Create Custom Invoice Forms for Teams that Elevate Your Workflow

Custom invoice forms for teams

okay again uh good morning everyone uh welcome to the web dinner of today the English section um actually this is also my first time to go to the slide so actually we are going through the slide togethers okay so yes again welcome in uh everyone and good morning okay so for this today webinar we we go through on how to set up the E invoice setting to enable it on our system and how I will explain a little bit on how the invoice transaction flow works and how do we submit and check the submission is it valid or is it invalid or how to handle the document everything so this is the few topic we will go through as you can see on the screen okay so first how e invoice works okay so um basically is like uh whoever are doing the supply of the goods they have to issue the E invoice to the buyer so this is roughly what is the the flow are but uh this is not the flow of our s is the flow of like how the government side handling um this as it's not related to our system but this the general flow of of the government so I will skip this part but basically it's just like uh whoever are selling the goods they have to issue the invoice and wait for the validation uh you will get notification when the Emy is get validated you can have you can share the QR code where you can check whether the invo is successful or rejected or something yeah also you can check the history on the my white portter okay for our software part okay so how our smart invoice work so at first you have to assign us as your intermediary where we submit your e invoice on behalf of you using our account uh we are submitting your b2c casues your self build where we also have solution we also allow third party integration let's say if you are using others post system but uh your post system does not providing e invoice submission yes you can integrate with us uh we link to lhdn for whoever start on Janu January next year uh you have six Monon consolidate r period so it's mentioning here where if you start on July you should have also 6 month consolidate period until end of the years okay we Al you also can submit your eore sales your B2B sales and um direct Marketplace s you doesn't need to submit because uh your Marketplace should have helped you to handle it already yeah yeah so uh again this is how the process work where about Auto Account accounting the marketplace the inventory is link directly to our dynamote and where third party is go through our sep smart e invoice platform whole system also is go through our sep and our Dynam will uh communicate with the lhdn to send the validation and get the validation status so this is some our success case we already Implement which they start using on the October this year okay some important information to share with you before we you can start using the invoice uh something to take note is uh make sure you check your Dynamic version is it like at least it was 202 4.3 build zero and at least actually at least had hot fix two but hotp three or four is like best advisable this is the best one okay and for touch b or touch FMB if you're using post uh make sure it was at least 202 4.3 B6 for Dynam version you can view it on the login screen or after you log in you look at your top left on the title uh application title it should have mentioned what was the version you're currently using yeah and for the Post you only can view it on the login screen below the number pad on the login screen below the number pad it should have showing the if your Dynam or toub version is not at least this version 202 4.3 you if you know how to update the version yourself you can proceed it if you doesn't know uh you can contact to helex to like make a Arrangement schedule for them to help you to proceed the update yeah also uh you have to make sure you your Dynam license have a valid invo module has been subscripted this one you may inquiry with your salesman yeah your assment should be know whether you have been successfully subscribed our e invoice modu already okay so for Dynam e invoice maintenance and validation we will have to s f setting we need to proceed first before we can start submitting the document okay for first thing first of course we have to enable the E invo setting after that we need to set up our own company information like our our company information uh also have the information have to copy to each of the location uh there's a special rare case where one company that different location but actually the different location is parking under different company name the special case but most of it is just like copy base that means like all location you actually under the under the same company of course uh when we want to submit the document we must have our customer or supplier info as if self build you need their info to key in some of the item you might need to fill in the classification code something like hardware shop maybe when because you are selling some Building Material some of it some of the spefic spefic material that government trying to do tracking they need to do tracking so you need to assign a classification code for it but what product is under this require to have classification code this one you may have to inquiry with your tax agent yeah so we also have some e invoice utility tool to help you to update your customer and supplier e invoice information Faster by using Excel okay so first thing first of course we have to enable our en invo setting So based on the screen you can see uh we have to after you loog in Dynam you have to go to Common module go to setup and go to company default setting after that you have uh you will open this company system setting you can go to number five E invoice enable e invoice Malaysia you want to change the date from where to where the date is from the date your business is starting to use the E invoice let's say if you're starting on next year January so you have to change it to 11 1225 if you're starting on next year July so you you can change to 17225 the effective today because we doesn't know when suddenly better the government we suddenly like say we don't need EO anymore so we just wait all the way until future 3,000 year and below here we don't need to change just leave it default because those are the government specific setting we just leave it there just in case government you know urn so we have an option to like change the setting okay after you have enabled the key invoice the next thing is you need to set up the connection for our Dynamo connect to the lhdn the connection actually very simple but still uh this step you have to do it yeah uh on the main screen after you loog in Dynam on the main screen you should saw e invoice Malaysia that you click in you can go to E invoice store also you can access it by the start menu we having on the bottom left go to number seven e inv Malaysia set up Ino store oh sorry just now after you click in Malaysia you're supposed to go to set up first and then you can click invo store okay because this is a new module as in a new module every time when you upgr to new version where there is a new module you must enable the permission first so actually you should go to Common module system security system User Group highlight your administrator group more access right configure and you need to allow to access e invoice Malaysia if not when you're trying to access this button it will Pro that you have no access because this is a new module you have to enable it yeah after you have uh clicked the invoice store you will come to this page invoice store Page you just need to create a new record fill in uh give it a store ID actually use like key in HQ description also HQ also can no problem and after that you need to click more depends you're trying to do it as a actual production live data then you have to use set production URL or if you're trying to do some testing first before the Emy start