How Do I Make Sure a Product Has a Coding Code (GS1 / EGS) from the System?
The system saves the coding code (GS1 or EGS) for each product in fields specific to the e-invoice and sends it with the invoice to the Tax Authority. But the system doesn’t verify that the code is registered on the Tax Authority’s portal before sending; the code is validated when the invoice is sent, or by the Tax Authority’s portal itself. You can make sure from the system that each product has a correctly entered coding code with the following steps:
1. Make Sure of the Coding Settings
- Open E-Invoice Settings.
- Make sure the Default Coding (GS1 or EGS) is chosen, and that the Item Coding Field and the Item Type Field are specified, then save.
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Note: When the Egyptian e-invoice is enabled, the system creates two additional fields for products automatically: the coding code field (Item Code Input) and the code type field (Item Type Input), and they must be the ones specified in the settings.
2. Review the Coding Code in the Product
- Open the product from Products and Services, then click Edit.
- In the additional fields section, make sure the coding code is entered as registered in the Tax Authority’s portal, and choose its type GS1 or EGS.
- Save the product.
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Notice: If the coding code field is left empty, the system sends the product code instead of it, and if this code isn’t registered with the Tax Authority the invoice is rejected. And if the type field is left empty, the default coding from the settings is used.
3. Review All the Products at Once
- The two coding fields appear as a column and a filter in the Products List, so display the column to review the products that have no code.
- To enter the codes for a large number of products, use Import Products and map the coding code and its type columns to the two coding fields.
4. Verify the Code Registration with the Tax Authority
- To make sure the code is registered and approved, search for it in the Tax Authority’s e-invoice portal, or register your company’s EGS codes from the portal before using them.
- When the invoice is sent, if the code isn’t registered or is incorrect, the error message from the Tax Authority appears in the invoice, and the code number appears as a link that opens the product edit page directly. Correct the code then resend the invoice.
Notes
- The two coding fields cannot be deleted from the products’ additional fields as long as they are specified in the e-invoice settings.
- If the message You must choose the field for product coding and the field for item type, please check appears when sending, specify the two fields in the E-Invoice Settings.
- Sending invoices requires the permission to sync the e-invoice.