Configuration

Jordan

A configuration guide to being compliant in Jordan

This document provides a step-by-step configuration guide for a compliant setup in jordan.

Compliance in Jordan at a glance

Which flows are affected?

✅ B2C

✅ Ecom

✅ B2B

Which flows are not covered?

❌ Ship from Store

❌ Click & Collect

✅ Endless Aisle

Which type of fiscalization is required?

✅ Local rules and legislation

❌ Third party software integration required

❌ EVA is directly integrated with the tax authority

❌ Special hardware required

Who needs certification?

❌ New Black

❌ Retailer

✅ N/A

Introduction

When it comes to real-time sales posting, there are no mandatory software integration or hardware requirements in this country. Nevertheless, businesses are obliged to provide their transactions and invoices to authorities and auditors upon request. Therefore, the settings and configurations enlisted here will ensure that the correct docs are generated at the right time with proper invoice sequencing.

Special considerations

A few considerations need to be taken into account when it comes to the Jordanian compliancy configurations, as follows:

Local mode support

Local mode is currently not supported by EVA in Jordan. Activating local mode is done at your own discretion and risk. We strongly recommend conducting thorough testing of local mode before going live to ensure it aligns with your expectations.

If you require support for local mode, please submit a JIRA development ticket, namely a request for change.

Unreferenced returns

Unreferenced returned orders are permitted (a return that is not linked to an original order sold via EVA).

However, when creating an unreferenced return, EVA will require you to enter the order number and sales date of the original sale to which this return will reference. If you are migrating from an old POS system, you can enter the order number and date from the receipt of the original sales order. This data is necessary to demonstrate to authorities that you are not simply returning items, which could be perceived as a sign of tax evasion.

Simplified invoices

Simplified invoices are essentially streamlined sales receipts that contain minimal information. Unlike a standard invoice, which lists comprehensive customer details such as name, billing address, and VAT number, a simplified invoice requires only a VAT number or Fiscal ID. This type of invoice is permissible only when the total order amount remains below a certain threshold. For Jordan, a simplified invoice would be issued if the order is anonymous and below 200 Jordanian Dinars.

Step-by-step configuration

This is a step-by-step guide to configurations that need to be performed within EVA for a compliant setup in Jordan. The steps should be followed in the same order as presented hereunder.

Step 1: Structure your company by means of OUs

The entire structure of your company, stores, e-com front ends and whatnot, can be configured by means of organization units. Please see Organization units for a thorough explanation on the benefits and practical steps of creating a hierarchical OU structure.

Companies

In your scenario, you likely already have an OU structure set-up, with a Container company at the top. Each country however, also needs its own specific company. This means that now that you're starting to operate in Jordan, you need to create a new company.

Later on you will have to add this company to each OU you create for Jordan.

For the company you create for Jordan specifically, please make sure the following fields are filled in:

• Name
• VAT Number
• Registration Number
• Address (VisitorAddress)
  • Street
  • HouseNumber
  • ZipCode
  • City
  • CountryID

Jordan VAT number structure and samples

In Jordan, the VAT number is known as the General Sales Tax (GST) number. The format of the GST number in Jordan typically consists of a unique sequence of digits assigned to businesses for tax purposes.

For example, a VAT number might look like this: 123456789. There is no specific prefix or suffix, and it usually is a straightforward numeric sequence.

Create your OUs

Creating country and (web)store OUs.

Country OU

First off: create your new Country type OU for Jordan.

While this OU requires you to set a Parent store, to indicate its place in the hierarchy, your Country OU does not require a Company.

(Web)Store OUs

With your country and country-specific company ready, you can start creating your OUs in Jordan. While these are likely certain to include Shops (physical stores) and WebShops (for your custom e-commerce front end(s)), many more OU types are possible.

Please see the Organization unit types list for an overview of possible OU types.

Make sure the following fields are filled in:

• Name
• BackendID (store number)
• Address
  • Street
  • ZipCode
  • City
  • CountryID
• CompanyID (Make sure to select the company you've created)

Additional step for multiple stores

In scenarios where multiple organization units/stores operate in the same country, it's best to make a grouping. While you can also create groups by means of Organization unit sets, we advise making one as an (Container) OU instead. This will ease setting inheritance and make for a clear structure in your OU hierarchy.

