Collaborate on E Invoice Sample Format for Public Relations with Ease Using airSlate SignNow

E invoice sample format for Public Relations

good morning everyone today's session is uh mainly about specific guidelines on the issuance of EO part one so we have another session which will cover part two so in the part one we will look into the transaction with Buyers uh statement or bills on a periodic basis and dispersement and reimbursement also Implement uh prit and benefits expenses incured by employee on behalf of the emplo employe okay so I start my first topic transaction with Buyers So currently suppliers or businesses issue hard copy or soft copy in noices to the buyers uh using email or Whatsapp or the hard copy to record the transactions but after implementing the E invoice supplier need to issue e invoices for all transaction so maybe during this EO time the buyers maybe they need to use the EO but sometimes they may not maybe they don't request the E Ino if they didn't request the E Ino then the supplier need to submit Consolidated e Ino by 7th of next month okay so this is the overall workview of the EO process so we have like scenario one and scenario two which is like scenario one is supplier uh the buyer requested the E noise scenario two is buyer didn't request the EO so if buyer requested the E inise then supplier or the Casher uh need to get the details of buyers and submit to LDN and then after LSN validate the Eno then they will uh give the visual representation of the EO the valid QR code to the buyer but if if buyer didn't request the E invoice then they will uh keep their receipt their invoice until next month end of the month then next mon by seventh of the next month then they then they need to submit the consoled okay so before I start the scenarios this is the detest of individual buyers for the issu of EO so all the eoes we must put the the supplier side must put the individual buyers uh details if it's individual submission so first they need to this is the compulsory information that buyers need to provide first one is the buyer name so buyers need to provide the full name as per IC or passport if it's Foreigner or brn based on brn the company name then second one is buyers team or buyers IC number passport number or brn so why I put this two in one one point is because they have op option like they the individual they also can only provide the team if they only provide the team then uh supplier side need to put uh 000000 Z for the identification number I say it's 12 z z and then if they didn't provide the team but they only provide the passport number uh the IC number for the local then they need to put EI 000000 1110 but if it's for then that will be zero e e i00 210 for the team number if they didn't provide the team but only provide the I identification number but they also can provide both team and identification number to the uh supplier side then third one is buyers address so buyer address is usually the residential address of the buyer then buyer's contact number the their phone number and then uh buyer assd registration number so if usually if let's say they didn't register for the SS usually the individual they don't have SS number so if they don't have this s number then they the supply set can put an a for the the submission okay I put the note here so in Malaysia both individuals and entities who are register the taxpayer with irbm are assigned with the Tex identification number which is 10 known as number this one and then tin will be issued to all Malaysian citizens age of 18 years old and above so if they are local usually they don't they do have team number but it's just depends on they want to provide or not okay this is the team structure so here you can see I put individual team and non individual team non individual team is usually for companies so in under the non- individual team you can see they have 14 categories so each categories they have Team Code uh their own team code which will be the the first alphabit of the te number okay for the individual Team new actually new one new individual team usually uh start with IG then there's no any I no any other alphabet uh before the numbers and then for the company side it will follow the category okay and then here also you can see before based on the old format of the team number they may contain SG OG prefix but if after 2023 jary all will be changed to ig so when you submitting the buyers details so lhda you must put IG even the S it's SG or OG you need to convert to ig and submit to lhdn uh if for for the non- individual the companies uh you need to put zero uh after the te after the original number so you you need to make sure that company's te number is end with zero okay so where to find the team usually a Malaysian taxpayer can check the team on the front page of the individual income tax with or so my tax Port so you just need to log to your my txt portal and then in my my text portal then you can see your own team number okay so I start with the scenarios so first one is this is the requirements just now I talk about the the requirements for the individual so this part is the requirements of the consolate submission so for the cons submission Consolidated e Ino must be submitted within seven seven days after the month's end then the supplier can adopt one or combination of the following method one is they can combine they can put their receip number as a separate lines in the Consolidated EO so each line you need to put your uh one invoice or one receipt number for the description and then quantity will be one the amount will be total amount of the that that receipt okay so one line one receipt number then second one is the list of receipt for as a separate line which mean that you can combine the continuous number of uh receipt number so means if your receipt number is start from 001 under 00 10 then you can put this 00 one and 10 in one line then for the amount need to put the total amount for that 10 receipt but if let's say after z01 uh it stop then again it continue with 013 then 013 to 015 then this three