External Sales Invoice Applet

Purpose and Overview

The External Sales Invoice Applet is a powerful invoicing solution designed to streamline the entire sales billing process for external customers. It goes beyond simple invoice creation by integrating multi-source document linking, advanced pricing configurations, serial number tracking, and flexible tax management.

Key Features Overview

Who Benefits from This Applet?

Sales Representatives:

• Quick invoice creation from sales orders and quotations
• Real-time pricing and tax calculations
• Easy document linking and tracking
• Multi-line item support with flexible quantities

Finance & Accounting Teams:

• Automated tax calculations (SST, VAT, GST, WHT)
• Draft-to-final workflow for review before posting
• Accurate revenue recognition
• Seamless GL (General Ledger) integration
• Complete audit trail for compliance

Warehouse & Operations:

• Delivery requirement tracking per line item
• Serial number management for trackable inventory
• Stock conversion from sales orders
• Multi-location fulfillment support

Management & Administrators:

• Fine-grained permission controls
• Customizable field visibility and pricing schemes
• Branch and location-based operations
• Comprehensive reporting and analytics

What Problems Does This Solve?

The Manual Invoicing Problem:

Traditional invoicing relies on spreadsheets, email chains, and manual data entry. Common issues include:

• Data entry errors leading to incorrect billing
• Lost invoices and missing revenue
• Manual tax calculations prone to mistakes
• No link to source documents (orders, quotations)
• Serial number tracking done separately
• Delayed billing affecting cash flow

The External Sales Invoice Applet Solution:

• Multi-source creation - Convert sales orders, delivery orders, quotations, or jobsheets directly into invoices
• Automated calculations - Pricing, discounts, taxes, and totals computed instantly
• Smart document linking - Track invoice back to original order or quotation
• Serial number integration - Validate and track serialized items automatically
• Draft workflow - Review before finalizing to prevent errors
• Flexible tax support - SST, VAT, GST, WHT all handled automatically
• Branch/location control - Multi-location businesses operate efficiently

Key Features Overview

Key Concepts

Understanding the Invoice Framework

Every invoicing system must address three fundamental aspects. The External Sales Invoice Applet provides structured handling:

Document Flow Hierarchy

Think of the invoicing process as a structured document flow:

Customer Order
│
├── Quotation (Optional) ──→ Initial pricing proposal
│
├── Sales Order ──→ Confirmed order
│   │
│   └── Delivery Order ──→ Fulfillment confirmation
│       │
│       └── External Sales Invoice ──→ Billing document
│           │
│           └── Payment Receipt ──→ Collection
│
└── GL Posting ──→ Accounting records

Flow Through the Hierarchy:

1. Quotation: Initial price proposal to customer
2. Sales Order: Confirmed order with agreed pricing
3. Delivery Order: Goods delivered to customer
4. Invoice: Bill customer for delivered goods
5. Payment: Customer pays invoice
6. GL: Accounting entry for revenue recognition

This structure enables:

• Complete traceability from quotation to payment
• Flexible workflows (skip steps if not needed)
• Document linking for audit purposes
• Status tracking at each stage

The “Core Triangle” of Sales Invoicing

To effectively manage the system, understand how Items, Pricing, and Taxes work together.

How they link:

1. You select an Item (e.g., Dell Laptop)
2. System applies Pricing (standard RM 5,500 or special customer rate)
3. System calculates Tax (SST 10% if applicable)
4. Invoice total = Item Price + Tax - Discounts

Quick Start Guide

Get up and running quickly with these essential workflows.

For Sales Representatives: Create Your First Invoice

Goal: Create and submit an invoice for customer billing in 5 steps.