1. The grouping can be done by creating a new organization unit of type Container + Country.
2. Once created, attach all your stores (organization units of type Store) under the new container for this country.

Step 2: Create stations

For the Organization Unit(s) of type Store where transactions will be performed, you'll need to create Station(s) for each (if applicable). Adding a station can be done by following the steps here.

When creating the Station(s), make sure the following fields are filled in:

• The underlying Organization Unit where the station will be used i.e. attached to the OU of type Store.
• The station name.
• The box This station is a fiscal station and will be used for transactions needs to be checked.

Step 3: Check payment types

For transaction reporting, EVA groups your payment types into a number of predefined categories (e.g. Cash, Credit, Voucher, Online, etc.). To perform transactions, ensure that all Payment types you offer in this country have a Payment Category defined. Payments are configured via the Admin Suite under the Payment methods chapter -> Payment Types -> Payment Category field.

Step 4: Settings for auditing provider and invoices

The following settings need to be added. This can be done via the Admin Suite under the Settings chapter.

Setting	Value	Organization unit	Description
Auditing:Provider	JO	JO on store OU's when go-live is in phases or on country level when we've got a big bang go live.	Sets the certified aspects
UseInvoiceOutputFacade	true	Root level (store OU) or Container level	Attaches the Certified Invoice PDF when emailing the Invoice from our frontend App. This setting enables the use of the CertifiedInvoice stencil with destination Mail
AllowConsumerInvoices	true or false (default: false)	Root level (store OU) or Container level	When set to true, enables automatic generation of PDF invoices for B2C sales.

Setting for Bilingual Receipts and Invoices

This feature allows for the generation of bilingual receipts and invoices, specifically targeting the description of a product property. For example, your invoice and receipt language is in English however, you need a product property description to be shown in Arabic instead. For that, you must use the ForeignDescription property.

Expand for details on how to configure

Certified Invoice Stencil Configuration

Within the certified invoice stencil, there is a section that can be configured to display the invoiced product(s) product properties. When that part of the certified invoice stencil is given the ForeignDescription "if" statement (sample below), the foreign description will be visible.

Setting

To enable the display of a ForeignDescription in the invoice, a setting named Auditing:ForeignDescriptionProperty also needs to be set. Specify the desired product property type as a value for this setting to see the bilingual descriptions on your invoices.

Here is a sample of the referred to "if" statement:

    {{if ForeignDescription}}
                <row>
                    <col>{{>ForeignDescription}}</col>
                </row>
    {{/if}}

Settings for e-commerce

Please configure the following setting specifically on your e-commerce OU:

• Auditing:Provider - JO

By doing so, EVA will implement the following logic automatically:

• Output documents
• Document sequencing
• Certified Stencils

Step 5 (optional): Auto open close financial period

This is an optional step where you can configure auto open and close of your financial period.

Step 6: Stencils

This step impacts what your certified invoices (thermal & PDF) will look like.

For setup instructions and additional information on Certified Invoices, please visit the Stencils for certified countries documentation page. To attach a certified invoice to an email, a separate stencil is necessary. You can find the configuration details for this stencil on the same page.

Sample PDF and Thermal Receipts

You can generate a preview of your PDF invoice or Thermal Receipt using the Stencil chapter. Remember, the order details in the preview will be substituted with the actual order information. Additionally, we advise printing a real PDF invoice and thermal receipt during your testing, and to not rely solely on this preview feature.

Stencil Preview Feature

Below is an example of the CertifiedInvoice template preview found in the Stencil chapter of Admin Suite.

Additionally, remember that you can enable the Setting for Bilingual Receipts and Invoices if necessary.

Step 7: Validation & testing

Now is a good moment to validate and test your setup, as follows:

Validation

Once you're done with all configuration steps. Make sure to use the Validate audit configuration button to check if any compliance-related configurations or data is missing or successfully configured.

Testing

Start placing some orders and check the following:

• Invoice output and numbering
• Thermal receipts output
• PDF invoice output
• Data lake connection
  
  

Step 8: X/Z reports

Reports are essential for daily financial reconciliation, inventory management, and ensuring accuracy in sales tracking and reporting.