receipt must be in a separate line so it's like you need to make sure that it's continuous receipt number in each line okay then third one is you can issue your considered e invoice for based on Branch so you can separate the con inverse by branch and then after you separate by Branch then you can use any of A or B to for the submission you want to use by line or you want to combine the continuous receipt number in one line it depends on your uh preference okay then other than that hdn also they need to make sure that the their system is smooth most the submission is most they so they put some limitation so first one is the maximum size of per submission cannot exceed 5 MP then and then each submission you only can submit 100 eoes then last one is one invoice cannot exist 300 KB and then last part is okay you cannot submit your Consolidated e invoice for the S bit you know except the transaction with individuals who are not conducting the business then interest payment to public charges last one is the claim compensation or benefit payments from the insurance businesses of an insurance to individuals okay but during currently they introduce uh six months grace period for each batch so but during this six month grace period you can submit your self bu invoice you can consider yourself e invo for all the transaction but after this six months period you must follow this one okay the number four okay uh so this is the details of buyer for insurance of C Ino so for the buyers name you need to put general public for the buyers team uh this is the the number that you need to use which will be start with EI and then end with 10 then third one is for the business registration number or identification number or passport ter you need to put na a then for the address contact number and SSD number everything you need to put an a which is not applicable okay for the C dat e in there's some uh activities that they cannot or you cannot combine and for the consolation which means you need to issue e invoice for each transaction one by one uh which are automotive like they are selling any motor vehicle then second one is Aviation like selling of flight ticket or private charart then thir one is luxury gos ory this one is currently on hold so uh you you still can submit as a Consolidated EOS for now until F notice but this one maybe in the future uh you only can submit uh individual Ino okay then fourth one is construction like construction contractor undertaking Construction contract then wholesaler and retailers of construction materials then license Bing and gaming pay off to winners for all reading and activities that they you they have like not that however pay out to Winners in relation to bating and gaming in or from gaming machines they all need to submit by individual then last one is payments to agents and dealers and Distributors okay so this is the overview of some of the method for suppliers to issue e noise okay they have like just now we talk about there there will be two uh scenarios one is the E invoice requested by buyers the another one is e is not requested by buyers so for the request request part there will be two method also one is the request on the spot the another one is they purchase the item they already have the receipt but at the point they didn't request for E noise but after a few days then they come back and then that they they suddenly realize that they need e noise for that current they their receip then they will ask for you in the future maybe visin the within that month okay so if they request un sport then they can the supplier can issue the EO from the their own online platform then they or your post or directly from my invoice mobile app my or my invoice portal currently my invoice mobile app is not ready yet so they can request from the portal then if let's say the buyer come back after few days then request for EO which means we call Post transaction request then this one can be requested via the online platform which is suppliers own platform so maybe they can purchase customer portal for their buyer to request the E invoice after a few days within the month okay here I put some illustration scenarios so we can go through it for the better understanding of EO submission for this one is like smmes mm with annual revenue or turnover below 150,000 are Exempted from issuing e in so if let's say buyer purchase something from the msmcs then they go to request msmes the company then that company they can reject and then they can say that they don't implement Theo as their uh turnover their revenue is less than 150,000 but uh they also still can voluntarily implement the e no also okay so this is the one illustration then second one is buyers can request for an EO at point of s okay so for example if you look at here Tina buys a smartphone from K electronic smart Gadget and request for an e noise then during the check out the Casher need to ask Tina's uh details for the submission like the team her team or her phone uh phone number contact number address then IC number then after that the Casher need to key in all the details and submit to HDM maybe they can submit from the portal itself or using the API integration maybe the system already integrated with the lhdn then it will be directly sent to lhdn site then after submission then after maybe just within a few second or after a few second then cashier will be receive a valid uh e invoice then cash can give the QR code to Tina at the same time Tina Tina also will receive an email from lhdn site but in order to receive the E noise notification from lhdn side uh Tina must login to my invoice portal to set uh her notification for the E noise side okay then uh third one uh buyers can request for an e noise after point of sell but before month end of purchase so just now I already explained to this part so this is the example like K buys and smartphone from Kai electronic smart Gadget and did not request for an e noise then after a few days later Tina returns to G Electric smart Gadget to request an e noise for the smartphone she purchased on 25th May but she