INCOTEX 131F SIMPLIFIED USER MANUAL.

HOW TO ENTER BUY’S TIN NUMBER

1. Enter buy’s TIN number e.g. 109268771

2. Press “PY2” key
3. Press “TOTAL” key
4. Then press “STL” to confirm
5. Proceed to make the sale as normal

Entering Buyer’s TIN and VRN

6. Enter buy’s TIN number e.g. 109268771
7. Press “PY2” key
8. Enter the VRN (NB for the last digit in the VRN which is normally a letter, press + and enter
the corresponding Ascii code for the Letter e.g. 40005215N you will enter 40005215+078)
9. Press “TOTAL” key
10. Then press “STL” to confirm
11. Proceed to make the sale as normal

1. HOW TO MAKE A SALE/PRODUCE A RECEIPT.

• Switch ON the EFD.
• It will indicate _in it_ then GS in it on the display.
(NB: if 24 hrs have elapsed and no Z report was issued regardless whether no sale was made,
the EFD will print a short receipt indicating “LAST DAILY REPORT WAS ISSUED MORE THAN
ONE DAY AGO”)
• It will then show 1 ------
• Enter the right Password (at least 6 digits) then press TOTAL
• 0.00 will be shown on the display.
• Enter the client’s TIN (Ref above)
• Enter client’s VRN press Total and STL to confirm
• Enter the amount you want to sell the item/service (NOTE: enter full amount plus VAT where VAT
is applicable)
• Press D1 for 18% VAT OR D2 for 0%
• Press Total to close the Receipt
{NB for PLU sales refer to step #4}

NOTE: IF YOU REALIZE THAT YOU'VE ENTERED WRONG AMOUNT(S) AND EITHER D1 or D2 HAS
BEEN PRESSED ALREADY, PRESS VD/MODE BUTTON TWICE THEN TOTAL TO VOID OR
CANCEL THE AMOUNT.
IN CASE YOU WANT TO VOID/CANCEL ONE ITEM FROM THE RECEIPT WHICH HAS MORE THAN
ONE ITEMS, PRESS VD/MODE ONCE THEN PRESS EITHER (+) or (-) TO SELECT THE DESIRED
ITEM AND PRESS VD/MODE FOR THE SECOND TIME WHEN THE ITEM IS REACHED.
YOU CAN EITHER ENTER ANOTHER AMOUNT OR JUST PRESS TOTAL.

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2. MAKING A DAILY Z REPORT.

A daily Z report is a financial summary of the day's undertakings. It is produced at the close of
business and transmitted to TRA server on daily basis by the EFD using the GPRS modem. After
24 hrs and no Z Report have been produced since the last receipt, sales or Registration in mode
1 will be impossible. The EFD will display Error 38 when an attempt to produce a receipt is made
until the Daily Report is produced.

The procedure
• Switch the EFD ON.
• Press VD/MODE until you see 3 ------ on the display.
• Enter the right password and press TOTAL twice
• The EFD will prompt you to press 00 button by displaying [00
• Then it will print the DAILY Z REPORT.
• On the display you'll see the word SEnd for some few seconds (depending on the signal
strength).
• The EFD will indicate ACK on the display to acknowledge that the data has been sent to the TRA
server.
• After a short time the EFD will display Get. This indicate that the transfer procedure is completed
successfully.

Z Report can be produced by pressing 100 then Total

X Report can also be produced by pressing 200 then Total

NB: You can get a copy of the latest Z report by pressing 101 or 201 then Total
102 then Total PLU Z report
202 then Total PLU X Report
204 then Total Operators X Report

3. MAKING PERIDOCAL REPORTS.

These reports can be divided into Reports By dates or Record number, Report by month and
Annual Report.
In all the above reports they can be short or detailed.
• Report byDates – Detailed report
Press 1 then STL – the EFD will display d_bGn 0
Enter the Beginning Date of the Period you want. {Format ddmmyy e.g. 010110 for 01 Jan 2010}
Press QTY – the EFD will display D_End 0
Enter the End Date of the Period you want.{ Format ddmmyy e.g. 310110 for 31Jan 2010}
Finish by pressing VD/Mode

• Report By Date – Short report

Press 11 the STL - the EFD will display d_bgn 0
Enter the Beginning Date of the Period you want.
Press QTY – the EFD will display d_End 0
Enter the End Date of the Period you want.
Finish by pressing VD/Mode

• Report By Record number(Z number) – Short Report

Press 12 then STL – the EFD will display n_bGn 0
Enter the Z number you want to begin from. Format BBBB e.g. 0001
Press QTY – the ETR displays n_End 0
Enter the Z number you want to finish at. Format EEEE e.g. 2400
Press VD mode to finish

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• Report by Record Number – Detailed Report

Press 2 then STL – the EFD will display n_bGn 0
Enter the Z number you want to begin from
Press QTY – the ETR displays n_End 0
Enter the Z number you want to finish at
Press VD mode to finish

• Report by Month – Detailed Report

Press 1 then STL – the EFD will display d_bGn
Enter the month and the year you want - format MMYY
(for the month of April 2010 enter 0410)
Then press QTY

• Report by Month – Short Report

Press 11 then STL – the EFD will display d_bGn
Enter the month and the year you want - format MMYY
(for the month of April 2010 enter 0410)
Then press QTY

• Annual Report short or Detailed refer to “Report by Dates”

4.MAKING A SALE WITH PLU’S 
• Go to Mode 1 and enter the right password. (Refer to step 1) 

• Press total   displays   0.00 

• Enter PLU NO/CODE  

• PRESS PLU BUTTON 

• Finish by pressing total 

NB: YOU CAN ONLY VOID A SALE BEFORE PRESSING TOTAL 

PROCEDURE:AFTER ENTERING THE AMOUNT THEN  PLU 

PRESS VD MODE BUTTON TWICE THEN TOTAL 

Selling more than one item 

• Go to Mode 1 and enter the right password. (Refer to step 1) 

• Press total   displays   0.00 

• Enter number of items you want to sell e.g 2 

• Press QTY 

• Press PLU NO. 
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• Press PLU 

• Finish by pressing total 

5.MAKING A SALE WITH PLU’S‐free price 
• Go to Mode 1 and enter the right password.  (Refer to step 1) 

• Press total   displays   0.00 

• Enter amount you want to sell the item at  

• Press PRC 

• Press PLU NO. 

• Press PLU 

• Finish by pressing total 

NB: YOU CAN ONLY VOID A SALE BEFORE PRESSING TOTAL 

PROCEDURE: AFTER ENTERING THE AMOUNT THEN PLU 

PRESS VD MODE BUTTON TWICE THEN TOTAL 

Selling more than one item 

• Go to Mode 1 and enter the right password.  (Refer to step 1) 

• Press total   displays   0.00 

• Enter number of items you want to sell e.g 2 

• Press QTY 

• Enter amount you want to sell the item at 

• Press PRC 

• Press PLU NO. 

• Press PLU 

• Finish by pressing total
For Support call the following Numbers
+255 772 277 325, +255 716 684002, +255 782 572670, +255764 017 516
And/ or Visit the Office at Msasani, Mikocheni A plot 101.

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