incotex 181 user manual

Welcome to the Incotex 181 user manual, your comprehensive guide for conducting transactions on the Incotex 181 Electronic Tax Register (ETR) machine. The Incotex 181 ETR machine has been designed to provide a user-friendly experience, making it effortless to accomplish your daily routine tasks through a series of simple, easily memorizable steps. This manual will assist you in understanding the functionalities of the Incotex 181 ETR machine and enable you to efficiently perform various transactions.

Operating the ETR machine requires minimal training, as it has been designed to be user-friendly. By following the steps outlined in this incotex 181 user manual, you can easily perform transactions while ensuring compliance with the requirements set by the Kenya Revenue Authority (KRA).

1. Powering On: To power on the ETR machine, follow these steps:

• Press and hold the VD/MODE button until you see “ON READY” displayed on the screen.
• You will hear a beep sound, indicating that the machine has powered on.
• Release the VD/MODE button.
• The machine will start the initialization process and transition to MODE 1 (Registration Mode) after a few seconds.

2. Powering Off: To power off the ETR machine, follow these steps:

• Press and hold the VD/MODE button for 5 seconds until you see “OFF RDY” displayed on the screen.
• Release the VD/MODE button.
• The machine will turn off immediately.

Modes of Operation: The Incotex 181 ETR machine has the following modes of operation:

1. MODE 1: Registration Mode
2. MODE 2: X Report Mode
3. MODE 3: Z Report Mode
4. MODE 4: Programming Mode
5. MODE 5: Service Mode

Navigating through the Modes: To move to the next mode, press the VD/MODE key.

To navigate in and out of the modes:

• To enter a mode, press the TOTAL button once.
• To exit a mode, press the SH (Shift) button followed by the VD/MODE button.

1. Get the Wi-Fi name and password from your router and note them down.
2. Power on the TIMS machine (Mercury 181/130W/133) and go to mode 1/Registration mode.
3. Press the STL button on the TIMS machine and wait for the device to display “F, Started/WIFI SETUP.”
4. On your mobile phone or laptop, go to the Wi-Fi list and connect to the Wi-Fi network broadcasted as “KRAMW00900…” (the network name may vary).
5. Open a web browser such as Chrome, Mozilla, or Firefox on your mobile phone or laptop.
6. Enter the default IP address 192.168.1.1 in the browser’s address bar and press Enter to search.
7. This will open a tab with the Incotex Control Unit Communication settings. Click on the “Log in” button.
8. Enable the Wi-Fi connection parameters in the settings.
9. Enter the SSID (Wi-Fi name) and the password for the Wi-Fi network that you noted down in the first step.
10. Submit the Wi-Fi settings and log out of the Incotex Control Unit Communication settings.
11. Go back to your TIMS device and press the “C” button on the machine.
12. Press “1” and then the STL button to perform a connection test.
13. If you receive a “Connection test: Fault!” message, recheck the Wi-Fi name and password and repeat the setup process.
14. If you receive a “Connection test: OK” message, it means the Wi-Fi setup was successful.
15. Press the “QTY” button to print a status report.

1. Go to your mobile hotspot settings and note down the Wi-Fi name and password. You can change the name to a simple name if desired.
2. Power on the TIMS machine (Mercury 181/130W/133) and go to mode 1/Registration mode.
3. Press the STL button on the TIMS machine and wait for the device to display “F, Started/WIFI SETUP.”
4. On your mobile phone or laptop, go to the Wi-Fi list and connect to the Wi-Fi network broadcasted as “KRAMW0090—-” (the network name may vary).
5. Open a web browser such as Chrome, Mozilla, or Firefox on your mobile phone or laptop.
6. Enter the default IP address 192.168.1.1 in the browser’s address bar and press Enter to search.
7. This will open a tab with the Incotex Control Unit Communication settings. Click on the “Log in” button.
8. Enable the Wi-Fi connection parameters in the settings.
9. Enter the SSID (Wi-Fi name) and the password for the Wi-Fi network that you noted down in the first step.
10. Submit the Wi-Fi settings and log out of the Incotex Control Unit Communication settings.
11. Go to your mobile hotspot settings and turn on the hotspot. Also, ensure that mobile data is turned on.
12. Go back to your TIMS device and press the “C” button on the machine.
13. Press “1” and then the STL button to perform a connection test.
14. If you receive a “Connection test: Fault!” message, recheck the Wi-Fi name and password you entered.
15. If you receive a “Connection test: OK” message, it means the Wi-Fi setup was successful.
16. Press the “QTY” button to print a status report.