Step 1: Create Invoice Header

1. Navigate to “External Sales Invoice” from the sidebar
2. Click "+" (Add New) button
3. Fill in required fields:
   • Branch: Select your operating branch
   • Location: Choose fulfillment location
   • Conversion Code: Auto-generated invoice number (e.g., “INV-2024-001”)
   • Conversion Name: Invoice reference (e.g., “ABC Corp - January Invoice”)
   • Description (Optional): Additional notes
4. Click “Create” (saves as DRAFT)

Step 2: Add Line Items

Choose ONE of these methods to add items:

Method A: Search Items Directly

1. Go to “Lines” tab
2. Click “Search Item”
3. Search for product by code or name
4. Select item from results
5. Enter:
   • Quantity: How many units
   • UOM: Unit of measure (pieces, boxes, kg)
   • Delivery Required: YES/NO
6. System auto-calculates: Unit Price, Tax, Total Amount

Method B: Convert Sales Order (Most Common)

1. Go to “Lines” tab
2. Click “KO For Sales Order” (Knock Off)
3. Search for customer’s outstanding sales order
4. Select order - System imports all line items with pricing
5. Review and adjust quantities if needed

Method C: Convert Quotation

1. Click “KO For Sales Quotation”
2. Select approved quotation
3. System converts quotation items to invoice lines

Method D: Convert Delivery Order

1. Click “KO For Delivery Order”
2. Select completed delivery
3. System imports delivered items for billing

Step 3: Review Calculations

• Check Summary Totals at bottom:
  • Total Transaction Amount
  • Total SST/VAT/GST Amount
  • Rounding Adjustments (if any)
• Verify each line’s pricing and tax
• Confirm serial numbers (if required for items)

Step 4: Save as Draft

• Click “Save”
• Invoice status: DRAFT (editable)
• Finance can review before final posting

Step 5: Submit for Finalization

• Send notification to Finance team
• Finance reviews and clicks “FINAL” button
• Invoice posts to accounting system
• Customer receives bill

What happens next? Invoice moves from DRAFT to FINAL to Posted to GL to Revenue recognized to Customer billed

Pro Tip: Enable serial number validation in Settings if you sell electronics or high-value items requiring tracking.

For Finance Teams: Review and Finalize Invoices

Goal: Review draft invoices and post to accounting in 3 steps.

Step 1: Access Draft Invoices

1. Go to “External Sales Invoice” listing
2. Filter by: Posting Status = “DRAFT”
3. See all invoices awaiting review

Step 2: Review Invoice Details Click on a draft invoice to review:

• Header: Branch, location, invoice code, description
• Lines: All items with quantities, pricing, taxes
• Totals: Transaction amount, tax amount, rounding
• Source Documents: Linked sales orders or quotations
• Serial Numbers: Valid serial numbers for trackable items

Key Checks:

• Pricing matches approved rates
• Tax calculations are correct (SST/VAT/GST)
• Quantities match source documents
• Serial numbers are valid (if applicable)
• Customer details are accurate
• No duplicate invoices

Step 3: Finalize and Post

1. Select invoice(s) ready for posting
2. Click “FINAL” button
3. Confirm action
4. System:
   • Changes Posting Status: DRAFT to FINAL
   • Posts to General Ledger
   • Recognizes revenue
   • Updates inventory (reduces stock)
   • Generates customer bill

Rejection Scenario: If invoice has errors:

1. Click “Edit”
2. Leave comment for Sales: “Incorrect pricing for Item X - please revise”
3. Sales receives notification
4. Sales corrects and re-saves
5. You review again

Going on Leave? Set up delegation in User Permissions so another finance team member can finalize invoices on your behalf.

For Administrators: Initial System Setup

Goal: Configure the invoicing system for your organization in 6 steps.

Step 1: Configure Default Settings (Settings > Default Selection)

• Set Default Branch: Primary operating branch
• Set Default Location: Default warehouse/location
• These apply to all users unless personalized

Step 2: Configure Application Settings (Settings > Application Settings) Enable features your business needs:

• Enable SST (Sales & Service Tax) - For Malaysia
• Enable VAT (Value Added Tax) - For other regions
• Enable WHT (Withholding Tax) - If required
• Enable Dimension Tracking - For cost center analysis
• Enable Project Tracking - For project-based billing

Configure Pricing Visibility: Choose which price fields users can see:

• Unit Price Standard (Inclusive/Exclusive of Tax)
• Unit Price UOM
• Unit Price Net
• Transaction Price
• Discount fields