on January you have to set it to sandbox URL but if you're trying to set up a Sandbox URL that is is some extra step you need to do uh that is on different slide of PPT we where we doesn't talk about it on here yeah so if you did need to set up a s boox maybe you have to inquiry with your assessment for it okay so for the actual production you need to click this set production URL after that you can click more again and click set intermediary configuration okay after that uh also you need to remember below here you need to change it the client login option you need you need to change to intermediary [Music] system because if you did not change it it by default it was showing uh it was highlighting this taxpayer system which mean you are actually submit the seales yourself instead of be helping you to submit where this is totally different kind of configuration you also have to pay extra 2,000 per year for the government because of the certificate kind of thing so as you if you're using our EO Service uh usually sub that means you are letting us to help you submit on behalf of you so you should use the intermediary system so you have to click this okay uh so basically uh click new store ID description sorry also ifec that if you need to change to the DAT that you start using the system if you are trying to use a sand boox that means the effective dat is as soon as possible if you try if you setting this as a production it's supposed to be the actual starting date okay so after that change to intermediary system this and then click more set intermediary configuration after you click this set intermediary configuration you have to wait even though it have to be 1 minute or 5 minute you have to wait because the moment after you click it you're actually trying to connect to server to capture a unique ID for you so after you get the ID it will show here client ID and client sequ automatically if these two is blank you are you shouldn't click save first you need to wait until client ID and client secet showing then only you can click save to save this record okay so once you have EO store set up done next thing you need to do is you need to do e invoice project it's just beside the invoice just now at the M menu invoice project if you on the menu is the invoice Malaysia set up and invoice project so just now we on the store now we go to project at this screen also uh almost the same you just create a really basic you just create a new record project ID and description you can just write it as HQ HQ no problem effective date again you have to fill in if you are doing sandbox of course as soon as possible as to or effective date is starting off next year January or June July sorry yeah after that store ID you can click this three little dot it will prom a screen supposedly inside only have one record because you should you just now just created one EO store so you just select the record you will be selected and then you can click populate task after that the task ID will be autogenerated you do need to change anything you don't need to change anything just click populate after that you can click save simple as it okay after that we can okay basically that that's the first basic setting we still have other basic setting we need to set like for our company things thing uh those are later on okay so what is the intermediary and how to set us as your intermediary in my invoice portter yes you need to go to my invoice port to set us to like give us the permission to help submit the invoice on behalf of you but how to do it um okay actually this explanation why is uh intermediary uh actually lhdn provide us two method to submit the E invoice one is by manually go by through the my invoice Port you have to submit manually one by one or by AI integration where by using API integration you are either using like us assign us as an intermediary and use our software to help you push the data to lhdn or you have to register yourself like just now the taxpayer thing like you need to buy a s with government and then um submit it your own self but actually you're still using our the API we have designed just like two different method but uh yeah we actually using API method for now where because you're using our Dynam system okay how to set us how to give us permission to help you submit invoice on behalf you you have to go to myex H.G government. loog in your boss account not your own account not your personal account but your boss account the owner of the company after that you can click the profile logo on the top right and click build text payer profile okay after that you will go to the screen where it should will show some of your company information you can go to left side manage profile text payer profile so here she will show your own personal or the company information here on the top uh just ignore it on here intermediary stat is block this one is normal actually you just ignore it that means like uh your company actually you are not a software house you are not doing like you are not helping others people to submit the invoice on behalf of them so it's showing block this is normal so no worries so to set us to set us as your uh to allow us to submit invoice on behal of you you can go to below here click intermediary by default it will showing user you have to click this intermediary and then you click add intermediary on the right side and after you click it will ask you to fill in some info so this is the info you need to key in like our our team number our brn and our company name take note on the our company name there do not key in the dop behind yeah do not key in the dop behind just my Solutions with S without a doubt and then you can click search but just in case after you key this three info but when you click search it does not show like it does not able to find our company you can key in our company name like this s x underscore and then for 4X DN PhD because is some is like the uh government side thing they're trying to like masking the company name this is just happened recently yeah so maybe when you using this method you should able to find our company info okay so once the company info is showing the status is active that means that that the system manage to find our company then you can click continue after you click continue you have to set we can the permission for us to to submit the document on behalf of you from when starting from when so as soon as possible even though you might start using it on next year June but you can still set it as to date no problem because it won't works until the day your company is allowed to submit invoice okay so you can just leave it as soon as possible and represent and represent to you have to set this to until future because it doesn't know the em will last until which year so you have have to just set it as as future as possible after that you need to enable the provision all four of it below here if you missing one of the any one of the tick while we submit the document on behalf of you uh we might get rejection from their side yeah so all of this have to be [Music] enabled after that you can click that intermediary when you successfully add us as your intermediary you should saw this screen under just now the intermediary page you will saw our company name p number brn uh we can submit your sees on behalf of use from when until when and if you scroll it to the right you will see the stat is active so means uh you have successfully assigned us to help you submit your s okay next thing yeah this is where just now I'm trying to mention other that we have to set enable the invoice we have to set up the invoice store the invoice project and we also must have to set up our company info of course so uh company info and location info actually actually and basically the same thing we actually do need to like keep key in one by one on your location like maybe some of the customer you have multiple Outlet you have a lot of location uh don't worry