1. Go to Registration mode by selecting option 1.
2. Press the TOTAL button, and the machine will display 0.00 as the total amount.
3. Enter the amount inclusive of VAT for the sale and press the SH button, then press the PLU button to store the amount.
4. Key in the item code or PLU code for the product being sold, and then press the PLU button. Press the STL button to confirm if the displayed amount is correct.
5. If the invoice is incorrect, you can void the sale or invoice by pressing the SH button, then 00 to void the sale.
6. Press the TOTAL button to issue the receipt if the amount is correct.

1. Go to Registration mode and press the TOTAL button.
2. Enter the number of quantities being sold and press the QTY button.
3. Key in the amount inclusive of VAT for a single quantity.
4. Press the SH button, then the PLU button. Enter the PLU code for the item/service being sold, and press the PLU button. The machine will display the item/service being sold and the registered amount.
5. Press the STL button to confirm the amount, then press the TOTAL button to issue the receipt.

Note: Make sure to verify the buyer’s VAT obligation status using an ITax Pin checker before proceeding.

1. 1. Go to Registration mode.
   2. Press the TOTAL button to display 0.00.
   3. Press the SH button, then the PY1 button to activate sales with the buyer’s PIN.
   4. Enter the first letter of the PIN by pressing the corresponding key. Press (-) twice to switch to digits, and then enter the 9-digit PIN.
   5. Press (-) twice to switch to capital letters. Enter the last letter of the PIN, and then press the STL button to record the PIN.
   6. Enter the buyer’s exemption number. If the number is not available, press the TOTAL button to skip and proceed with the sale.
   7. Enter the price at which you want to sell the item/service inclusive of VAT. Clear the decimal by pressing the (.) button.
   8. Press the SH button, then the PLU button.
   9. Enter the PLU code for the item/service being sold, and press the PLU button.
   10. Press the STL button to confirm the receipt. If the invoice is incorrect, you can void the sale by pressing the SH button, then the 00 button.
   11. Press the TOTAL button to issue the receipt.

1. While the ETR displays 0.00, press the (-) button to activate the credit note function. The machine will display “RECEIPT n.”
2. Enter the relevant invoice number for which the credit note is being issued. For example, if the invoice number is CU INVOICE NUMBER: 0090003440000000279, only key in the last digits after the zeros (279).
3. Press the TOTAL button, and the ETR will display “CREDIT NOTE 0.00.”
4. Proceed to make a sale/invoice as you did before.

Note: If you had made sales/invoices with a buyer’s PIN, start with the PIN after completing the above steps.

1. Press the (+) button.
2. Enter the relevant invoice number for which the debit note is being issued. For example, if the invoice number is CU INVOICE NUMBER: 0090003440000000279, only key in the last digits after the zeros (279).
3. Press the TOTAL button, and it will indicate 0.00.
4. Enter the amount you want to debit and sell.

Summary Report:

1. Go to X REPORT MODE and press TOTAL.
2. Key in “1” and then press the STL button. The machine will request the beginning date. Enter the beginning date in the format DDMMYY (e.g., 010122) and press QTY.
3. The machine will then request the end date. Key in the end date in the same format (DDMMYY, e.g., 310122) and press VD/MODE to issue the periodic report.

Detailed Report:

1. Go to Z REPORT MODE and press TOTAL.
2. Key in “4” and then press the STL button. The machine will request the beginning date for the period. Enter the beginning date in the format DDMMYY (e.g., 010122) and press QTY.
3. The machine will then request the end date. Key in the end date in the same format (DDMMYY, e.g., 310122) and press VD/MODE to issue the periodic report.

PLU Report:

1. 1. Go to Z REPORT MODE and press TOTAL.
   2. Press the PLU button.
   3. Press the STL button to confirm the report.

In conclusion, this Incotex 181 user manual provides a comprehensive guide for connecting the machine to a Wi-Fi network, conducting sales transactions, issuing credit or debit notes, and generating monthly reports. With this manual at your disposal, you can navigate the various functions of the Incotex 181 ETR machine with confidence, ensuring efficient and accurate operations. By following the step-by-step instructions in this incotex 181 user manual, you can harness the full potential of the machine and optimize its features to enhance your business processes.