Step 3: Set Up Printable Formats (Settings > Printable Format Settings)

• Design invoice templates (letterhead, logo, layout)
• Configure multiple formats (Standard, Detailed, Summary)
• Set default format for printing/emailing

Step 4: Configure Permissions (Settings > Permission Management) Define who can:

• Create invoices: Sales team
• Finalize invoices: Finance team
• Delete invoices: Finance Manager only
• Edit finalized invoices: No one (for audit compliance)

Step 5: Set Up Webhooks (Optional - Settings > Webhook)

• Integrate with external systems (CRM, accounting software)
• Configure triggers: On Invoice Create, On Finalize, On Delete
• Set webhook URLs for real-time data sync

Step 6: Test End-to-End

1. Sales creates test invoice from sales order
2. Finance reviews draft
3. Finance finalizes invoice
4. Verify GL posting
5. Check inventory reduction
6. Confirm all workflows operate correctly

Ongoing Maintenance:

• Review field visibility settings quarterly
• Update printable formats as needed
• Monitor permission access logs
• Train new users on the system

For Sales Representatives

This section guides you through creating and managing invoices for your customers.

Multi-Source Invoice Creation

What is Multi-Source Creation?

Instead of manually entering invoice data, the system lets you convert existing documents (Sales Orders, Quotations, Delivery Orders, Jobsheets) directly into invoices. This saves time and prevents errors.

Why This Matters:

• Faster billing - No re-entering data from orders
• Error reduction - Pricing and quantities auto-imported
• Document traceability - Always know which order generated which invoice
• Customer confidence - Invoice matches what they ordered

Method 1: Convert Sales Order (Most Common)

When to Use: Customer has approved sales order, goods are ready/delivered, time to bill.

How It Works:

1. Create Invoice Header

   • Branch: Select customer’s branch
   • Location: Choose fulfillment warehouse
   • Conversion Code: INV-2024-001 (auto-generated)
   • Conversion Name: “ABC Corp - SO-2024-050”

2. Link Sales Order

   • Go to Lines tab
   • Click “KO For Sales Order” (KO = Knock Off = Link)
   • Search for: Customer name or SO number
   • Select sales order: SO-2024-050

3. System Auto-Imports

   • All line items from sales order
   • Quantities ordered
   • Agreed prices
   • Tax rates
   • Discounts

4. Review and Adjust

   • If partial delivery: Reduce quantities invoiced
   • If price changed: Finance adjusts (with approval)
   • If items substituted: Add/remove lines

5. Save as Draft

   • Finance reviews before finalizing

Real-World Example:

ABC Corporation ordered 100 laptops @ RM 2,500 each = RM 250,000

Sales Order SO-2024-050:
- 100 x Dell Latitude 5420 @ RM 2,500 = RM 250,000
- SST 10% = RM 25,000
- Total = RM 275,000

You delivered 100 laptops. Time to invoice.

Steps:
1. Create invoice header: "ABC Corp - SO-2024-050"
2. Click "KO For Sales Order"
3. Select SO-2024-050
4. System imports: 100 laptops @ RM 2,500 = RM 275,000 (incl. SST)
5. Save as DRAFT
6. Finance finalizes and ABC Corp receives invoice

Method 2: Convert Quotation

When to Use: Customer approved quotation, skipped sales order step, billing immediately.

How It Works:

1. Create invoice header
2. Click “KO For Sales Quotation”
3. Search for approved quotation
4. Select quotation - System imports items and pricing
5. System converts quoted prices into invoice amounts

Use Case:

Customer: XYZ Retail
Quotation QT-2024-010: Office furniture package RM 15,000

Customer says: "Approved. Please invoice and deliver."

You:
1. Skip sales order (saves time)
2. Create invoice directly
3. Link to QT-2024-010
4. System imports furniture items @ quoted prices
5. Bill customer RM 15,000

Pro Tip: This method works best for small orders or repeat customers where formal sales orders aren’t required.

Method 3: Convert Delivery Order

When to Use: Goods already delivered, delivery order exists, now billing based on actual delivery.

