Your Complete Guide: Steps to Register Item Codes in E-Invoicing from the Tax Authority

Article Contents

Imagine issuing your invoices with a single click without worrying about rejections or manually reviewing codes every time. This is the difference that proper understanding of item codes in Egypt makes. Instead of facing complex registration obstacles, we’ll take you on a simplified journey from A to Z, so you can learn how to choose your codes accurately and protect your business continuity from any tax surprises—allowing you to focus on what really matters: growing your business.

Importance of Product Coding in E-Invoicing and Tax Compliance

Giving proper attention to E-invoicing coding processes ensures business continuity and tax compliance for companies, for several key reasons:

Avoiding Errors and Penalties

Incorrect coding is one of the leading causes of tax errors that may lead to financial penalties. Using accurate codes reduces the likelihood of audits and sanctions.

Integration with Tax Systems

Tax authorities rely on unified codes to analyze invoices. Proper coding facilitates smooth data flow between company systems and tax bodies.

Improving Accounting and Inventory Operations

Using codes makes tracking revenues and expenses and linking them to products or services more accurate, with effective management of inventory levels.

Enhancing Tracking and Transparency

Coding enables tracking the movement of goods and services from production or supply to sale—a vital aspect of supply chain management and building trust with customers and tax bodies.

Contributing to a Fairer Tax System

Accurate coding provides the Tax Authority with reliable, comparable data, supporting economic analysis and decision-making at the state level.

How to Prepare Item Coding Files for E-Invoicing

Discover how coding transforms from an administrative burden into a competitive advantage that supports your compliance with the new 2025 tax facilitation law.

Preparation Before Starting: Item List and Required Documents

Before starting the coding and registration process, good preparation is the key to success. You’ll need to prepare a comprehensive and accurate list of all goods and services your company offers, in addition to necessary documents.

Complete List of Items and Services

Prepare a list of all products or services to be included in the E-invoicing system with clear descriptions.
For each item, write the name in Arabic and English if available, a brief description, and weight or size if applicable.
Identify the internal code (SKU) or number you already use in your internal system.
Choose the appropriate global classification (such as GPC code or classification category).

Supporting Documents for Products or Services

If the product has a certificate, permit, or technical data (such as specifications, weight, dimensions), prepare a copy of these documents.
Import data (country of origin, customs information), attach if necessary.
Invoices or contracts proving ownership or supply of the product (if it’s a fixed asset or raw material).
Official company documents such as Commercial Register, Tax Card, Tax Number, and agencies if any.

Choosing the Code Type (GS1, EGS, or Others)

Determine in advance which code system to use for items (global GS1, or local “EGS”).
If you choose to use local codes (EGS), prepare the “matching” between your internal code and the global GPC code if needed.
If using GS1, ensure you’ve purchased codes from the accredited GS1 entity and documented them.

Notifying Tax Authority of New Codes

According to coding directives, the Egyptian Tax Authority must be informed of new items or codes at least 15 days before using them.
Prepare an official email or form to be sent to the competent tax office containing the new code details and item data.

Quality Review and Correction

Before submitting codes, data is reviewed accurately: ensure names and descriptions match the actual product.
Apply internal tests: Can the item be tracked via the code? Are the description and code matching?
Keep a copy of the final list and documents for internal review or any future audit.

How to Obtain Global GS1 (GTIN) Codes

GS1 codes are the global standard for product identification. If your company deals internationally, or plans to, or prefers a globally recognized system that provides high uniqueness and accuracy, GS1 is your best choice.

What Are GS1 Codes?

GTIN (Global Trade Item Number) is a global product and goods identification system, managed by GS1 organization. The GTIN code consists of a set of unified numbers that uniquely identify each product or trade item. GTIN codes are used for product tracking, supply chain management, and commercial transaction processing.

The GS1 code is divided into five levels, each called GTIN, each representing a different quantity unit of the product:

GTIN 1: A single box containing multiple smaller units of the product.
GTIN 2: A group of small boxes inside a carton.
GTIN 3: A carton of the product.
GTIN 4: A large container with 12 cartons of the product.
GTIN 5: The smallest unit code of the product—the final product after extracting your own GS1 codes—simply register it.

The GTIN (Global Trade Item Number) is typically a unique 13-digit international barcode (GTIN-13). These numbers include:

GS1 branch code: The first three digits (e.g., 622 for Egypt).
Unique company code (Prefix number): A portion assigned to your company.
Product serial number: Determined according to the contracted category.
Check digit: The final digit to verify code accuracy.

