KRA eTIMS (electronic tax invoices)

TechFusion POS connects to KRA eTIMS through OSCU (Online Sales Control Unit). Once it's on, every sale is sent to KRA and the receipt shows TAX INVOICE, your PIN, the tax breakdown, the SCU information (CU ID, CU invoice number, internal data, receipt signature) and a QR code customers can scan to verify the invoice with KRA. Returns are sent as credit notes.

Only the business Admin can see and change eTIMS settings.

Before you start

1. Log in to the KRA eTIMS portal with your iTax PIN and apply for OSCU, choosing TechFusion POS as your system.
2. When KRA approves, note your branch ID (00 for the head office) and the device serial number KRA assigned to each branch.
3. To try it first, ask KRA for sandbox (test) details.

Set it up

Go to Settings › eTIMS (KRA).

1. Enter your business KRA PIN, choose Sandbox or Live, and tick Registered for VAT if you are.
2. Choose what items without VAT in the POS are: Exempt (A), Zero-rated (C) or Non-VAT (D). Items with 16% VAT are sent as B and 8% as E automatically.
3. Under Branches, enter the KRA branch ID and device serial for each business location and click Save, then Initialise with KRA. KRA returns the CU ID, and TechFusion stores the device key encrypted. KRA's item classifications are downloaded at the same time.
4. Set a default KRA item classification, then open Items to give your main products their exact classification. You can apply one classification to every unclassified item in one step.
5. Check the payment methods mapping. For example, set your M-Pesa method to Mobile money (06).
6. Tick Send sales to KRA eTIMS and Save settings.

Only sales made after you switch eTIMS on are sent to KRA.

Selling

Sell as usual. At checkout the sale is sent to KRA (by default the POS waits up to 8 seconds), so the first receipt already has the KRA signature.

If the internet or KRA is slow, the sale still completes and the receipt says "KRA eTIMS: signature pending". TechFusion keeps retrying in the background every 2 minutes. Reprint the receipt from Sell › All sales to get the signed copy.

Returns (credit notes)

When you record a sell return, it's sent to KRA as a credit note that refers to the original invoice. The original sale must have been signed first; TechFusion takes care of the order.

KRA invoices cannot be edited. If you edit the amounts of a signed sale, the eTIMS invoices page flags it. Record a return for the difference instead.

Checking what was sent

Settings › eTIMS (KRA) › Invoices sent to KRA lists every invoice with its status:

• Signed: accepted by KRA.
• Pending / Retrying: waiting to be sent (for example, while offline). These are sent automatically.
• Rejected: KRA refused it. Read the message (usually a missing item classification), fix the cause and click Retry.

Send pending now sends everything immediately instead of waiting for the next automatic run.

Stock

Purchases, stock adjustments, stock transfers, sales and returns are also reported to KRA as stock movements, together with the remaining quantity of each item.

Common questions

"KRA says this device is already initialised". Each device serial can be initialised once. If you reinstalled or lost the key, ask KRA to reset the device, or use the serial assigned to that branch.

Customer wants their PIN on the invoice. Save the customer's KRA PIN in their contact's Tax number field before the sale. It's printed as Buyer PIN.

Can I switch from Sandbox to Live? Yes. Change the environment, re-enter the live branch details and Initialise with KRA again. Test invoices are not carried over.