How It Works:

1. Create invoice header
2. Click “KO For Delivery Order”
3. Select completed delivery order (DO)
4. System imports actual delivered quantities (not ordered quantities)

Why This Matters:

If customer ordered 100 units but only accepted 95 (5 damaged), the delivery order shows 95. Invoice reflects what customer actually received.

Use Case:

Sales Order: 100 boxes of tiles
Delivery Order DO-2024-075: 97 boxes delivered (3 boxes damaged in transit)

Correct Invoice:
1. Link to DO-2024-075 (not the SO)
2. System imports: 97 boxes @ agreed price
3. Customer billed for 97 boxes only
4. Remaining 3 boxes: New delivery order + separate invoice later

Method 4: Convert Jobsheet

When to Use: Service-based business, completed work, jobsheet documents labor/materials, now billing.

How It Works:

1. Create invoice header
2. Click “KO For Jobsheet”
3. Select completed jobsheet
4. System imports:
   • Labor hours × Rate
   • Materials used × Cost
   • Service charges

Use Case:

Customer: DEF Manufacturing
Jobsheet JS-2024-030: Equipment repair

Jobs performed:
- Labor: 8 hours @ RM 150/hr = RM 1,200
- Spare parts: RM 500
- Service call: RM 200

Total: RM 1,900

You:
1. Link jobsheet to invoice
2. System imports all charges
3. Customer billed RM 1,900 for completed work

Method 5: Search Items Directly (Manual Entry)

When to Use: Quick invoice, no prior documents, one-off sale, ad-hoc billing.

How It Works:

1. Create invoice header
2. Go to Lines tab
3. Click “Search Item”
4. Type item code or name: “Laptop” or “ITEM-001”
5. Select item from results
6. Enter quantity: 5
7. System shows: Unit Price, Tax, Total
8. Add more lines as needed

Use Case:

Walk-in customer buys:
- 5 x Office Chair @ RM 250 = RM 1,250
- 2 x Desk Lamp @ RM 80 = RM 160

Total: RM 1,410 + SST

You:
1. Search "Office Chair" - Select - Qty 5
2. Search "Desk Lamp" - Select - Qty 2
3. System calculates total: RM 1,410 + SST = RM 1,551
4. Invoice ready

Pro Tip: This method is fastest for simple, small orders with no prior documentation.

Comparison: Which Method Should I Use?

Common Questions - Multi-Source Invoice Creation

Q: Can I combine multiple sales orders into one invoice?
A: Yes! Add lines from SO-001, then click “Add Line” again and import from SO-002. Both orders will appear on the same invoice.

Q: What if customer pricing changes after I create the invoice?
A: The invoice uses pricing from the linked source document (Sales Order/Quotation) at time of creation. Future price changes do not affect existing invoices.

Q: Can I edit line items after importing from a sales order?
A: Yes, while in DRAFT status. You can adjust quantities, change pricing (with authorization), or remove lines. Changes do not affect the original sales order.

Q: What happens if I import from the wrong sales order?
A: While in DRAFT status, delete all line items and re-import from the correct sales order. If already finalized, you must create a Credit Note to reverse.

Q: How do I invoice partial deliveries?
A: Use “KO For Delivery Order” instead of “KO For Sales Order”. The Delivery Order shows actual delivered quantities, not ordered quantities.

Q: Can I manually adjust prices after importing from a quotation?
A: Yes, while in DRAFT status, but this requires proper authorization. System logs all price changes for audit purposes.

Line Item Management

What You Can Control Per Line:

1. Item Selection: Product code and name
2. Quantity: How many units
3. UOM (Unit of Measure): Pieces, boxes, kg, liters
4. Delivery Required: YES/NO flag
5. Serial Numbers: For trackable items (electronics, machinery)
6. Pricing: Unit price, discounts, tax
7. Totals: Auto-calculated transaction amount

Understanding Quantities and UOMs:

Base Quantity vs UOM Quantity:

Example: You sell paint in 5-liter cans, but customers order in liters.