In EVA we make the differentiation between two types of reports: X report and Z report.

• X report (Middle of Day report): Summary statement of the day's sales totals without any notion of closing or generation of cumulative data.

  • X reports can be generated at any time during the day without affecting the ongoing totals.
  • It provides a snapshot of sales, VAT collected, breakdown of payment methods, date and time, without resetting counters.
  • It is not possible to re-generate a specific X report as they are snapshots of the current state.
  • The X report is station specific.

• Z report (End of Day report): Definitive summary statement of sales totals associated with a daily closing and the generation of daily cumulative data.

  • Z reports are generated by closing of the financial period in EVA, typically at the end of a business day.
  • Summaries of certain data, and therefore don't contain any detailed data at transactions level. The Z total reports and all data supporting the reports will need to be retained.
  • It provides a summary of total sales, VAT collected, the breakdown of payment methods, date, time and sequential number
  • The Z report is station specific.

How to generate the reports

EVA can generate a daily X and Z reports by closing the Financial Period, or via the terminal report service: GenerateTerminalReport. The Event ledger in EVA will show all the generated reports.

Each report will be tagged with a unique, sequential identification number that follows a chronological order. It maintains a database of these reports for the current year (or financial period) and archives the data from the six preceding years (or financial periods) that have been concluded.

How to set up the Terminal Report stencil

When it comes to X/Z reports, a stencil called TerminalReport is used.

Here is the stencil content

<report>
    <scope bold="true" align="center" size="1,1">
        {{>Document.Type == 0 ? 'X Report' : 'Z Report'}} #{{>Number}}
    </scope>
    
    <scope align="center" font="FontB" tabs="21">
        {#partial TerminalReportHeader}
    </scope>
    
    <feed amount="32"/>
    
    Date: {{:~date(Document.CreationTime, 'DD.MM.YYYY', 'fr-FR', 'Europe/Paris')}}
      Heure: {{:~date(Document.CreationTime, 'HH:mm:ss', 'fr-FR', 'Europe/Paris')}}
    
    <feed amount="32"/>

    <grid positions="0, 30">
        <row>
            <col width="20">
                <bold>Changement</bold>
            </col>
            <col>{{:~currency(Document.Change, ~root.CurrencyID)}}</col>
        </row>
        <row>
            <col width="20">
                <bold>Ouverture du tiroir-caisse</bold>
            </col>
            <col>{{>Document.CashDrawerOpenings}}</col>
        </row>

        <row>
            <col width="20">
                <bold>Paiements</bold>
            </col>
            <col>{{: Document.Payments ? Document.Payments.length : 0}}</col>
        </row>

        {{for Document.Payments}}
        <row>
            <col width="20">
                {{>Type.Name}} ({{>Count}})
            </col>
            <col>{{:~currency(Amount, ~root.CurrencyID)}}</col>
        </row>
        {{/for}}

        <row>
            <col width="20">
                <bold>Taxes</bold>
            </col>
            <col>{{: Document.Taxes ? Document.Taxes.length : 0}}</col>
        </row>   

        {{for Document.Taxes}}
        <row>
            <col width="20">
                {{>Name}} ({{:~rateToPercentage(Rate)}})
            </col>
            <col>{{:~currency(Amount, ~root.CurrencyID)}}</col>
        </row>        
        {{/for}}

        <row>
            <col width="20">
                <bold>Paiements par employé</bold>
            </col>
            <col>{{: Document.PaymentsPerUser ? Document.PaymentsPerUser.length : 0}}</col>
        </row>

        {{if Document.PaymentsPerUser}}
        {{for Document.PaymentsPerUser}}
        <row>
            <col width="20">
                Employé(e) {{>UserID}} ({{>Count}})
            </col>
            <col>{{:~currency(Amount, ~root.CurrencyID)}} ({{>Description}})</col>
        </row>
        {{/for}}    
        {{/if}}

        <row>
            <col width="20">
                <bold>Groupes de produits</bold>
            </col>
            <col>{{>Document.ProductGroups.length}}</col>
        </row>