you do not need to ke in your location the information of your company to your location one by one again there's a button to like one click copy all you just need to set up on your company okay so what info is need to key in on your company there is your registration name your company name your company name and your company team number your B bus uh SSN number but the new one not the one with like Dash alphabet behind just the pure digit one the new one the SS number if you is uh if you have text uh tourism text number if applicable your contact number supposedly contact number is your accountant number so just in case anything happen lhdn should contact who your email to receive the E invoice inform any not ification so supposedly also your accountant do uh if best try to assign a email that for the accountant Department instead of personal email if just in case your accountant resign then the email no people to access again so if using accountant Department uh yeah anyone can have the access like the account can be pass on yeah that better is for you know future proof okay uh and I see code your msic code can be get it from your M invoice portal your business activity description uh supposedly the moment when the company is being registered SSM they already ask you like what your business trying to do what business you're trying to do uh there's a discreption there you can like copy it and your company address of course okay uh for the contact number yes uh contact number you for the latest information I get actually you do need to start with six you can straight away like 03 and then something something or 01 something something something behind also can no problem but uh try not to put any symbol on it no no symbol no spacing just pure number but you don't have to start with sck just start with zero is okay okay yeah so for your Ms I code where you can get it okay uh there's a link to show you the template from Gman uh from here or your taxpayer income tax return form should have show it also your company ass number should have your msic code as well and the template you also can view it on our system where you can go to invo Malaysia set up e invoice Code table and invoice msic so this is the template it's not the uh yeah this is the template that provided from government we just follow them yeah but but in a rare case just in case that the moment when you're trying to select the MS I code from the list in our system it doesn't have the code that your company currently using you can actually the MS code in our system manually you can add it manually no [Music] problem okay so next okay so this one is a step for configure the your company info to our Dynam where you have to go to Common modu set up company edit info I mean after you click the company at the screen you should click and info first because we already enabled the invoice function earlier the step so now you can see there's an extra tab e invoice you can click invoice and this is the in uh the place where you have to key in your information here your company register name do follow your SS SSM there some company they have a doc behind some behind B follow it the doc is important if you have the doc on your SSN follow if your SSN doesn't have the dot you can just give it you don't purposely put the dot where your SSM don't have it and you don't miss the dot if the SSM have it yeah so this kind of important okay so your te number your company register for sure it will be brn by s number so this is your s number the pure digit one okay below here you have to repeat again on top is brn so below here you also have to fill in brn again this the same assess number SST registration number if your company have SST you can fill in here let's say if you your business have SE tax and servy taex you just ke in either one of it which whichever text that you use the most because you just feel in here so tourism text if you are doing discount of business you have it then you can key in if not just leave it and a Yeah by default our system we fill in N for you but if you have it you have to change it so email yeah just how we did mention email put your accountant Department your msic code when you're trying to change it make sure you delete the wording here first the weding here you have to delete then only you click the three dot okay so after click the three dot it will show a list of available MSC ID that provided by lhdn just in case you did not found the msic ID you need you can actually click add new record on button left just like the other function so you can key in the ID yourself no problem so after that your business activity description you have to key in here and the contact number again you don't need to start with numers uh don't need to start with six you just thr away 03 or 01 something and you are only allowed to K one number uh same goes to email only one only one email One contact number canot multiple okay address line zero is most important thing so you have to key in here your company address line line zero this is actually line one and then line two usually the address end with line three where you will see something like 4710 ponga salang so for that you have to split it so the five digigit number actually is your poster Zone and then the name behind the poster zone is actually the city name and the after the comma that one is your state ID but the Step is by ID so you need to delete the wording here and click the three dot so that you can select the state in the list if you have the their their own ID inside okay but some of the company maybe your address the the place you're located at maybe the address is four line so you may have one two three line and the last line is spit out like this okay so once you are done you can set the record if you want to test whether the team number you key in and the registration number you key in is match or correctly you can click this little star icon on the behind so it will like try to validate for you if you don't click it here it's okay we have other places to click it uh we will uh mention about it later on uh yeah uh it's a it's actually it's a send screen you just like scroll down a little bit so it mentioned here about the postcode uh the city name your state ID after you select state ID your country ID automatic show yeah and for those info just in case you don't have the info just put it in a z0 for the state ID or 5 for your msic ID yeah location yes so just like we did mention if your if you have a lot of location uh no worries you just uh okay sorry one by one okay we go to Common module go to setup go to location so after you open a screen where you can see all of your location inside you just go to one of we edit then you can click the click board under the right side it will straight away copy all your company information over to all your location instead of just have to K fill in one by one again everything you just click the clipboard icon so it will copy all of your company information to all your location that's it so you don't need to like verify again basically if your company information is correct then all the information copy over will be correct as well okay skip okay supplier buyer and their information of course we have key in our information of course we need to key in our supplier and our buyer information also that means like C to uh B2B buyer or supplier to supper also B2B actually okay so uh the information we need to ke actually is same as our company but this is the info so basically the same uh we don't need to go through everything El again yeah how do we key in those information if you're trying to man only keying it in the system you can just go to the setup like example uh if you're trying to do the supplier one you just go to supplier module set up supplier search for your supplier edit scroll down you will see a e invoice tab so click on the tab then you can fill in the info but actually for supplier usually you doesn't need to