User Guide  ·  Excel Invoicing System

Fiscal Gateway
Invoicing Guide

A step-by-step reference for configuring settings, managing customers and products, generating invoices, and processing credit notes.

01
System Settings
Configure before first use
1
Set the ZWG Exchange Rate
Navigate to the Settings sheet and enter the current exchange rate you are trading with for the Zimbabwe Gold (ZWG) currency. This rate will apply across all invoices.
02
Customer Management
Add your client database
1
Open the Customers Sheet
Navigate to the Customers sheet within the workbook.
2
Enter Client Details
Enter each client's information following the sample entries already provided in the sheet. Ensure all required fields are completed accurately for each record.
03
Product Catalogue
Define what you sell
1
Open the Products Sheet
Go to the Products sheet within the workbook to begin populating your catalogue.
2
Enter Product Names and Descriptions
List each product along with a clear description. These will appear on invoices as line-item details.
3
Enter Unit Prices
Specify the unit price for each product. This value will be used to calculate line totals on invoices automatically.
4
Specify Unit of Measurement (optional)
Enter the relevant unit of measurement — for example each item box — or leave the field blank if not applicable.
5
Enter the Harmonized System (HS) Code
Input the 8-digit HS Code for each product. This is required for fiscal compliance and customs classification purposes.
6
Assign Tax Rate
Select the applicable tax category for each product. Use VAT (Standard) to apply the 15.5% standard tax rate.
04
Creating an Invoice
Generate and fiscalise

Before you begin: Ensure your customer records and product catalogue are fully populated (Steps 02 and 03) before generating invoices.

1
Generate a New Invoice
Click the NEW INVOICE button to create a fresh, blank invoice.
2
Select the Buyer
Double-click or use the dropdown on the highlighted BUYER cell to select the customer you wish to invoice.
3
Select Invoice Currency
Double-click or use the dropdown on the highlighted CURRENCY cell to choose the currency for this invoice.
4
Set Tax Inclusion
Under Receipt Lines Tax Inclusive, select TRUE if tax is included in line amounts, or FALSE if tax is calculated separately.
5
Add Invoice Line Items
Click the cell under Items and Description — a dropdown will appear. Select the product and enter the quantity in the Quantity column.
6
Add Additional Product Lines
Click Click to add or remove new lines above to insert further rows for additional products.
7
Fiscalise the Invoice
Once all information is entered and verified, click the FISCALIZE button to officially submit and fiscalise the invoice.
8
Start a New Invoice
Click the NEW INVOICE button again to clear the form and begin the next transaction.
05
Processing a Credit Note
Reverse a prior invoice
1
Generate a New Credit Note
Click the NEW CREDIT NOTE button to open a blank credit note form.
2
Select the Buyer
Double-click or use the dropdown on the highlighted BUYER cell to select the customer associated with the invoice being reversed.
3
Select Credit Note Currency
Double-click or use the dropdown on the highlighted CURRENCY cell to select the appropriate currency.
4
Set Tax Inclusion
Under Receipt Lines Tax Inclusive, select TRUE or FALSE consistent with the original invoice.
5
Enter the Original Invoice Number
In the Customer Invoice No. field, enter the invoice number of the original transaction you wish to reverse.
6
Add Credit Note Line Items
Click the cell under Items and Description, select the relevant product from the dropdown, and enter the quantity in the Quantity column.
7
Add Additional Product Lines
Click Click to add or remove new lines above to insert additional rows if multiple products are being credited.
8
Fiscalise the Credit Note
Once all information is confirmed, click the FISCALIZE button to submit and fiscalise the credit note.
9
Start a New Credit Note
Click the NEW CREDIT NOTE button to clear the form and begin the next credit transaction.