Credit, Debit Notes & Vouchers under KSA VAT: What You Need to Know

For the Saudi Arabian businesses to be able to follow the rules set by the government they need to understand the structure of the Value Added Tax (VAT). The Kingdom of Saudi Arabia (KSA) has clearly defined credit notes, debit notes and vouchers in its VAT law. To the businesses operating in KSA VAT, they need to understand when and how to produce these documents to avoid extra charges and to enable the process the transactions. With e-invoicing now having kicked off in Saudi Arabia, it is now possible to maintain compliance with VAT rules while having access to the options of a new age.

The credit and debit notes in KSA are used where there is change in the price of a product or service, return or bill which was issued mistakenly. These notes should be in relation to the accounts and the records and reports should be in line with the VAT as set by the Saudi tax authority. One of the other areas that requires more discussion on KSA VAT is vouchers that are used in relation to goods and services, or in connection with particular benefits. Awareness of these provisions will help the business to overcome some of the challenges that relate to VAT and continue with their activities.

For this reason, the e-invoicing regulation in Riyadh and the rest of Saudi Arabia has also emphasized the requirement of adherence to the KSA VAT laws on credit and debit notes and vouchers. Not only does these digital systems make all the processes more efficient but all the transactions made are also well explained and recorded. When reading through this blog, we will focus on the most crucial aspects of issuing credit notes, debit notes, and vouchers based on the KSA VAT legislation and provide you with the essential information that will keep your company legal.

What is a Credit Note? – Definition, Use, Example and More.

When the amount charged in the invoice exceeds the value of the supply made to the customer a credit note is issued by the supplier.

According to Article 40 of the VAT implementing regulations, the provider should issue a credit note in the following instances if the invoice value exceeds the genuine worth of the supply:

• Discontinuation of the supply after the delivery of the initial supply or sale has been made.
• The nature of supply transforms qualitatively, and the VAT charged also changes in relation to the new supply.
• In any way, the agreed consideration for the supply is varied, including that an additional discount is given after supply of goods or services.
• Customer takes back the goods or services that he/she received from the supplier, and the supplier agrees to such action.

However, the supplier must quote a reference number of the original tax invoice. For this reason, if there is no previous tax invoice, then the credit note cannot be issued.

Example of a Credit Note

For instance, on July 23, 2021, PSF Company LLC issued a SAR 5,000 tax invoice for the sale of office chairs to a customer. The customer later noticed that the three out of the ten chairs were wrongly priced due to the difference in the kind of material making it cost SAR 3,600. In order to overcome this problem, the PSF Company LLC has provided a credit note of SAR 1,400. This credit note shows the change of price of these chairs and makes sure that the both parties are in the right side of the correct value of the transaction.

A Single Credit Note for Multiple Tax Invoices

On occasions, a business may require issuing a single credit note which will address adjustments involving several tax invoices. This is usually the case when there are multiple changes under consideration in a variety of transactions. However, in doing so, the taxpayer is required to make a cross reference to all the original tax invoices that are being adjusted in the credit note. This makes the adjustment process transparent and lets the tax authorities follow the necessary changes to each invoice easily.

Due Date of Issuance of a Credit Note

The credit note in Saudi Arabia should be issued within 15 days after the end of the month in which the adjustment or change was made according to the VAT guidelines. Such a time frame makes it possible to correct any errors or make adjustments, and document the changes within the right fiscal period. Thus, businesses meet the deadline for VAT requirements to prevent possible problems with subsequent adjustments, fines, or audits.

Content of a credit note

A Supplier Must Mention The Following Details on The Credit Notes:

• Reference no to serial no of original tax invoice
• The date when a credit note was issued Adjusted value of supply
• The original VAT which has been charged with reference to the adjustment.
• Other particulars required for the matching of tax invoices

What is a Debit Note? – Meaning, Use, Example and More

In contrast, a debit note is a memo sent by the supplier when the value charged in the first invoice is less than the actual value of supply made to the customer. In other words, a debit note can be regarded as adjustment voucher which memorizes the fact that amount has been received from the customer due to overbilling or some other mistake. This could happen where the supplier notices that he has supplied the goods or services at a lower price than what he should have supplied at, and the customer is asked to balance the account. It can be used to make certain that the two parties, the supplier and the customer, agree on the correct transaction value.

Example of a Debit Note

For instance, PSF Company LLC has provided a tax invoice of SAR 5,000 for the office chairs sold to a client on 23rd July 2021. After going through the invoice, the management of PSF Company LLC noticed that the new price for three of the chairs had not been updated properly. This led to a situation where the value of the chairs as delivered to the customer was much more than the amount invoiced.

In order to rectify this mistake, E-invoicing in Riyadh PSF Company LLC sent a debit note to the buyer for the difference amount together with the extra VAT. This makes sure that the customer is charged the correct amount of supply and the VAT requirements are fulfilled.

Single Debit Notes For Multiple Tax Invoices

Also similar with credit notes, a taxpayer may also issue a single debit note for adjustments in relation to many tax invoices. This is usually so when several invoices need some amendments because of the wrong price, quantity or tax rate that has been applied. If a business wants to issue a single debit note for multiple invoices, it is also compulsory to make each original tax invoice that has been adjusted clearly recognizable. This helps in avoiding misunderstanding and assists the supplier and tax authorities trace which of the specific transactions have been changed.

Due Date of Issuance of Debit Note

Debit note must be issued within 15 days after the end of the month in which the adjustment or change has occurred according to the VAT law in KSA. This timeframe makes it easier for the supplier to address any of the discrepancies or changes they would wish to make since any delay tends to complicate the whole VAT filing process. On time preparation of the debit note makes the supplier adhere to the set VAT regulations hence enhancing business continuity and avoiding cases of taxation problems or penalties.

Content of a Debit Note

A Debit Note Should Contain The Following Details:

• Serial number of the original tax invoice for reference.
• Date of issue of debit note
• Adjusted value of supply
• Original VAT charged for the purpose of the adjustment
• Any other information needed for matching with the tax invoices

Vouchers – Everything to know

• Vouchers in KSA are documents that require the supplier to accept it as part of the consideration or whole consideration for the supply of goods or services by him. Thus, such vouchers or other documents must contain information about the nature of goods or services or the supplier.

• VAT is not charged when a voucher is issued or supplied because it is not subject to VAT in Saudi Arabia law.

• However, when a customer uses the voucher to pay for the goods or services in KSA VAT as a consideration for such goods or services, the VAT is charged on the goods or services. Furthermore, when a voucher is tendered for reimbursement, then for a consideration higher than face value, VAT has to be charged

Conclusion:

In conclusion it is important for businesses to learn about the correct credit and debit notes in KSA VAT to avoid penalties. These documents are useful in satisfying the tax requirements especially where changes are to be made concerning price, or even quantity. The broad areas that business entities should consider in order to achieve efficient VAT include; the use of credit and debit notes within the period allowed by the Saudi tax authorities and the right cross reference to the original invoices.

KSA VAT is relatively new, and with the implementation of e-invoicing in Saudi Arabia it is important to be up to date and compliant with all the requirements. Such an understanding is quite helpful whether credit or debit notes or vouchers in avoiding many pitfalls and working legally. This means that one should always update on the current KSA VAT laws in order not to break the law as well as compliance of the company’s legal requirements.