fill in their info because you do need to issue e invoice to your supplier your supplier should be the one issue invoice to you because they sell you the goods but uh why we allow you to key here because maybe your supplier does not entitle for E invoice or they didn't enroll to invoice special case or maybe like the yearly revenue is less than uh 250k I believe there there a last info or your supplier is start on July you start on January but your supplier start on July so the first six month you have to submit self Buu invoice to your own self but after uh on July you can untake it and let supplier submit the invoice back to you instead of you submit it as sales build invoice okay so you can get your supply information you have to fill in basically the same thing as our own company their company name their team number uh for sure and then they reg s number just in case the supplier was rep represent as personal then it will be n not brn n i is personal and then registation number is the IC number okay after that basically the same info below here uh fill in basically the same thing yeah we just get it and then we F in here yeah um yeah you just like highlight the state ID again and skip this it's actually the same same we company for our customer for our customer yeah uh is also the same information where you key in here also like the company name the team number registration number uh their SSD or tourism text their email msic blah blah blah okay the one thing is as if this customer ID maybe is your Marketplace ID as if your business use Marketplace you should no need to fill in anything inside here just take not applicable that means any invoice create under this customer shouldn't have submit invoice to LDN if not you are double entry already because where you go to Marketplace the marketplace should have helped you to submit invoice on behalf of you already okay so for your online store is different the one just I mentioned is Marketplace Marketplace that will help you to maintain but your online store actually is your considered as your outlet but it just sold online so is you shouldn't take en not applicable you have to submit yeah but the one if is slightly different step later on okay so let's continue first just in case your tier or your supplier was not from Malaysia you can actually use the gener number when you when you ke in the invoice information of course we will have their company name right so their team number we can just click the T behind generating 10 20 30 or 40 so each of it is for different purpose for non Malaysia if it was your buyer from non Malaysia then you you have to use gt20 if there Supply stock to you then you can use GT3 yeah for government Department that purchase with you you can use Dy 40 and for General this one duty 10 is for you to submit the consolidate yeah okay we so now we are talk about our invoice utility tool where we have a function to help you to do the validation for your company your location your customer and supplier so this is for before we submit any document to lhdn we can use the validation to check whether the information the customer or your supplier provide to us or our own information I mean our company information that we just key in whether it's correct or not we can use this validation to check it also we have a tools to help to let you able to update your customer e invoice information and supplier invoice information by using Excel so we have this but upate to we will talk about it now okay so for the company or location te validation you can go to invoice Malaysia transaction Tex payer team validation yeah Tex payer team validation uh when you as example for company after you clicking uh if you did not see any record below click refresh data on the top left so that your company should be showing out here then you can right click submit for taxpayer team validation it will straight away connect to lhdn check for the result and then return to you to let you know whether your the information you just ke is validate or not validate if not validate then you have to check is it after you you when you copy paste your team number or your ACC number is it there's a you know a spacing behind it so just remove it or there's a tiny little dot behind you did not notice so remove it so after you edit your am amend your record again then you can come back back this screen and right click validate again to double check it once your company validate is has been passed so by right when we click the clipboard icon to copy to the location when you come to location screen you can highlight all by click control a Ctrl a if you highlight all you can right click submit for taxpayer team validation it will all validated as well because your your location is using your company info your company already validate success by right your location also will relate success because it using the same INF for but if in just in case it will it show not validated then something wrong you have to like go to the checking again if you're not able to solve it then you know who you should call the support team for customer and supplier yes we also can do validation for it after you have update it manually in the system directly or you use the just how we mentioned the update to the by import with Excel after you import you can also come to this screen by customer or by supplier you can go to not validated so you no need to resubmit those already validated go to not validated also sorry just in case all the record is zero click refresh data so you will you will get your customer information or your supply information then you go to not validated control a c a so highlight all right click submit for text validation so it will try to like validate all of it when you have too much of customer record here it might take take a little bit time so maybe you can do it when you you know you're going out for lunch you just leave it running there yeah okay so for your supplier is a same step as well you open the screen click refresh data go to not validated contr a to highlight everything right click submit for validation for the back update yes this is a part where we use Excel to update your customer and your supply info you can go to E invoice Malaysia at the Dynam screen go to invoice Malaysia setup utility then you will have this three button uh actually you should just only use customer supplier because your location can one click copy from the company so you don't need this okay so for customer and supplier after you click it it will open the same screen no actually not the same screen uh the the same looking screen okay and then you need to select your format ID if you're doing customer one when you click format ID you should only saw customer invoice when you click the supplier one when you click format ID you should only saw supplier invoice it doesn't show both yeah you only can select either one of it okay after you select let's say we are doing the customer one and then you can click export data it will ask you are you sure you want to do export now it might take a while click yes it will generally generate a list for you to let you preview first what will be export after that you can click confirm and then it will ask you where you want to save your Excel after you have saved the Excel you can straight away edit the Excel like feel in the customer information inside or your supplier information inside once the Excel is done come back to the same screen if you already close it if you open this screen again by clicking here on the Dynam main menu make sure you select format ID first make sure you select format ID first then only you click browse FR and look for your Excel the data will load out here on the input and then you can click process it may talk a while if your customer record is like you know uh depends on your business if you have a lot of customer then it will take a while you can click process and then wait for it uh when it done running 100% it