Steps to Obtain GS1 Codes from GS1 Egypt

Visit GS1 Egypt Website and Register as an Institution

Enter the official GS1 Egypt website: gs1eg.org
Look for the option “Get Barcodes / Register / Join GS1” or “Membership / Get a barcode” and start the registration process. gs1eg.org

Fill Out the Membership Form or Application

Provide company data: Name, activity, tax number, address, product types, number of products you intend to number.
You may be required to upload documents such as Commercial Register, Tax Card, official photos of the headquarters, etc.

Select the Code Package (Number of Codes Required)

Upon membership approval, choose the number of codes you need (10, 100, 1000, …).
According to GS1 Egypt website, there are paid plans for using codes through subscriptions. gs1eg.org
Choose the package that suits the number of products or items you intend to number.

Pay Required Fees

After selecting the package, you’ll receive an invoice for code issuance fees.
Fees depend on the chosen package (number of codes).
After payment, the code or codes are activated in the GS1 Egypt system.

How to Use Free Local EGS Codes

This system applies to products subject to the Egyptian coding system, and in this case, you must complete several steps before obtaining the code listed in the E-invoicing.
Local codes consist of several parts that require effort to produce, and it is the business owner’s responsibility to create codes for their products—this process is one-time for each product, and the same code is reused whenever an electronic invoice or any transaction for this product is created. The code creation process repeats when a new product exists, and the Tax Authority takes 15 days to approve codes and facilitate their use.

The code parts are:

The segment “EG” + your company’s tax registration number + the product’s internal code.

Local EGS codes must be linked to global GPC code to give them the reliability of unified global codes—this is an 8-digit code starting with 1000, affiliated with EGS but available for use completely free of charge.

What Are EGS Codes?

Completely free: Companies don’t need to pay fees for issuance.
Linked to global classification (GPC): To ensure compliance with international standards when needed.
Reusable: The code is created once for each product or service and used in all subsequent invoices and transactions.
Requires prior approval: The Tax Authority reviews and approves the code before activation—this may take up to 15 days.

Role of the Global Product Classification System (GPC) in EGS Codes

For EGS codes to be considered correct and approved, they must be linked to a GPC code (Global Product Classification). The GPC code is a unified classification code indicating your product type, available for use free of charge.

GPC classification levels:

The GPC system is hierarchical and consists of four levels, from broadest to most specific:

Segment
Family
Class
Brick

“Brick” is the most specific level (starts with number 1000)—this is the code you’ll need to link to your EGS code.

How to Search for GPC Codes

Using the GPC Browser:
Use the search bar to search for the product name or sector your product belongs to.
Follow the hierarchical levels (Segment, Family, Class) down to the “Brick” representing the desired code.
Click the arrow next to the code to verify its definition and compare it with your product.

Requesting GPC Codes from GS1: If you can’t determine the GPC code for a certain product, you can contact GS1’s hotline (16841) or email [einvoice@gs1eg.org] to request help. This service is completely free.

Do you find it difficult to navigate GPC levels or wait for EGS code approvals? Use eDariba's smart coding assistant now; search for your item in Arabic or English, get the correct code immediately, and link it to the tax system with a single click!

Electronic Coding Benefits

Electronic coding isn’t limited to assigning symbols to products—it’s a smart investment providing companies with comprehensive strategic and operational advantages, including:

Professional organization and fast access: Enables managing massive amounts of data with the ability to retrieve any information with super-fast accuracy from anywhere, anytime.
Operations efficiency improvement: Shortcuts time and effort spent registering or searching for items, accelerating sales, purchases, and inventory processes—especially within the E-invoicing system.
Data security and control: Provides maximum information protection through encryption technologies, preventing unauthorized access and ensuring data integrity from tampering.
Inventory and supply chain management improvement: Ensures accurate tracking for each item, reducing losses, facilitating periodic inventory checks, and preventing overstock or stockouts.
Unified language and smooth exchange: Creates a “common language” for defining goods between sellers and buyers, preventing confusion and facilitating data linking between different systems (suppliers and customers).
Decision support and smart analysis: Helps generate accurate reports and insights about sales movement, and enables data integration with AI technologies for advanced future analytics.
Sustainability and resource savings: Reduces reliance on paper archives and physical storage spaces, leading to better company resource utilization and reduced administrative costs.

Steps to Register Codes on the E-Invoicing Portal

After obtaining GS1 codes or determining EGS codes and linking them to GPC, comes the step of registering them on the Egyptian Tax Authority’s portal.

1- Verify Tax Status and Create Account on E-Invoiting Portal

Ensure company data (name, tax number, email) is registered and updated with the Tax Authority, then create/log in to the Authority’s E-invoicing electronic portal.

2- Verify Access Requirements (Electronic Authentication)

Some procedures require electronic signature or specific institution permissions. Prepare login and digital signature data if needed before starting.

3- Choose the Appropriate Coding System (EGS or GS1)

The Authority offers more than one coding scheme, the most famous being the internal EGS scheme and the global GS1 scheme; choose the one most suitable for your product structure and company policy.