went to the store and ask on 28th May so on 28th May because still with in the month so means this K Electric smart Gadget they still didn't sub didn't cons consolidate the uh EO and submit to LSN so the Casher can find out the the receipt that Tina purchased before and then update the details of Tina's then submit to LDN then LDN can return the valid uh e invoice to Tina also the company side then the illustration four is buyer can request for E invo after the mon of purchase but this part is subject to sellers internal policy uh like for example Tina purchased the smartphone on 15th August but after 15th of August uh next month only next month maybe 10th of September Tina realized that she needs the E ino for the maybe claim or submission to his company maybe his company requested then but K electronic smart Gadget they can say that they can't say that sorry we already submitted e consed e invoice so we cannot provide the EO to you but based on their policy they also can create and credit not to their last month they submitted considered e in but make sure that they select the correct uu ID for the credit part then after that then they create a new invoice for the for Tina to get the valid invoice so this is the one of the solution that Tina and then the K electri Smart Gadget can use but this one it depends as a internal policy okay the next one is Malaysian individual buyers have the option to provide te or Malaysia identification number so this one just now I already explained to you so the T the buyer they have option to provide the tetin only or they also can only provide the IC number so if they only provide I number the te part uh company need to put the general public number uh but if let's say they only provide the I te but they didn't provide the IC then for the IC part the supply will need to fill up okay next part is submission of invoice can be done where my invoice portal on individual basis so this is the this is the part that how the company can use my invoice portal to do the submission so if let's say they don't have any Erp system that integrate with lhdn site then they need to manually submit it from the May noise portal so when they submitting the May noise portal then they need they can submit uh by uh one by one so they need to ke in their buyers details and then their items details their amount and then submit to hdn site but my in Portal they also have batch upload so they need to download the template from my in Portal then in the template they need to follow the columns and update the details for the submission then after that they upload to my invo portal then my invo portal will be sent out the notification if it's valid to the the each uh buyer site okay this is not for the consolidation but this one is individual submission but they can submit by bch uh from the May noise Proto okay uh next one is where buyers do not require an EO seller is required to submit consol EO so this is the one that we discussed just now so if let say uh buyers didn't request then the company need to submit the Consolidated e invoice by next seventh of next month to the lhdn to prove that they have this income okay next part is this one is a bit different scenario so this one is related to landlord like who conduct the businesses so let's say usually landlord is required to issue Ino to tenant like uh including utility charges because if let's say you rent uh office then you need to pay the utility bill but the utility bill usually will be the details will be under landlord so the E invoice for the utility bill by tinaga national also will be go to l site so in that case if you look at to this scenarios like Omega properties a property developer or multiple commercial shop and Tam one of its shop is rented to K Electric smart Gadget so smart Gadget pays for its own utility bills so in that case Omega properties they need to issue e invoice to K Electric smart Gadget but this e invoice need to include the rental and the utility charges also okay then they will submit to lhdn then after the submission then K Electric smart Gadget will receive the valid e no which is for the the rental that pay also plus the utility that they pay so but in for this part you need to make sure that the landlord conducting the business so this scenario is for who conducting the business for renting the for the rental income okay okay so this is all for the transaction with the buyers next part we will go to a statement or or bills on a periodic basis okay so current process is like certain businesses they issue a periodic basis or bills to record like multiple transaction between seller and buyers so this periodic basis means it's like your statement is by monthly or quarterly or annually so like for this one there are some uh industry or SE sectors but it's not limited to only this one so this is just an example like usually digital electronic payment payment financial services including like Banking and financial institution Health Care insurance stock broking telecommunication they usually like uh they issue the statement of BS on a periodic basis okay so but after uh you implement the E invo then sers are required to issue an ino for items that are showing in the statement or Bill if the eor is requested by customer so if let's say your customer didn't request for E invo then for this periodic basis statement you also can still submit the Consolidated e invoice but if they requested then you need to put all the details that mentioned on the statement to the E invoice also and then submit to hdn so for example please understand sellers that issue statements on a periodic basis are required to in like for example Kenny received his phone bill for the month of October from his T provider which is the head then Kenny request for an e Ino to be issued for his monthly F Bild then on a mon monthly basis the C creates and submits keny's e invoice to lhdn the visual representation of the E noise is then shared with Kenny so for this one I put one example here so you can see this is the example of the visualization of the printable for the