will let you know whether is there any issue if you show on eror count how many record having issue and how many will be success actually you just have have a look on the error count if the error count is zero that means your Excel is perfectly fine no problem everything has been updated so after you have done this step you can go back to just now the validation look for not Val dated and then do the submission to like check uh have a first time checking on their provided information first about the te number and the s number so this is for our part up two oh actually they have a screenshot for it okay so basically just like format select your format uh format ID export are you sure yes so if you give you a list you can click export data where you want to save your Excel so after you done edit then select form ID and select the browse F this is a sample of the Excel template after you export so actually inside you can see the Excel column the title of it is kind of straightforward as what you can see on the customer screen earlier just now we mentioned we have to fill in their registration number their te number their registration number and if this is brn then you have to K brn also uh name the name is their common name remember if your some have the dot behind follow yeah and then the text number horizonal ID behind there's a lot of Ro behind that so you can like have a have a look it on yourself yeah so this one for import okay for item it item we have item classification ID and item text ID your chart or account also have the same thing item classification ID or item text ID so how do you set it okay before that okay what is classification code so classification code is to define the category of product you being service bill or sell to to customer uh maybe it's something that government trying to keep track yeah so there's a list on Government website we also have copy everything uh and list it on our system we will update as well when government side update yeah you can view it on here currently there's only 45 category where while this PBT is cre being made for set item classification ID on item you can just go to inventory module set up stop look for the Stop and you can active go to E invoice you will see this e invoice T last time only until G distribution now you have invoice now then you can assign you can change item classification ID to something else by default when you enable invoice we will make everything as 0 to2 which mean other just means uh there's no code no specific code for this product are just automatic just in case if this product you need to declare to government you have to change it and select the correct classification ID if the ID is not in the list again you can click add new record on the botton left not on the screenshot it being cro so on the button left you can click add record and add the classification ID yourself the description doesn't matter but I think the ID is most important yeah if you have the ID but it's not in their list you can add it yourself for the item text ID also same uh you can remove this D6 not applicable remove it and then select the three Dot and select the item text if applicable for accountant wise if your child account have this is this specific account code is have to special hander submit the info to government you also can go to accounting module setup check on account can click and hit the record and change the item classification ID and the item text time so that when you create your other payment voucher or your other receipt the receipt or pay voucher can be submit to lhdn okay so we are going to the EM transaction for yes okay so emo transaction for there is few [Music] different type of document you have to handle so the first one will be of course B2B or b2c your e-commerce or your Marketplace how to handle uh your self build for over overse purchase or other transaction or maybe like I said your supplier have not yet start e invoice because they're starting on July not the January so you have to self build and uh yeah this I don't know how to read sorry so yeah this thing the clan thing you you need to how to handle it I need bit transaction flow to let you know how our site handle the flow okay so first we have to set up our product the information we send to our post let's say if you are using our post system and then when you create any seals on the post the seals will straight away sing to NW and then if you did using our post the receipt will have a QR code for customer to sell service that scan the QR code they can fill in the their information theirself so this one should be covered later on and we have a dashboard to let you see whatever document has been submitted is it validated approved or rejected or you manually cancel it or something yeah we have to dashboard for it we have a email function to let you know as a reminder uh whether uh trying to tell you not to forget to submit Consolidated invoice uh transaction function to like what transaction can be submit invoice so the basic six document invoice Cas CN DN prund not there is something new and uh actually receip also but that one is I think uh special case as if and then the another self bu invoice self build credit Noe debit Noe and refund Noe as if your supplier does not enroll for the invoice you have to submit self build if not basically you just like submit the top one under customer module okay so list of the rejection your customer can reject the invoice also if they decided to do it like they they denying the information that you just provided under them but actually there's when they submit they should have have a review the information theirself this should be R case they will reject it okay but just in case if they reject we have a place to view with what document has been rejected okay invo filing and submission uh consolidated this is for consolidate invoice uh next one self bu yeah self bu on you is okay type of the E invoice there's three different kind of e invoice so first one self build is your supplier does not able to provide you e invoice like I said there does not enoll to invoice or there wasn't having invoice now there was later on best stre you have to submit sell bill first yeah so what of the document have to submit manually consolidate e invoice is the one end of the month end of the month you combine everything that customer did not claim it so you consolidate it and submit to hdn directly and invoice this is the normal one this directly B2 b or B to C E invoice workflow so basically you just like create and submit waiting for the validation you you get a notification when the invo is validated or rejected I mean cancel I mean reject like yes reject by mdn maybe some some info inside is wrong so they reject you you will get a notification if it approved it and then you will have a QR code and you can share they can scan it and it will bring them to ldm website and show the information that what document number uh which company build to which company and the date things like that yeah uh rejection or cancellation as if they manually reject the IM invoice that already approved they can reject it as if any and then you also can get a summary of invoice already submitted at your my invoice portal after Lo in with your boss account okay so for invoice transaction flow rer where you how you handle B2B transaction and b2c transaction okay for B2B transaction basically is like where there's the seals come in you ke the seals in our Dynam and then use our Dynam submit to lhdn LDN will return the data to let you know whether the emo you submit is approved but sometime when you submit the invoice to LDN maybe lbn site they survey is busy you will not get the result directly it will show Val thing is still pending uh it's okay you can check it back later on after half hour 1 hour or more and see the lat status the type of the invoice that we can submit uh here only cover for four so we have the normal invoice if we have