Item: Premium Paint
Base UOM: Liter (how you track inventory)
Transaction UOM: Can (how customer buys)
Ratio: 1 Can = 5 Liters

Customer orders: 10 cans

System calculates:
- Quantity UOM: 10 cans (what customer sees on invoice)
- Quantity Base: 50 liters (what inventory system tracks)
- UOM to Base Ratio: 1:5

Why This Matters:

• Invoice shows customer-friendly units (cans)
• Inventory tracks actual stock (liters)
• Pricing applies to transaction UOM (price per can)

Delivery Required Flag:

What It Does: Marks whether this line item needs physical delivery or is already delivered.

When to Use:

• YES - Customer expects delivery (furniture, electronics, bulk orders)
• NO - Customer picked up, or digital product, or service

Impact:

Line 1: 50 boxes of tiles - Delivery Required: YES
  - Warehouse team prepares delivery
  - Logistics schedules truck
  - Delivery order created

Line 2: Software license key - Delivery Required: NO
  - Email sent to customer
  - No warehouse action needed

Serial Number Tracking:

What Are Serial Numbers?

Unique IDs for individual items (like your phone’s IMEI number). Used for high-value or trackable products.

When Required:

• Electronics (laptops, phones, servers)
• Machinery (generators, equipment)
• Medical devices
• Warranty-tracked items

How It Works:

1. Add line item: “Dell Laptop XPS 15”
2. Enter quantity: 3
3. Click “Serial Numbers” field
4. System prompts: Enter 3 serial numbers
5. Enter:
   • SN-DELL-001234
   • SN-DELL-001235
   • SN-DELL-001236
6. System validates:
   • Serial numbers exist in inventory
   • Not already invoiced
   • Status = VALID
7. If any invalid - Warning: “Serial SN-DELL-001235 already invoiced”

Why This Matters:

• Warranty tracking: Which specific laptop did customer receive?
• Fraud prevention: Can’t invoice same serial number twice
• Returns: Customer returns laptop, serial number links back to this invoice
• Compliance: Some industries require serial number tracking

Visual Example:

Invoice INV-2024-100
Line 1: Dell XPS 15 | Qty: 3 | Unit Price: RM 5,500

Serial Numbers: SN-DELL-001234, SN-DELL-001235, SN-DELL-001236

If customer returns laptop SN-DELL-001235:
- System traces back to INV-2024-100
- Verifies purchase date, warranty status
- Processes return/replacement

Adding Multiple Line Items:

Scenario: Mixed Product Invoice

Customer: GHI Trading
Order:
- 100 boxes Paper A4 @ RM 15 = RM 1,500
- 50 boxes Pens @ RM 25 = RM 1,250
- 10 Printers @ RM 800 = RM 8,000 (Serial numbers required)
- Delivery charge = RM 200

Invoice Lines:
Line 1: Paper A4 | 100 boxes | RM 15 | RM 1,500 | Delivery: YES | Serial: N/A
Line 2: Pens | 50 boxes | RM 25 | RM 1,250 | Delivery: YES | Serial: N/A
Line 3: Printer | 10 units | RM 800 | RM 8,000 | Delivery: YES | Serial: 10 numbers
Line 4: Delivery | 1 service | RM 200 | RM 200 | Delivery: N/A | Serial: N/A

Summary:
- Total Transaction Amount: RM 10,950
- SST 10%: RM 1,095
- Grand Total: RM 12,045

Pro Tips:

Always verify quantities before saving (prevent over/under-billing) Check serial numbers for high-value items (avoid disputes later) Mark delivery required accurately (warehouse needs to know) Review totals in summary section before finalizing

Pricing and Tax Configuration

Pricing Tiers Explained

The system supports multiple pricing tiers to accommodate different scenarios:

1. Standard Price (Pricing Scheme)

• Base price from product master
• Default for all customers
• Example: Laptop standard price = RM 3,000

2. Unit Price (Negotiated Price)

• Customer-specific pricing
• Overrides standard price
• Example: VIP customer gets RM 2,800

3. Transaction Price (Final Price)

• Includes all adjustments (discounts, taxes)
• What customer actually pays
• Example: RM 2,800 - 5% discount = RM 2,660 + SST