4- Go to “Codes” Section Then “Register Code Usage”

From the portal interface, select the codes menu, then click on register new code option, specify the coding type (EGS or GS1), and start filling in item data.

5- Build EGS Code Correctly (If Choosing EGS)

EGS code follows a standard format (e.g., EG--). Choose an internal number for each item (Internal Code) and enter it in the required format, then enter item name and description.

6- Match Codes with GPC Classifications or Approved Standards (If Required)

When using GPC/GS1, ensure the product code is linked to the correct global classification to ensure data compatibility with third-party systems and importers.

7- Review and Audit Data Before Saving

Review item name, description, and entered code; it’s recommended that the accountant or system administrator review the data to avoid coding errors that may affect compliance or inventory.

8- Submit Request and Wait for Approval/Publication in the System

After registration, some codes may require approval or publication from the Authority system or may become available immediately depending on the coding type and publication procedures. You can check later through the same codes interface or via relevant APIs.

9- Periodic Updates and Adding New Items

When adding new items or modifying product data, enter the portal and immediately register or update new codes to keep invoices synchronized with tax records. Monitor Tax Authority updates regarding coding procedures.

10- Automation Option (Using APIs / Bulk Upload)

If you have a large number of items, inquire about the official APIs of the E-invoicing system to register codes in one batch or directly link your ERP system with the Authority portal.

Why spend your time manually going through 10 steps on the portal? Let eDariba handle the task for you; through the Bulk Upload feature and direct system integration, you can register hundreds of codes with a single click and ensure they’re accepted immediately without the hassle of manual review.

Best Practices for Managing Item Codes in E-Invoicing

Simple steps and professional practices that transform the coding process from an administrative burden into a powerful engine for your digital system’s success.

1- Rely on Approved and Unified Standards

It’s best to use approved coding systems like EGS or GS1, as these standards ensure code compatibility with the Egyptian Tax Authority and related systems—facilitating integration and reducing errors.

2- Comprehensive Item Documentation

Maintaining an internal record containing all item details (name, description, unit, category, specifications) contributes to easy code management and enhances transparency during review or audit.

3- Centralized Code Management

Unifying code management responsibility through a system or central database prevents registration duplication and ensures data consistency between different departments and branches.

4- Leveraging Technology Tools

Relying on ERP system integration or using Application Programming Interfaces (APIs) of the E-invoicing system saves significant time and reduces errors resulting from manual entry.

5- Periodic Review and Code Cleanup

Scheduling periodic reviews helps discover duplicate or unused codes and updates item descriptions to match changes—maintaining system accuracy and efficiency.

6- Continuous Employee Training

Investing in training teams responsible for coding ensures understanding of approved rules and standards and reduces errors resulting from lack of knowledge or experience.

7- Following Legal and Regulatory Updates

Keeping up with any amendment issued by the Egyptian Tax Authority or regulatory bodies regarding coding standards is essential to ensure ongoing compliance.

8- Compatibility with Other Systems

Ensuring that used codes are compatible with customs systems or related platforms like “Nafeza” helps facilitate trade operations and reduces obstacles during import or export.

9- Implementing an Error Correction Mechanism

Having a clear mechanism for monitoring errors and documenting modifications enhances data quality and provides a reference record during reviews or tax audits.

10- Using Temporary Coding When Needed

If adding new items before obtaining the final code, temporary coding can be used to ensure continuity of sales and invoicing operations, to be updated with the official code once approved.

How Does eDariba Simplify E-Invoicing Coding Process?

The eDariba platform provides an integrated set of features that support companies in managing item codes and E-invoicing efficiently. Here are the key features it offers:

Easy and intuitive user interface: The eDariba platform features a professional, easy-to-navigate interface, enabling efficient code management and application to invoices without needing advanced technical experience.
Coding process automation: The platform enables automating part of the coding process according to predefined rules—which saves time and effort and reduces repeated manual intervention.
Inventory management system integration: eDariba supports integration with inventory management systems, ensuring codes used in invoices match codes registered in the system—to achieve the highest levels of data accuracy and consistency.
Comprehensive reporting: The platform provides detailed reports on coding operations, helping track used codes, discover errors, and take necessary corrective actions.
Specialized technical support: eDariba provides reliable technical support through a qualified team, ready to assist and answer inquiries related to the coding process.

Try the platform now for free without needing a credit card.

Conclusion

Ultimately, proper coding of items and E-invoicing remains a pivotal element for tax compliance and ensuring efficient business operations. With smart solutions like the eDariba platform, companies can simplify the process, reduce errors, and achieve the highest levels of accuracy.

Start now by leveraging the platform’s capabilities and give your business a more organized and flexible launch.