any CN then we will have credit note if we have any DN we have debit note and just in case you just refund directly we have refund Noe there's a difference between refunde and credit node where credit Noe you are supposed to link with invoice refund is directly do it without the invoice maybe like the invoice is totally set there's nothing for you to like credit note but end up you still have to uh maybe Supply return you something so you can use refund okay so the key difference between credit note and refund note okay is mentioned here like credit not you s 200 this is a sample you s 200 office chair and issue invoice and it unit is 40 so you refund him the eight unit only you are issue credit note because uh there's no payment involved yet but if you already so two uh you sld 200 off chair to customer they already pay you that means the invoice already seor so you have nothing you don't have any balance for KN off on CN so you are straight away creating refund refund the amount to the company the it it still affect your it quantity it just that depends how you handle the amount of payment the money yeah if the invoice has not yet paid you should use CN if the invoice already PID fully paid then you should use refund that's the difference for the refunder function if you're using old version you won't S it after you update the new version is on the same screen where you saw the credit note it just beside refund only appear on new version if you are on the old version you won't saw it okay so s invoice this if if you're doing a manual custom invoice uh this is just a sample for you how how do you know whether the document has been submitted accepted or rejected kind of thing okay so uh usually when we create customer invoice we are going to customer modu transaction customer invoice we create a new document we their information what item we sell and after that when you save or even though you didn't save you should notice that there's a new tab Ino by default by default is was showing open this is the default setting that mean the document has been created but not ready to submit this is for yourself to after create a document don't allow the system automatic submit first so you will have a second level of people like higher access right permission people to like review the document first before they edit the document and change it to ready to submit and let system submit the document automatically if you want to have control on it because if we let the system automatic where to submit that means your normal stuffff after create the invoice that set the document after let's say 15 minute system will automatic you to submit no matter the information inside is correct or wrong so maybe on your business your company floor you have a second level of people who have to reveal the invoice that your staff created so by default it's open so it doesn't submit the second level people can review the data the document first if everything's fine he can change to ready to submit and let the system handle it automatically of course you also can trigger it manually I think it will be covered later on yeah so this is just a status thing yeah if you scroll down a little bit so the because this customer invoice right so customer information will automatic fill in here based on customer CA as if you did maintain it nicely if you did not maintain it nothing will show here there is something you need to take note if you create the document first then only you maintain your customer profile invoice info the info won't be bring over to the document the information only will bring over after you maintain your customer profile and then you create a document not the other way around yeah so if you did create document first then only you yeah I forget to fill in this customer info then I go to maintain my customer cut file sorry you need to come back to this document and F in the same info yourself again just this one time because you create document before you maintain theile yeah okay but if let's say you're trying to do the submission manually to make it faster because uh like I said we by default when you create a new document it always on open uh whoever have higher position higher level they reveal the document then make sure everything is okay if you want to let system Auto handle for you you just change it to ready submit then save Ed document change to ready to submit sa this is for let system Auto handle for you but let's say if you want to self handle it you want to submit as soon as possible no problem you can just go to more e invite action submit document a screen will be prompt this is the information of the document you just click submit so our system will directly send this document information to lhdn you will get the result within 10 second to 1 minute depends on your internet speak or the lhdn server response spe if Val success you will St away at the screen sorry yeah so the smallen we just click right emo action submit document the this small screen you actually can see the status on the top new submitted but still pending for the result from lhdn or lhdn already accept invalid mean something wrong so they reject the document or cancel uh for cancel that means after Val already valid and then you request to cancel as you can see in white action here you can cancel the document because any document after you have been submit it already valid or already submitted you are not allowed to edit the document content like let's say you accidentally select the wrong item you key in the wrong quantity the key you key in the wrong unit price as long you has been submitted or valid invalid you are not allowed to edit the document but as long you are still within the three days you can click more in more action cancel document you can request to cancel the document but also you need to wait for lhdn to approve the cancellation once the status become cancellated you can now edit the document change the information inside recorrect it and then save the document you can submit again no problem as long the document date are still within the three days okay so like just now if you submit to lhdn it valid so you can see it highlight to valid then you will get those U ID those are your unique ID the government will keep for I don't know three three to six month very very short period or three or three years if I remember wrong okay uh so those link ldm will keep it temporarily you can access the link any time until they expir from lhdn side yeah LDN does not keep it seven years for you but yeah we just follow them uh the those are the info that for us okay so this screen after validated if you click okay you close it if you go back to the document bottom you also have the status it also telling you is validated success everything those information and the title also will change the title invoice related success so this title right is just now early we create customer invoice this title so you you can see it's invo ready to submit or invoice open new it will become the invoice validate it will it will change the tile here so you also can know if you are not highlighting if you sorry if you are not highlight this tab that maybe you on a detail to view the item this T actually has color code so if it it was validated it will be green color so based on the color you also know whether this document has been validated success or not document validate yeah so when after the document has been validated successfully uh this document will get a special uu ID just now we mentioned so The UU ID will show on the top on the document this is our EO template yeah so the main important thing actually all 55 field inside here actually is also important uh but the main thing is the U ID here this long random generated number and the QR um by right on lhdn site you are not allowed just to show the QR code and The UU ID on your existing format you are supposed to show everything that 55 column 55 fi that um lhdn specified you