoice (document kind 380) is the standard UAE VAT invoice. Alya Books builds the PINT AE XML from what you enter and reports it to the FTA through Taxilla when you submit.

    1. Go to Invoices → New Invoice.
    2. In the To block, pick a contact (search by name or TRN) or choose New contact. Picking a contact fills the name, TRN, address and the contact's payment terms.
    3. Check the meta block: the number is filled in automatically from Settings → Outgoing invoices → Document Numbering and is read-only unless Allow manual document numbers is on, the issue date is today, and the due date is calculated from the issue date and the payment terms (for example Net 30; new invoices start from your organization's default terms).
    4. Add lines. Use the product icon on a line to pick an item, or type the description, quantity, unit, price and VAT category (Standard 5 %, Zero rated, Exempt, Reverse charge). A line description can be up to 1000 characters; a counter is shown under the longer-description box. Use + Add discount for a document-level allowance or charge.
      • A Reverse charge line shows the goods type, the item's GTIN (barcode) and a Reverse charge narrative. Goods type and GTIN are required on the e-invoice and are filled in from the item when it has them; the narrative is filled in from the goods type, can be edited, and is printed under the line. The buyer's TRN is required too.
      • An Exempt line is picked by its FTA reason (financial services, residential property, bare land, local passenger transport); the Exemption reason (FTA list) picker under the line changes it for that line.
      • Profit margin scheme appears in the VAT list only while that transaction type is ticked in the right panel; otherwise it is greyed out with a note saying so.
      • Goods / service code under a line opens the item type (Goods, Services or Both) with its HS code or Service accounting code. See Transaction types and the fields each one needs.
      • Date of supply is sent on the e-invoice only when it is before the issue date. If it is the same day it adds nothing, and credit notes never carry it.
    5. Optional: add a subject line, and set the document kind, language and other options in the right panel. Salutation, introduction, closing and signature texts appear only when Letter-style texts on invoices is on (Settings → Designs & texts); for this invoice alone you can switch them on under Fields.
    6. Click Create. Alya Books runs the PINT AE checks and shows the PINT AE validation report. With no errors the status becomes Validated. On an existing draft the button is Validate & save.
    7. Once validated, Send by email, the Deliveries card and the Approval card become available (a draft shows a note instead). Click Submit to Taxilla. The E-invoicing Submissions card shows four steps: Sent to Taxilla, Validated by Taxilla, Delivered to buyer, Reported to FTA.

    Good to know:

    • Discount / charge under a line opens a discount and a charge for that line, each with a reason. The line total becomes quantity × price − discount + charge.

    • Note, batch or origin under a line opens a line note, the buyer's item number, a batch number and the country of origin.

    • Document-level discounts and charges have a Code picker next to the reason, with the standard reason codes. A percentage discount is sent with the amount it applies to.

    • The company's Trading Name (under Settings → Company profile) is sent as the party name when you fill it in; the legal name is always sent as well.

    • To deduct an advance payment, round the amount due or bill a line for a period, see Paid in advance, rounding and amount due.

    • Save draft stores the invoice without validating. The number is allocated when you save; a new invoice always gets the next number of the series unless manual numbers are allowed.

    • Payment methods, invoices in another currency and the exchange rate are explained in Payment methods and other currencies.

    • Seller data (name, TRN, address, Peppol ID, trade licence) comes from Settings. When something is missing, the validation report offers Fix now →, which opens a Company details side panel without leaving the invoice.

    • Search any business term with BT/BG field search in the editor header.

    • Once submitted, the invoice is locked. Correct it with a credit or debit note.

    • Owners, admins and accountants can create and submit invoices. Approvers and viewers can only view.

    • Each submission consumes credits from your plan (Settings → Subscription).

    • The banner above the editor tells you where Submit will send the document. In Test mode nothing is sent to Taxilla.

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    Still stuck? Contact support