How to Acquire the eTIMs System

The eTIMS (electronic Tax Invoice Management System) is a software solution that provides taxpayers with options for a simple, convenient and flexible approach to electronic invoicing. Taxpayers can access eTIMS on vairous computing devices, including computeres, laptops, tablets (Windows only), smartphones, and Personal Digital Assistants (PDAs). In this article, we dive into the process of how to acquire the eTIMS system and make application to use it.

• Copy of ID of the Owner/ Director of the company or Legal Representative

• Download and fill the Confirmation form to be signed by the Owner/ Director of the company or Legal Representative

AVAILABLE eTims SOLUTIONS AND ELIGIBILITY REQUIREMENTS

1. eTIMS CLIENT SOFTWARE (For Windows, Android Tablet and PDA):

This solution is specifically designed for Large and Medium Taxpayers, both VAT and non- VAT registered taxpayers, as well as other taxpayers who may apply for it.

Eligibility criteria for eTIMS Client Software

• Taxpayer must be selling goods.
• Taxpayer must have a desktop/laptop running Windows OS; not compatible for MAC computers - Windows 10.0.17 or a later version, 2GB minimum RAM, 20 GB minimum storage.
• Taxpayer has no invoicing system.

Step by Step Guide.

• eTIMS Paypoint User Guide (Windows)
• eTIMS Multi-Paypoint User Guide (Windows)
• eTIMS Paypoint User Guide (Android Tablet)

2. eTIMS MOBILE APPLICATION:

The solution is suitable for small, micro or newly registered taxpayer whose annual turnover does not exceed five million Kenya Shillings (KES 5,000,000.00) per annum.

Eligibility criteria for eTIMS Mobile

• Suitable for small and micro taxpayers.
• Taxpayer must be in service sector; no provision for stock management.
• Taxpayer must possess a smart phone with android version 8.0 and above with internal storage capacity from 8 GB and above.

Step by Step Guide.

eTIMS Paypoint User Guide (Android)

3. ONLINE eTIMS:

Eligible taxpayers for this solution are those operating in service sector who do not issue more than 10 invoices per month. E.g.: rental property owners, transport service providers, consultants, lawyers, etc.

Step by Step Guide.

• eTIMS Online portal User guide

4. eTIMS SYSTEM TO SYSTEM INTEGRATION:

This solution is designed for taxpayers with an automated billing/ invoicing system who need to integrate their billing/ invoicing system with Kenya Revenue Authority. The system-to-system integration is facilitated through an Online Sales Control Unit (OSCU) or Virtual Sales Control Unit (VSCU).

• Online Sales Control Unit (OSCU) suitable for entities whose invoicing system operates online.
• Virtual Sales Control Unit (VSCU) suitable for entities who undertake bulk invoicing and whose invoicing system does not always operate online.

Taxpayers have an option to undertake self-integration or use a certified third-party vendor to facilitate the integration. Persons intending to undertake self-integration or act as third-party vendors are required to undergo a certification process prior to commencement of integration.

How to certify an automated billing/ Invoicing System to use OSCU/ VSCU

• Visit KRA Website and go through OSCU or VSCU API technical specifications on how to integrate your Invoicing system.
• Develop and test the OSCU/VSCU integration using the eTIMS sandbox environment. Download step by step guide.
• Apply for certification by submitting eTIMS Bio Data Form and required documentation to KRA eTIMS Operations office.

a) Required documentation for of Third Party Vendor integrators certification

• Business Registration Documents - (Certificate of Incorporation/ Business Registration Certificate & CR12)
• Business Permit
• National ID for directors/ partners/ sole proprietor
• Company/ Business Tax Compliance Certificates
• Proof of at least three qualified technical staff handling system development and system administration.
• Notarized declaration by the third-party Vendor that they are not insolvent, in receivership, bankrupt, or being wound up.
• Technology Architecture documentation of how integration between Trader Invoicing System (TIS) and eTIMS will take place.
• Trader Invoicing System (TIS) integration Software (on optical disk storage) – The vendor will submit to KRA a read only optical disk containing:
  • All files that make up the TIS integration Software.
  • All the PDF documents needed during the certification process. Note: this Optical Disk (CD or DVD) is to be submitted prior to certification of the TIS integration

b) Required documentation for Taxpayer self-integration certification

• Company/ Business Tax Compliance Certificate
• Proof of at least three qualified technical staff handling system development and system administration.
• Technology Architecture documentation of how integration between Trader Invoicing System (TIS) and eTIMS will take place.
• Trader Invoicing System (TIS) integration Software (on optical disk storage) – The vendor will submit to KRA a read only optical disk containing:
  • All files that make up the TIS integration Software
  • All the PDF documents needed during the certification process. Note: this Optical Disk (CD or DVD) is to be submitted prior to certification of the TIS integration

5. Technical and Administrative review by KRA.

6. After successfully integrating with KRA and undergoing the certification process, KRA will issue an interim approval certificate for the VSCU/ OSCU integration.

7. Start using your certified integrated invoicing system to issue receipts

8. Upon expiry of the interim approval certificate, a review will be undertaken and a final certification issued in case of approval.

Source: KRA Website