Once you go live, your invoicing process is no longer complete at the moment an invoice is issued in your system. The process is only complete when that document is visible in the MRA portal with the expected status. This runbook helps your team build that final control step into daily operations so missed, rejected, or delayed submissions are identified and corrected quickly.
What We Set Up for Your Team
We set up a client audit profile so the right people can access the right view of your records in the MRA portal. We then agree a clear operating model: who performs the check, who resolves issues, who confirms re-transmission, and who signs off closure. This prevents the common go-live problem where exceptions are visible but not owned, and where unresolved items drift from one reporting period to the next.
Daily, Weekly, and Monthly Cadence
For high-volume operations, run a daily check of the previous day so gaps are caught while details are still fresh. For lower-volume operations, a weekly check is usually acceptable during the first two months after go-live. After two stable months with low rejection rates and no unresolved backlog, you can move to monthly reviews, while still running extra checks during peak periods, branch rollouts, or major process changes.
What to Check During an Audit
Start by matching what was issued in your system against what appears in the MRA portal. Then review all rejected and pending items, assign each case to an owner, and set a correction deadline. Where needed, apply remedial actions such as data correction and re-transmission, then recheck until status is resolved. Also include spot checks to confirm customer-facing documents show required details and that credit notes and reversals are correctly reflected.
Weekly and Monthly Controls
Weekly reviews should focus on trend control: repeated rejection reasons, branch-level patterns, and aging unresolved items. Monthly reviews should focus on governance: access rights, archive completeness, correction discipline, and formal sign-off that no unresolved portal mismatches remain open. If monthly reviews show deterioration, move immediately back to tighter weekly controls until performance is stable again.
Source-of-Truth Principle
Operationally, close a document only after portal status is reconciled. Use your invoicing system for issuing documents and managing corrections, and use MRA portal reports as technical control reports to detect missed, rejected, or pending submissions and trigger remedial action such as re-transmission. These portal reports are control evidence and cross-check material, but they should never be treated as the true source for VAT return preparation or turnover records.
Escalation Rule
Escalate immediately when rejection rates rise suddenly, when the same error repeats across many documents, or when one branch repeatedly falls out of control. A strong escalation note should include document references, dates, branch/location, error details, actions already taken, and current business impact. Clear escalation data shortens resolution time and helps prevent repeat failures.