need to show it so by right you shouldn't like adment your current in your current format and just add in this do ID and the QR no you have to do another way you need to use your information and edit our e invoice template to put your info inside here those info we showing inside here is the info that lhdn require you can change the position the layout everything but you can you shouldn't remove any fi of it any fi of here so those field are required by lhdm okay so issue invoice customer invoice I'm sorry if this video have no out de but we have a look how you can easily create a document and submit it yeah so you see validate success the name will change the green column and then we have a e invoice default report format oh sorry the sorry for the video like running to fast yeah but uh you can try it yourself if you have set up a sbox account or if you want to see sample you also can inquiry to your salesman they should able to provide you some sample okay so 72 hours rules so this rule is set by rhdn whatever document you has been created you have 70 2 hours to submit to lhdn if after 72 hours the document has been will will be rejected you are not allowed to submit it again so what happened if you did not submit the document within 72 hours it expired already or you did submit but it get rejected you did not know you didn't uh have a look on it and it get rejected so what you can do actually you need to do c for it and then you need to issue invoice again yes you open the CN for your customer in within 72 hours you feel to submit it if feel to validated you have to open CN to that invoice and you have to create again that means uh extra job for you also extra job for your customer because they have to create key in three document now yeah so these some rules about it yeah cancellation transation uh as I mentioned earlier if FL said after you submit it was valid already as you can see on the status it was valid but just in case you found out he some of the item I I ke the wrong item I can the wrong pricing wrong quantity I need to adjust the price there's a discount or something like that you can click more e invo action cancel document cancel document again click that on the prom click cancel document it will asking you for a reason you need to fill in the reason so then this reason will be submit together with the document request sent to lhdn and I'm not sure whether the lhdn site is like human verified manually but if a by computer it should be Auto approved but if by human manually then maybe they will have a chance to reject your request on the cancellation but once the cancellation is Success you will now able to it doesn't have a screenshot for it so when the cancellation success you will have the stat will become cancel then you can edit the document again after you edit and everything you can resubmit the document again make sure everything is within within 72 hours okay for the credit not also almost the same thing but the most important part is when you create a credit note you ke the item or you use the input from more input from customer invoice if you're using the manual way make sure you come to the KN off invoice here and KN off the CN amount to a specific invoice make sure to do it this is how the CN works you are supposed have a CN KN off to specific invoice if you just straight away doing a CM without not off direct now you should use the new refund node because there's no IM invoice invol yeah so also same you have their own status by default it always open it always open so the higher permission staff manager they can reval the document before they decided one to submit or not yeah so about the almost the same thing yeah the if R success the the link link will con to Q those you ID things and now we have a look on the credit note submission yeah so if for credit note by you should KN off one of the invo and sub process complete so we stra away get the result it's valid sometime after times up we you don't get the the status it will become valid dating we still have to wait sorry for the video a little bit too fast I don't know how to pause it yeah so that's is for the credit note so for the refund note it just involve payment how the money goes up because it doesn't involve the invoice so it involve the bank account straight away okay uh basically it's the same thing but instead of you select not off for the invoice you have to select payment detail and just like how you key in your payment voucher or customer receipt you need to add a account code sorry you need to add a payment method sorry this screen payment method which method and what is the amount because this is pure refund it wasn't off to the ocn okay but on here you're asking for select invoice also yeah you also need to select invoice but even but you are not knock off the amount to the invoice because the invoice already Senter so yeah you still need to select invoice but it's just the invo already fully set that's why you are not using CN B to C B to C is more easier uh mean as if you sell to your own customer if they are if you are using post if you are not using post uh you still have to help them to submit okay um as you are a supplier because you are selling stuff to your customer now so you are the supplier so if your buyer require e invoice is yes you need to get that information then uh you have to do submission uh via our system then after that you can uh share them the the link or something they can access the invoice information theirself or if you are using post they can scan the QR code oh sorry or the because the E invoice they also have a QR code right they can scan the QR code and get the information from the hdn yeah so the the buyer will able to sustain their tax transaction for the tax purpose on next year submission I mean 2025 submit for to for next year submission for this year okay so what What if after you create the document but your customer does not require invoice so basically you just like issue the normal receipt to your customer after that at the end of the month but not the last day I mean uh first of the month maybe first of the month one day two days or third day of the month you should consolidate of the last month combine everything and submit together on money B so actually this this is not submited on end of the month is supposed to be first suggested three days within three days of the first of the month so after that you just submit the consolidate to LDN then that's all end of story uh this p2c actually for the Dynam side not for the Post side so I think that one will be cover later on okay so B to see when individual customer require invoice for Malaysia Malaysian uh we just need to get their team number and we need their IC number oh either I expecting both so yeah either one or both on next year uh government did mention they we have a something new apps right there where we can register and then we show QR code to our Merchant we as if now now my PO is I am a customer I will I can download the app register I will get an account I can show the QR code from the apps to the the seller the merchant they scan my QR code they will stra away know my team number My IC number Etc or my business uh account info so they just scan it it will automatic F inside the system so those we will Implement on on next year when government s application already released because we doesn't know what info the QR code will be provided yet but when we have it instead of like we have to ask it one by one we can just scan the QR code more faster but for now before government release the application we have to ask the our customer and fill in the information manually okay so for non- Malaysian it doesn't have the IC number for you right so that that's where the gener number come from so on the generating number we can use we can use the gener but because they are Foreigner so we can get their passport or just team number or if you generate team number must insert passport number