Price Display Options

Inclusive vs Exclusive of Tax:

Exclusive of Tax (Common in B2B):

Item: Office Chair
Unit Price: RM 1,000 (excl. tax)
SST 10%: + RM 100
Total: RM 1,100

Invoice shows:
Unit Price: RM 1,000
Tax: RM 100
Amount: RM 1,100

Inclusive of Tax (Common in Retail):

Item: Office Chair
Unit Price: RM 1,100 (incl. tax)
SST 10% embedded: RM 100
Net Amount: RM 1,000

Invoice shows:
Unit Price: RM 1,100 (incl. SST)
Tax embedded: RM 100
Net Amount: RM 1,000

Admin Controls: Settings > Application Settings > Configure which price fields are visible to users.

Tax Calculations

SST (Sales & Service Tax) - Malaysia:

Item Price: RM 1,000
SST 10%: RM 100
Total: RM 1,100

Applied to: Most goods and services
Collected: By seller from buyer
Remitted: To government monthly/quarterly

VAT (Value Added Tax) - Other Regions:

Similar to SST but with input/output tax credit mechanism.

WHT (Withholding Tax):

Invoice Amount: RM 10,000
WHT 5%: -RM 500 (withheld by customer, paid to government)
Customer Pays: RM 9,500
You Receive: RM 9,500 (claim back RM 500 from government later)

Applied to: Service fees, professional fees, commissions

GST (Goods & Services Tax):

Comprehensive tax on all transactions (replaced by SST in Malaysia).

Discount Management

Unit Discount (Per Item):

Item: Laptop
Quantity: 10
Unit Price: RM 2,500
Unit Discount: RM 100 (4%)

Calculation:
Discounted Price: RM 2,500 - RM 100 = RM 2,400 per laptop
Total: RM 2,400 × 10 = RM 24,000
SST 10%: RM 2,400
Grand Total: RM 26,400

Discount Amount (Total Discount):

Invoice Subtotal: RM 50,000
Discount: RM 2,500 (5%)
Net Amount: RM 47,500
SST 10%: RM 4,750
Grand Total: RM 52,250

Admin Configuration: Control whether discounts apply before tax or after tax in Settings.

Rounding Adjustments

Why Rounding?

Tax calculations often result in decimals: RM 1,234.567

Systems round to: RM 1,234.57 (2 decimal places)

But, summing multiple lines may cause small discrepancies:

Line 1: RM 1,234.567 to Rounded: RM 1,234.57
Line 2: RM 2,345.678 to Rounded: RM 2,345.68
Line 3: RM 3,456.789 to Rounded: RM 3,456.79

Sum: RM 7,037.04
Actual: RM 7,037.034

Rounding Adjustment: +RM 0.01

System Auto-Adjusts: Ensures invoice total matches accounting precision.

Real-World Pricing Example

Customer: JKL Enterprises (VIP Customer)
Item: Industrial Generator

Standard Price: RM 50,000
VIP Price: RM 45,000 (10% discount)
Quantity: 1
Unit Discount: RM 2,000 (promotional offer)
---
Calculation:
VIP Price: RM 45,000
Unit Discount: -RM 2,000
Net Price: RM 43,000
SST 10%: +RM 4,300
Transaction Price: RM 47,300

Invoice Line Shows:
Unit Price: RM 45,000 (incl. VIP discount)
Discount: RM 2,000 (promo)
Net Amount: RM 43,000
SST: RM 4,300
Total: RM 47,300

Pro Tip: Always verify pricing with Finance before finalizing if discounts exceed authorized limits (e.g., >10%).

Common Questions - Pricing and Tax

Q: Can I change the tax rate on an invoice?
A: Yes, while in DRAFT status, if you have proper authorization. After finalization, the tax rate is locked. You would need to void and recreate the invoice.

Q: Why is my discount not showing correctly?
A: Check if admin configured discounts to apply before or after tax. Also verify you have authorization to apply discounts exceeding your limit (typically 10% for sales reps).