        {{for Document.ProductGroups}}
        <row>
            <col width="20">
                {{>Code}} ({{>Count}})
            </col>
            <col>{{:~currency(Amount, ~root.CurrencyID)}}</col>
        </row>
        {{/for}}

        <row>
            <col width="20">
                <bold>Nomber de remise</bold>
            </col>
            <col>{{>Document.DiscountCount}}</col>
        </row>
        <row>
            <col width="20">
                <bold>Total des remises</bold>
            </col>
            <col>{{:~currency(Document.TotalDiscounts, ~root.CurrencyID)}}</col>
        </row>     

        <row>
            <col width="20">
                <bold>Nombre de retours</bold>
            </col>
            <col>{{>Document.ReturnCount}}</col>
        </row>
        <row>
            <col width="20">
                <bold>Total des retours</bold>
            </col>
            <col>{{:~currency(Document.TotalReturnsAmount, ~root.CurrencyID)}}</col>
        </row> 

        <row>
            <col width="20">
                <bold>Nomber d'exemplaires</bold>
            </col>
            <col>{{>Document.CopyReceiptsPrinted}}</col>
        </row>
        <row>
            <col width="20">
                <bold>Total d'exemplaires</bold>
            </col>
            <col>{{:~currency(Document.TotalCopyReceiptsAmount, ~root.CurrencyID)}}</col>
        </row>      

        {{* Grand totals *}}
        <row>
            <col width="20">
                <bold>Total général (paiement en espèces)</bold>
            </col>
            <col>{{:~currency(Document.GrandTotalCash, ~root.CurrencyID)}}</col>
        </row>
        <row>
            <col width="20">
                <bold>Total général</bold>
            </col>
            <col>{{:~currency(Document.GrandTotal, ~root.CurrencyID)}}</col>
        </row>        
        <row>
            <col width="20">
                <bold>Total général (retours)</bold>
            </col>
            <col>{{:~currency(Document.GrandTotalReturns, ~root.CurrencyID)}}</col>
        </row>        
        <row>
            <col width="20">
                <bold>Total général (HT)</bold>
            </col>
            <col>{{:~currency(Document.GrandTotalNet, ~root.CurrencyID)}}</col>
        </row>        
    </grid>

    <feed amount="32"/>
    
    Terminal: {{>TerminalCode}}
    
    <feed amount="16"/>

    <scope align="center">
        <qrcode data="{{:ZippedSignature}}" size="6"/>
    </scope>

    <feed amount="16"/>
</report>        

Automated printing Z report(s)

Using a setting called Auditing:PrintTerminalReport and a value true, accompanied by the Terminal Report stencil, an automatic print of the Z report will be made once a financial period is closed. If you have multiple stations in you store, a print of all Z reports pertaining to the station you're logged into when closing your financial period will be printed.

Printer configurations

Beware that printer configurations for the respective stations need to exist in order for the Z reports to successfully print.

Step 9: Fiscal archiving & audit files

There are no compulsory regulations set by the authorities in this country when it comes to creation of Audit files. However, tax registered entites are obligated to maintain comprehensive records. This includes the retention of detailed information regarding all goods and services rendered to taxable parties.

To facilitate swift retrieval of such records for submission to tax Authority (if needed), our white label audit files can be used. The audit file(s) include an overview of underlying tax information/operations readily available upon any requests from the authorities (file is in JSON format).

More on generating Audit files can be found here.

Automate generation of audit files

The CreateFinancialPeriodAuditTask could be configured to trigger generation of audit files at specific date/time. This task will basically do an automated generation of the audit files mentioned above in the start of step 9, which depicts the manual triggering of these audit files.

The following can be configured from the Scheduled tasks chapter, while filling in the fields as follows:

Type: EVA.Auditing.Tasks.CreateFinancialPeriodAuditTask

• Name: Any unique name you want
• Schedule: a cron value example, 0 4 2 * * . Test what you want your cron to look like here, then specify the exact value in this field i.e. the recurring point of time that would trigger this task.
• Settings
  • Type: can be left blank
  • Organization unit: the ID of the country that this report would pertain to i.e. The Jordanian organization unit type store.
  • Email address: In case of task failures the email address you mention here will receive a notification. This is an optional field but quite handy.