so not both and not not either have to be both okay so for the Post yeah finally do the post okay so on when when the post you create like customer into your counter they buy something post uh will have a receipt for [Music] them the drop a little bit on this method one sorry okay this method one this is we help customer to submit okay so customer buy something on the counter that request invoice so we get that information we help them to fill in after that we can print the invoice to them this one method this first method method one okay so uh the the flow will like go through this what we do on the post and the post will uh sync with the Dynam to to get the information syn the Seals Everything yeah Stu key click reprint F in customer DET sub for invo to LDN LDN return the data data return to post post then have the status to print document to the customer yeah um actually this is a roughly flow give you a rough idea how the system works but uh the simple part is as long customer request invoice on the counter uh your counter your your counter casual stuff can help them to fill in their information and then submit and later on print the invoice for your customer okay so how to do it how your Casher can help the customer to key in the info manually so at the post click the receipt button on the middle Center there so you will go to the reprint receipt screen look for the the receipt if he was the last payment customer usually he will be the first result so you don't need to select anything you just need to straight away click on the invoice so on here we can key in the bu information we have to get the information with our buyer but again uh as the information in the info I get when and next year government release the apps we will do the Integra integration with the apps also with then the C just like scan the QR code on the customer phone all the information will automatic fill in but the one is future thing we need to wait until the government release the ATP first if Government suddenly urn then yeah we have the F manually so uh on this screen when after you submit the info you can you also can know here whether it's submitted if not submit then you open submitted validated or rejected it also will show a status here so you know this document have this one one status we actually have the function to send the receipt to our customer via email or via whats uh if you doesn't know this function because either uh you are on the old version possible that's why you doesn't know but if you're on the new version we actually we have this function we can click Send wherea email or Whatsapp email is the free email is free to use but WhatsApp has to pay it's not charged by us it's charged by the the service that help you to send the message out by per message so yeah um yeah so email is free if you interest to set up then you can inquiry your Suman about it for the by whatsa if you want to know the pricing you you able to inquir your S as well so we have this function to submit so if by full number after you receive you will get something like this the receipt in PDF and then some information the template you will show here yeah so this one is the one that I want to keep keep trying one to say this the method to let the customer sell service you don't need to help them to fill you anything just ask them to sell service when customer require invoice on the post you just print the receipt the receipt below you have a QR code so customer just scan the QR code it will bring them to our SCP website uh smart invoice platform website customer ke their info s Service their ke their own info on the website click submit then the website will inform our system to do the submission it will submit to lhdn LDN will give give it the update when our system detect the submission has been successed it will automatic like send the information to customer to let them know via email or WhatsApp as if customer did provide any while they key in the info here so this is the best method just ask your customer Sal service unless it was um antie anle they doesn't know they doesn't know how to use a phone to scan and service though so then that that how the method one came so your C have to help them to F in the information okay so for the sap so basically it's like customer scan the QR code it will go to our SCP website they request invoice so they have to fill in their info info will SN back to the Dynam VI our API and it will submit to invoice hdn and HD informers this is a sample receipt that provided to customer if customer um after print the receipt I mean on the Casher walk in pay on on the counter counter print out you will have an extra Q out below so scan below to submit invoice customer just use their phone to scan this Q out it will bring them to a website our SCP smart e invoice platform so they can in their full name their te number whether they are Malaysian and what type of registration number they trying to use IC or um the the passport or if they're trying to claim as company they should change it to company on the top they can click company on the top and then they fill in their company name company te number company brn number contact those kind of info so this is how sales service works okay next we will talk about Marketplace and your eore there's a different Marketplace is the shab and E store is your own web store is link directly back to you it's not like handled by uh like Market Place some some platform will help you to handle everything okay so for e-commerce transation floor when the customer purchaser purchase where the platform so let's say shoy they buy on shoy shoy will inform inform you right you are you are the seller shoy will inform you then um you update everything good is so the e Commerce platform will help you to submit invoice on behalf of you directly so that's why you does not need to manually submit again so uh there there's a flow here you can read it on the screen M will use a self bu invoice to issue e-commerce platform as a proof of income uh this one is kind of like consolidate when you get the payment from your e-commerce e-commerce platform will issue e invoice for charge impul motion platform responsibility issue of invoice open request if customer request or receive if the buyer doesn't request for invoice [Music] so yeah uh for anything that from sh TI Tok when they go to Dam dam you should Mark it as the customer you should Mark it as not applicable for invo so we doesn't submit again to hdn so your company sales revenue won't be double when like on the government side it w to be get double entry Marketplace yeah so it mentioned again on the invoice here for your Marketplace example you have used our system integration or even though you didn't you man in for sure you have to create a customer ID for the marketplace right make sure on the invoice here you take not applicable for invoice so you doesn't double submit you doesn't Double Entry okay so when you create any document under the specific customer on the in screen it will treat it as not applicable so it won't Auto submit you also not not able to manually submit yeah what if s giant or shop to go this is consider your web store it's not a Marketplace it's your own web store you manage all by your own self so for this customer uh at the end you are doing month end consolidate like the one how you do it on the post cases consolidate but this one is for the sales from the online store so for this kind of online platform you have you did have to submit to lhdn because it s and shopy Shop to go it doesn't help you to submit invoice directly so you have to conso it and submit it yourself but of course when customer purchase uh anything from this site and they would want to having invoice uh there still method to do it but I don't think it will be covered on this whole slide so uh for that you might able to inquiry with your salesman okay okay so for the eore this is for how you handle the conso DAT I think eore bu