USER GUIDE FOR eTIMS PAYPOINT [WINDOWS]

n 2023, KRA reshaped how businesses approach deductions, payments, assessments & VAT declarations by introducing etims in Kenya.

From then it became mandatory for all businesses, including those not registered for VAT to electronically generate and transmit their invoices to KRA through the eTIMS platform.

This comprehensive guide will equip you with everything you need to know about eTims in Kenya.

We’ll delve into what it is, the various solutions available, its numerous benefits, and the step-by-step process for registration, invoice generation, and even printing.

By the end of this blog post, you’ll be confident in navigating eTims and ensuring your business stays compliant with Kenyan tax regulations.

1. Access Your eTims Account:

• Launch your chosen eTims solution. This could involve logging in to the eTims Taxpayer Portal for web-based solutions or opening the downloaded eTims Client software for the desktop application. For eTims Lite (USSD), simply dial the designated USSD code on your mobile phone.

2. Locate the Invoice Generation Feature:

• Once you’ve accessed your eTims account, navigate to the section for creating invoices. This might be labeled “Invoice Generation,” “Issue Invoice,” or something similar. The exact terminology may vary depending on the chosen solution.

3. Enter Invoice Details:

• The invoice generation section will provide a form for entering all the necessary invoice details. Here’s a breakdown of the typical information required:
  • Customer Information: Enter the name and contact details of your customer, including their tax identification number (if applicable).
  • Invoice Details: Provide a unique invoice number, invoice date, and due date for payment.
  • Product or Service Details: Clearly list the products or services you’re invoicing for. For each item, include a description, quantity, unit price, and any applicable taxes.
  • Payment Terms: Specify your payment terms, such as cash on delivery, net 30 days, etc.

4. Preview and Finalize Invoice:

• Once you’ve entered all the necessary details, carefully review the invoice for accuracy. Ensure all information is correct, including pricing, quantities, and tax calculations. Most eTims solutions offer a preview function that allows you to see how the final invoice will appear before finalizing it.

5. Generate and Save the Invoice:

• Once you’re satisfied with the invoice details, proceed with generating the electronic invoice. The specific method for doing this will vary depending on the chosen solution. Generally, there will be a button labeled “Generate Invoice” or “Save Invoice.”

Here are some additional points to consider:

• Saving vs. Sending: Some eTims solutions may offer the option to save the generated invoice as a PDF file for your records. Alternatively, you might be able to send the invoice electronically directly to your customer’s email address within the eTims platform.
• Integration with Existing Systems: For solutions like the VSCU, there might be functionalities for integrating your eTims with existing accounting or ERP software. This allows for automatic data transfer and streamlined invoice generation. Consult the eTims user manuals or contact the KRA for specific information on integration possibilities.