How Easy Gas Dot Com used Zoho Books to stay ZIMRA compliant and streamline its financial operations.
How Easy Gas Dot Com used Zoho Books to stay ZIMRA compliant and streamline its financial operations.
How Easy Gas Dot Com used Zoho Books to stay ZIMRA compliant and streamline its financial operations.
How Easy Gas Dot Com used Zoho Books to stay ZIMRA compliant and streamline its financial operations.
Learn how Easygas Dot Com managed to use Zoho Books to quickly adapt to local regulatory changes in Zimbabwe and be able to maintain transparency, compliance, accuracy, and efficiency in their financial operations.
Article Read Time:
3 Min
Executive Summary
Executive Summary
Easygas Dot Com is a leading supplier and distributor of affordable, clean and high quality Liquefield Petroleum Gas (LPG) and other related products. The company has been using Zoho since 2022 and managed to successfully utilize Zoho Books to ensure compliance with the new regulations announced by the Zimbabwe Revenue Authority (ZIMRA) in August, 2023.
The new fiscalization process known as virtual fiscalization (software-based) came into full effect in January, 2024. All businesses were advised to work with ZIMRA-approved suppliers of fiscal devices to ensure that all their receipts (Fiscal Tax Invoices) could be validated from the ZIMRA Fiscalization Data Management System (FDMS) using QR codes or authentication codes for use when claiming VAT input tax.
By taking advantage of Zoho Books's advanced customization capabilities, the company was able to streamline its financial operations and easily adapt to the changing tax regulations. Zoho Books has proven to be a valuable asset in helping Easygas Dot Com navigate and adhere to the evolving tax landscape in Zimbabwe.
The Solution
The Solution
1. HTML Coding:
Our Zoho Developers used HTML coding in Zoho Books to customize the transaction templates needed by the client. Currency based templates were also developed to make it easier for our client to use the right template for each of their customers.
Using HTML coding as the core of the implementation strategy immediately enabled Easygas Dot Com to adhere to the new template layout requirements whilst maintaining their brand identity.
2. Custom Field Creation:
The implementation process also required the creation of additional custom fields to allow the client to capture all the data that was needed during the new software-based fiscalisation process.
3. UATs and Approvals:
Since the Fiscal Tax Invoice template was at the core of the implementation, our Zoho Developers prioritised it and ensured that it was first approved by our client's Fiscal Services provider before working on all the other templates. Once it was tested and approved, developing the rest of the template formats was much faster enabling the team to stay within the project timelines. Using this approach also ensured that a consistent layout was maintained across the board.
4. Process Optimization:
Templates were assigned to customers based on the currency that they use, improving team productivity. Our Zoho Consultants also conducted additional research on the new local regulation and how it affected current internal processes to ensure that our client would remain compliant in other areas whilst using Zoho Books.
At A Glance
Key Applications
Challenges
- Template Optimization: Implementing the regulatory approved Fiscal Tax Invoice template layout using Zoho Books’ standard template formats was not possible.
- Multi-Currency Operations: Different and unique versions of the templates based on the multiple currencies our client uses would have to be developed.
- Fiscal Services Provider Approval: Each template would have to be tested and approved by our client's Fiscal Services Provider which requires regular back and forth possibly affecting profject timelines.
- Strict Timeline: The project had to be completed within the specified timeline in order for the client to stay compliant.
- Process Optimisation: Adjusting internal processes and procedures to meet the new regulatory tax requirments.
Results
Results
- Regulatory Compliance: The new templates met all ZIMRA requirements, protecting our client from any legal penalties. The HTML coded templates that were developed for Easygas Dot Com can be further customised to meet any future regulatory requirements, and with minimal effort, adhere to standards set by local authorities.
- Personalisation: HTML coding allows for a high level of customization, enabling our client to tailor their invoice templates to reflect their brand identity and create a unique, professional appearance.
- Operational Efficiency: The customized templates and adjustments in the accounting proccess streamlined the overall invoicing process, enhancing operational efficiency for EasyGas Dot Com. Once customized, HTML invoice templates can be saved and reused, saving time and effort on template creation while maintaining a professional and consistent appearance for all other template layouts.
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