PI FDMS Platform

1. What this app is and who should use it

The PI FDMS Platform is the website you sign in to at your PI Fiscal address. It is the control centre for your fiscalisation: it holds your business details, your branches and tills (called devices), and every fiscal invoice, credit note and debit note you issue. It signs each document and sends it to ZIMRA in real time.

You do not need any fiscal hardware. If you can open a website and type, you can use it. Administrators set the business up; cashiers issue documents day to day.

2. Before you start (what you need)

• Your ZIMRA TIN (taxpayer number) and, if you are VAT-registered, your VAT number.
• Your branch address in the four parts ZIMRA requires: province, city, street and house/stand number.
• An email address you can access (for your sign-in and receipts).
• A device (phone, tablet or computer) with a web browser and internet.

3. Creating your account (self sign-up)

1. Open the website and click Get started (or Start free) at the top right.
2. Fill in your trading name, TIN, VAT number (if any) and branch address.
3. Submit the form. You will receive a sign-in for the portal by email.
4. Sign in, and when prompted, set a new password you will remember.

If your details need checking against ZIMRA, our team confirms them and helps you finish setup as soon as ZIMRA confirms the device.

4. Signing in and finding your way around

Go to the website and click Sign in. Enter your username (or email) and password. Once in, the left-hand menu is your map:

• Dashboard — today's totals, success rate and open fiscal days.
• Receipts / Invoices — create documents and see everything you have issued.
• Devices — your tills and their fiscal-day status.
• HS Codes — look up the tariff code for a product.
• Integrations — connect QuickBooks, Sage Pastel, Excel or the API.
• Support — the knowledge base and your tickets.

The logo at the top always takes you back to your dashboard.

5. Setting up your first device (till)

A device is the fiscal identity that signs your documents. You need at least one.

1. Open Devices and click Add device.
2. Choose the branch and give the device a name you recognise, e.g. 'Front till'.
3. Save. The platform creates the device's certificate and registers it with ZIMRA (FDMS).
4. Wait for the status to show Registered. If it does not, check the section 'Fixing a device that will not register' below.

6. Opening a fiscal day

You can only issue documents while a fiscal day is open. Think of it as opening the till for trading.

1. On the Devices page, find your device and click Open day.
2. The status changes to 'Day open'. You can now issue invoices and receipts.

You can let the platform open and close days automatically on a schedule — ask support to switch this on if you prefer not to do it by hand.

7. Issuing a fiscal invoice, step by step

1. Open Receipts / Invoices and click New.
2. Pick the device (till) the sale is on and confirm the day is open.
3. Choose the document type: Fiscal Tax Invoice for a normal sale.
4. Enter the buyer. For a business customer who will claim VAT, their name and TIN are required; for a walk-in customer you can leave these blank.
5. Add each line item: description, quantity, unit price, and its tax class (standard, zero-rated or exempt). Use the HS-code lookup if you are unsure of the code.
6. Check the totals, then click Fiscalise.
7. The platform signs the document, sends it to ZIMRA, and shows the fiscal number, QR code and verification code. Print the 48 mm slip or download the A4 PDF.

8. Credit notes and debit notes (fixing a sale)

You cannot delete a fiscalised invoice. To correct one:

• Issue a credit note to reduce or cancel the original (e.g. a return or over-charge).
• Issue a debit note to add to the original (e.g. an under-charge).

1. Open the original invoice and choose Credit note or Debit note.
2. Enter the reason and the lines/amounts being adjusted.
3. Fiscalise it. The note references the original number and is sent to ZIMRA.

9. Reprinting a document

A fiscal document keeps its number forever. To reprint, open it from Receipts / Invoices and choose Reprint (48 mm) or Download PDF (A4). A reprint is a copy of the same signed document — it is never re-numbered.

10. Closing the fiscal day and reports

1. At the end of trading, open Devices and click Close day on the device. This produces the Z-report and sends the day's totals to ZIMRA.
2. To see totals during the day without closing, use the X-report.
3. For your VAT return, open Reports and export the VAT schedule to Excel or PDF; it breaks totals down by tax class and currency.

11. Adding users and branches

1. Open Config → Users and click Add user.
2. Enter their name and email and pick a role: administrator (full control) or cashier (issue documents).
3. For a new location, open Branches, add the branch with its four-part address, then add a device under it.

12. Connecting your accounting software

If you invoice in QuickBooks, Sage Pastel or Excel, you do not have to re-type anything. Open Integrations, choose your software, and follow the on-screen steps (see the matching integration manual). Invoices then fiscalise automatically.

13. Fixing a device that will not register

Registration usually fails when the details on file do not exactly match ZIMRA.

1. Open the device and check the TIN, VAT number and the four address fields match ZIMRA exactly (spelling, spacing and province).
2. Correct anything wrong and retry Register.
3. If it still fails, or an activation key was used up, open a support ticket and include the device name and the time it failed.

14. When the internet drops

If ZIMRA cannot be reached, documents are signed and queued, then sent automatically when the connection returns — with no duplicates and no gaps in the number sequence. You can keep trading. The dashboard shows anything still queued.

15. Getting help

Open Support for the knowledge base, or submit a ticket. Choosing the right product and adding any ZIMRA error code on the ticket gets you a faster answer.