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KRA eTIMS Compliance Features in BetaSuite

Full VSCU integration — every invoice submitted to KRA automatically, in real time

KRA eTIMS VSCU Integration

BetaSuite is certified for integration with Kenya Revenue Authority's eTIMS Virtual Sales Control Unit (VSCU). Every invoice, credit note, debit note and stock movement declaration is submitted to KRA in real time via the official VSCU API. Fiscal receipts include the KRA-required QR code, eTIMS serial number and device reference — meeting all current eTIMS technical specifications without any manual intervention from your finance team.

Automatic Fiscal Receipt Generation

The moment a sale is completed in BetaSuite — whether at the retail counter, restaurant table, hotel checkout or through a sales invoice — a KRA-compliant fiscal receipt is generated and submitted to VSCU automatically. B2C receipts for consumer sales and B2B tax invoices for business customers are handled separately as required by KRA. Credit notes for returns and cancellations are also submitted to eTIMS in the correct format.

Automatic Retry on Submission Failure

If KRA's VSCU servers are temporarily unavailable or the submission fails for any reason, BetaSuite queues the transaction and retries automatically at configurable intervals. No human intervention is needed for routine connectivity issues. Failed submissions that cannot be resolved automatically are flagged for administrator attention with the error details and the original transaction data — ensuring 100% submission compliance even during KRA system disruptions.

Correct VAT Treatment Across All Transactions

BetaSuite applies the correct Kenya VAT treatment to every transaction automatically — standard rated (16%), zero rated (0%) and VAT exempt items are identified based on your product configuration. The VAT analysis is submitted as part of every eTIMS transaction, ensuring your VAT declaration to KRA is consistent with your actual sales records. This alignment between your POS receipts and your VAT return is what KRA's eTIMS mandate is designed to achieve.

Stock Movement Declarations

For VAT-registered businesses, BetaSuite submits stock movement declarations to eTIMS when goods are transferred between branches, returned to suppliers or written off as damaged. These declarations give KRA visibility of stock flows that could indicate undeclared sales — and your compliance with the requirement demonstrates the integrity of your inventory and revenue records to the revenue authority.

eTIMS Submission Audit Trail

Every eTIMS submission is logged in BetaSuite with the transaction details, submission timestamp, KRA response code and the eTIMS confirmation number. This audit trail is your evidence of compliance if KRA queries any transaction during a tax audit. Submission logs are searchable by date, invoice number, customer and submission status — making it straightforward to produce documentation for any audit query within minutes.

eTIMS Status Dashboard & Reporting

The eTIMS dashboard shows the real-time status of all submissions — submitted successfully, pending retry or requiring attention. Daily summary reports show your total eTIMS transactions, the success rate and any failures. Monthly eTIMS compliance reports can be produced for management and for your tax adviser — demonstrating that your business has maintained full compliance with the eTIMS mandate throughout the period.

Multi-Branch eTIMS Management

Each branch operates with its own KRA PIN and eTIMS device credentials, configured separately in BetaSuite. All branches submit their transactions to eTIMS through the same system, and a consolidated compliance dashboard at head office shows submission status across all locations simultaneously. Branch-level compliance reports allow management to identify and resolve issues at specific locations before they become a systemic compliance risk.

How KRA eTIMS Works in BetaSuite

Compliance is built into every transaction — not a separate filing process

1

Configure Your KRA Credentials

Enter your KRA PIN, eTIMS device serial number and VSCU API credentials in BetaSuite's eTIMS settings. Our onboarding team guides you through the KRA activation process and tests the connection before you go live. Each branch gets its own configuration if you operate multiple tax points.

2

Process Transactions Normally

Your cashiers, sales team and billing staff process transactions exactly as they always have. BetaSuite creates and submits the eTIMS declaration automatically in the background — no additional steps required from the user. Compliance happens without interrupting the customer experience.

3

KRA Confirmation Received Instantly

Within seconds of a transaction, KRA returns a confirmation including the eTIMS receipt number and QR code. This is printed on the customer's fiscal receipt or included in the WhatsApp receipt. The confirmation is also stored in BetaSuite's audit log.

4

Monitor Compliance & File Returns

The eTIMS dashboard shows real-time submission status. Failed submissions are retried automatically. Monthly eTIMS summary reports feed into your VAT return preparation — all the data KRA expects to see in your return is already in BetaSuite, consistent with your submitted receipts.

Frequently Asked Questions

KRA eTIMS (Electronic Tax Invoice Management System) is Kenya Revenue Authority's mandate requiring all VAT-registered businesses to generate and submit electronic fiscal receipts for every taxable sale. The mandate aims to improve tax compliance and reduce VAT fraud by giving KRA real-time visibility of business transactions. Non-compliance carries significant penalties and risk of tax assessment. BetaSuite's full VSCU integration means your business is compliant automatically from day one.

Yes. BetaSuite is integrated with KRA's official eTIMS Virtual Sales Control Unit (VSCU) API and has been tested against KRA's technical specifications. The integration covers all required transaction types — B2C receipts, B2B tax invoices, credit notes and stock movement declarations. BetaSuite users receive eTIMS fiscal receipts with the correct KRA QR code, eTIMS device reference and sequential eTIMS serial numbers as required by the current eTIMS mandate.

BetaSuite handles KRA server downtime gracefully. When a submission fails due to connectivity or KRA server issues, the transaction is queued and retried automatically at regular intervals until it is successfully submitted. Your sales operations are not interrupted — you continue processing normally and the system catches up with eTIMS submissions as soon as connectivity is restored. All retry attempts are logged so you have a complete record of the compliance process.

Yes. BetaSuite generates and submits both B2C receipts (for consumer sales where the customer is an individual) and B2B tax invoices (for sales to other businesses with KRA PINs). The system identifies the correct transaction type based on whether the customer has a KRA PIN registered in their profile. Credit notes for returned goods or cancelled invoices are also submitted to eTIMS as required — ensuring your eTIMS record matches your actual sales activity precisely.

Yes. The BetaSuite eTIMS audit log records every submission with the original invoice details, submission timestamp, KRA's response code and the eTIMS confirmation number. You can search and filter submissions by date, branch, status or invoice number. Failed submissions are clearly flagged with the error message so they can be investigated and resolved. This log is your primary evidence of eTIMS compliance in the event of a KRA tax audit.

No — eTIMS submissions happen automatically in the background without any impact on your daily workflow. Your cashiers, waiters, sales reps and billing staff process transactions exactly as before. BetaSuite handles the eTIMS submission silently and only alerts users when a submission requires attention (for example, if a submission fails repeatedly and manual resolution is needed). Compliance is entirely transparent to your front-line staff.

Yes. Each branch can have its own KRA PIN and eTIMS device credentials, all managed centrally in BetaSuite. Transactions from each branch are submitted to eTIMS using the correct branch credentials automatically. The head office eTIMS dashboard shows submission status across all branches in real time, with branch-level detail for any location that is experiencing submission issues. Multi-branch eTIMS management from one system eliminates the need to monitor compliance separately at each location.

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