Item Registration

Item Registration

Item Registration ensures that all products in the system are compliant with Zambia Revenue Authority (ZRA) requirements through Digitax. Each item must be properly defined before it can be used in sales, stock, or invoicing.

Purpose

• Ensure all items meet ZRA compliance standards
• Enable successful invoicing and tax reporting
• Maintain accurate and consistent product records

When to Use

Register an item:

• Before creating a Sales Invoice
• When introducing a new product
• When updating item classification for compliance

Step-by-Step Process

1. Create a New Item

• Go to Items → New Item
• Enter the Item Name (e.g., Sugar 1kg)

2. Fill in Required Details

Basic Information

• Item Name – Name of the product
• Item Class Code – Classification provided by ZRA
• Item Type Code – Category/type of item

Origin & Units

• Country of Origin – Select country (e.g., Zambia, Kenya)
• Package Unit – How the item is packaged (e.g., Box, Packet)
• Quantity Unit – Measurement unit (e.g., Pieces, Kg, Litres)

Pricing & Tax

• Default Unit Price – Standard selling price
• VAT Category – Select correct VAT classification

3. (Optional) Additional Details

Fill these only if applicable:

• Stock Quantity – Opening stock
• Barcode – Product barcode/UPC
• Recommended Retail Price (RRP) – Manufacturer’s price
• Insurable – Indicate if item is insurable

4. (Optional) Tax Categories

Only fill if relevant to the item:

• Insurance Premium Levy (IPL)
• Tourism Levy (TL)
• Excise Duty
• Turnover Tax (TOT)

5. Save and Sync

• Click Save
• The system will automatically send the item to Digitax
• Wait for confirmation from ZRA

Important Notes

• All required fields must be filled correctly
• Tax categories must match ZRA definitions
• Incorrect details may cause rejection during submission
• Ensure item pricing matches what will be used in invoices

Best Practices

• Use clear and consistent item names
• Always verify tax categories before saving
• Maintain accurate units of measure
• Avoid duplicate items
• Keep stock levels updated

Summary

Proper item registration is the foundation of compliance. Once items are correctly set up, all downstream processes like invoicing and stock management will work smoothly with Digitax and ZRA.