monthly basis so if you look at here you can see like frequency of billing which is monthly and then billing period for for the August so because it's monthly so you need to put the billing period also so this is the important part for the statement of bills on a periodic basis then for the description uh the line I item here you need to put all the charges that you put in the original statement like for for example here you can see monthly charges and then also you here you put the other charges so you need to make sure that you follow your own statement original statement okay so here another example e invoice issued for bills on periodic basis may include adjustment to statements from a prior period such as uh rebates okay so here for on the example Tina has been a loyal subscriber of Dela T has post paay plan for many years so to thank Tina for her her loyalty Del T is providing her with uh 10 Ring monthly repeat for next 24 months so when the C is issuing the eers they need to include this 10 Ring mon bit to their EO also so means all the details all the lines all the items on the statement must be submitted to EO okay so next part is displacement or reimbursement so reinvestments are usually the OD of pocket expense that the seller increas while providing goods and services to the buyers which the buyer then Reimers to the seller but these displacement uh are the out of pocket expense that the seller pays to third party in relation with Goods hold or Services provide provided to the buyer okay here are some example first one is single e invoice that includes the service fee and cost is issued to the buyer where e invo are issued to seller so in this case if you look at here uh adiva hires an event planner to organize their business product launch celebration then the event planner r a hotel B room for 30,000 for the lunch event and the hotel issues an e invoice to the event planner so which means the 30,000 rental fee actually directly issued to the event planner not ADBA then the event planner issue an e invoice to adiba for her event planning service and the reimburse for the hotel Ballroom rental as a separate line items of the E so on the EO you can see two line one is the services that they provide to ADBA plus the another line is the hotel bom rental reinvestment the reinvestment for the hotel bom rental because Hotel bom rental was uh provided to Adas and event plan s not Adas so event site need to get amount from Adas uh so they need to include this amount to their e invoice for the submission okay next part is no e Eno is required for payments made on behalf so this one is for the dispersement part so if you look at in this scenario thef company hires HR HR hiring for equipment services and HR hiring issued an EO to Def for the service provided but ABC company which is the parent of the de pays HR hiring on behalf of De then later thef company will pay back to ABC company in full so here there's no uh e invoice needed to be issued by ABC to thef nor by HR hiring to ABC because the service was provided to the EF then uh the invoice already issued to thef so this expenses actually uh belong to thef only ABC was have to pay the amount but later they have pay back to ABC so as no transaction is concluded between these parties so already like they already done the payment this is just the transaction between each others so there's no like expenses related to he in this scenario so there is no e in required okay so this one is related to displacement okay and then next part is about the employment benefits so here like usually if you sign the contract with the company then they usually provide like some benefits like uh for example like bills parking utility bills parking fees Comm maintainance club membership gy membership professional subscription or some allowance so in this case other than that you also have like expenses that maybe the employee pay first then after that they will claim FL from employee so in that case lhdn side said if let's say e employees can request to have the E noise from supplier on their company side it's best practice but if let's say the supply side they said they cannot put the company's name they only can put the employees name then employees can get the valid EO from the supplier and submit to the company company as a claim then company need to keep that valid e noise for their tax purpose but here are some example like maybe uh the employee went to other country then after they come back then they claim so so that receipt was from foreign country from for foreign supplier so in this case so they don't they don't issue an uh any e noise as they don't Implement e noise system in their country so after the employee employee come back then they still can submit their original document to the company then they the company can claim back then then company will pay back to the employee employee but in that case a company they don't need to issu s e invoice so this he e invoice is Exempted in this scenario okay so they don't need to issue anyo to the to document their foreign expenses uh foreign expenses from the employees side they but they need to make sure that they keep the original document that from foreign company uh for foreign supplier that's submitted by employee in order to show to and later okay so this is the scenario uh Bobby is the owner of Kai electronic smart Gadget while Mary is an employee at his store then Mary travels out of the town for a business meeting and request Ino under her name for the expenses incurred during her trip for claim purpose so Bobby uh the company able to use the e invo from Mary's trip even if the EO is issued on her name so they can keep the E the the valid e noise uh for the tax purpose okay but here is One requirement the company or the bbby based on the scenarios that he make sure that the policy is written in the employment book okay okay I think that's all for today's session so other part we will continue on the part two okay do you have any question for the specific guideline okay then I think we can end the session thank you all thank you