Documents, voids and the audit log

Every sale the till has ever completed is on the Documents screen. This is where you go when a customer comes back with a receipt, when the numbers look wrong, or when an auditor asks a question.

Finding a document

Filter the list by:

• Type — sale, void, return or credit.
• Status — the state of the document itself.
• ZATCA status — none, pending, cleared, reported, warning or failed. Filtering on failed is the quickest way to find anything that has not reached ZATCA.

Click a row to open it.

What a document shows

The detail view has the whole invoice: every line with its quantity and price, how it was paid, and the ZATCA QR code with the submission status and any error the platform returned.

From here you can:

• Print it or save a PDF.
• Download the signed XML, which is what to send when someone wants the underlying e-invoice.
• Retry a failed ZATCA submission.
• Void it, if it has not been voided already.

One rule to know: with Phase 2 active, printing an uncleared standard tax invoice is held back until ZATCA clears it. That is a requirement of the scheme, not a limitation of the app.

Voiding

Voiding cancels a sale that should not stand. It does not delete anything — the original invoice stays in the list and a void document is recorded against it, which is exactly what an auditor expects to see.

A reason is mandatory. Write something a stranger could understand in six months: wrong item scanned, customer changed mind, duplicate ring-up. “Error” tells nobody anything.

Voided bills are never sent to ZATCA.

You can void a single line while a ticket is still open at the checkout, or void a whole completed bill from here.

The audit log

The Documents screen has a second tab: the audit log. It lists every void of a bill or a line, with the reason given and the user who did it.

This is the most useful management screen in the app and the least looked at. It is worth a couple of minutes a week.

What to look for:

• One person voiding far more than everyone else. Could be a training problem. Could not be.
• Voids clustered at quiet times, particularly right at the end of a shift.
• Reasons that say nothing. A cashier writing “x” every time has worked out that nobody reads this.
• Line voids after payment has started, repeatedly, on the same kind of item.

None of these prove anything by itself. All of them are worth a conversation.

Returns and credits

Returns and credit documents appear in the list with their own types, so you can filter for them and see what is coming back and how often. A rising return rate on one product usually says more about the product, or about how it is being described at the counter, than about your customers.