Fiscalise bills with the GRA

Set up fiscalisation

Open Settings, Finance, Billing settings. Fiscalisation has three choices:

• Not fiscalised: new bills need no fiscal reference.
• Reference entered by hand: use the GRA portal or the firm's device, then record its reference on the bill.
• GRA E-VAT: posting queues the document for automatic submission.

Set the Fiscalisation maximum attempts and Block sending before fiscalisation in the same place. Each setting shows its default and source, and every change is recorded in the settings history. Changing Fiscalisation affects new documents; it does not restart an old bill or reverse a manual fallback. The maximum-attempt and send-block rules apply to ongoing work as well.

Open Settings, System, Integrations, GRA E-VAT to set the base URL, firm TIN, registered device id and API key. The API key is encrypted and never shown again. Test connection checks the provider without submitting an invoice. Restart the API and worker processes after saving the credential.

Read a bill's standing

After posting, the bill starts at Reference pending. E-VAT submissions run in the background. While the worker is sending it, the standing is Submitting. An accepted answer makes it Recorded; a rejection or connection failure makes it Failed.

The Fiscalisation section shows the gateway, reference, attempts, last message, next automatic retry, and any reason for falling back to manual recording. Once recorded, it also shows the GRA QR code and who recorded the answer. The QR is an image; LFMS does not open its payload as a link.

The Fiscal submissions tab keeps every attempt, newest first. Search by document number or reference, or narrow by state and submission dates. View attempt shows the answer, who submitted it and the next automatic retry. An automatic submission names the worker.

A recorded document cannot be submitted again and its fiscal reference cannot be changed. Correct a bill with a credit note.

Deal with a failure

A connection failure retries automatically after one minute, then five, fifteen and sixty minutes, then every six hours, up to the firm's maximum attempts. That maximum includes the first attempt. A GRA rejection does not retry automatically: read its message and correct the underlying issue first.

The responsible partner and people allowed to fiscalise bills receive a critical notification when the GRA rejects the document or automatic attempts run out.

From the bill's actions menu:

1. Retry fiscalisation asks for confirmation and queues another attempt. Check the portal first if the earlier answer is uncertain.
2. Record by hand asks why. Saving the reason stops automatic retries and puts the document back at Reference pending with the manual gateway.
3. Record fiscal reference then accepts the reference from the portal and, where supplied, its QR code text. Saving records a manual attempt and prepares a new PDF.

These actions need the Fiscalise bills and credit notes permission and appear only when the document's standing allows them. A failed save keeps the form open and explains what to change.

Work across the firm

Open Billing, Fiscalisation for all submission attempts the reader may reach. Failed and rejected attempts come first by default. Search by bill number or fiscal reference, or filter by state and date range. The document's name opens its own page.

The register keeps history, so an earlier failed attempt still reads as failed after a later attempt succeeds. Open the document to see its current standing.

Credit notes and sending

A credit note against a fiscalised bill follows the same submission workflow. Its page has the same fiscal rail, history tab, retry, fallback and reference actions.

When Block sending before fiscalisation is on, a submitting or failed bill or credit note cannot be sent to the client. The refusal names the document and directs the sender to fiscalise it. A manual document awaiting its reference can still be sent under this policy; confirm that choice with the firm's adviser.

For a document requiring fiscalisation, the PDF prints Fiscal reference pending until the reference is recorded. Once recorded it prints the reference, QR code where supplied, and Fiscalised with the Ghana Revenue Authority. Earlier filed PDFs remain in history; download the current PDF for the recorded answer.