Q: What if the customer is tax-exempt?
A: Select the customer’s tax configuration profile which should be set to “Tax Exempt” or “Zero-Rated”. The system will automatically apply 0% tax.

Q: Can I mix tax rates on the same invoice?
A: Yes. Each line item has its own tax configuration. For example, Line 1 might have SST 10%, while Line 2 is Zero-Rated.

Q: How do I apply WHT (Withholding Tax)?
A: WHT is configured at the customer level. When you select a customer with WHT enabled, the system automatically calculates and deducts the withholding amount.

Q: What causes rounding adjustments?
A: When individual line items are rounded to 2 decimal places, small differences (0.01 to 0.05) can occur. The system auto-adjusts to ensure the total matches accounting precision.

Serial Number Management

What Are Serial Numbers?

Unique identifiers for individual items—like a birth certificate for products. Essential for warranty tracking, fraud prevention, and returns management.

When to Use Serial Numbers:

High-value items: Laptops, phones, servers, machinery Warranty-tracked products: Electronics with manufacturer warranties Regulated items: Medical devices, safety equipment Returns-prone products: Items with high return rates

Don’t Use For:

• Consumables (paper, pens, office supplies)
• Low-value items (< RM 100)
• Bulk commodities (screws, nails)

How Serial Number Tracking Works:

Step 1: Enable Serial Tracking (Admin)

• Settings > Application Settings > Enable Serial Number Tracking
• Configure per item: Which products require serial numbers

Step 2: Assign Serial Numbers at Invoice Creation

Sales Rep creates invoice:
- Line Item: Dell Laptop XPS 15
- Quantity: 5

System prompts: "Enter 5 serial numbers"

Sales rep enters:
1. SN-DELL-100234
2. SN-DELL-100235
3. SN-DELL-100236
4. SN-DELL-100237
5. SN-DELL-100238

Step 3: System Validates

Real-time checks:

• Serial number exists in inventory?
• Not already invoiced/sold?
• Status = VALID (not DAMAGED, RETURNED)?
• Matches item type (Dell laptop serial for Dell laptop)?

Step 4: Lock Serial Numbers

Once invoice finalized:

• Serial numbers marked as SOLD
• Locked to this invoice
• Cannot be reused on another invoice

Real-World Example: Electronics Store

Customer: MNO Corporation
Order: 10 laptops for new employees

Invoice Creation:
1. Create invoice header
2. Add line: 10 x Dell XPS 15 @ RM 5,500 = RM 55,000
3. Click "Serial Numbers" field
4. System opens serial number entry form

Warehouse provides list:
SN-DELL-100234
SN-DELL-100235
SN-DELL-100236
SN-DELL-100237
SN-DELL-100238
SN-DELL-100239
SN-DELL-100240
SN-DELL-100241
SN-DELL-100242
SN-DELL-100243

System validates all 10 and all are VALID

Invoice finalized and serial numbers locked and laptops shipped

---

3 Months Later: Customer Returns 1 Laptop

Return Document:
- Returns laptop with serial: SN-DELL-100237
- Reason: Screen flicker

System:
1. Searches serial: SN-DELL-100237
2. Finds original invoice: INV-2024-150
3. Checks warranty: Within 12-month warranty period (valid)
4. Processes return/replacement
5. Un-locks serial SN-DELL-100237 for new sale

Why This Matters:

• Warranty verification: Proves purchase date and source
• Fraud prevention: Customer can’t return item not purchased from you
• Tracking: Know exactly which customer received which specific item

Serial Number Validation Errors:

Error 1: Serial Number Already Invoiced

You enter: SN-DELL-100245

System Warning: "Serial number SN-DELL-100245 already invoiced on INV-2024-090 (Customer: XYZ Trading)"

Cause: Someone else already sold this laptop
Fix: Check inventory, use a different serial number

Error 2: Serial Number Not Found

You enter: SN-DELL-999999

System Warning: "Serial number SN-DELL-999999 not found in inventory"

Cause: Typo, or serial not yet received in warehouse
Fix: Verify serial number with warehouse, correct typo

Error 3: Serial Number Status Invalid

You enter: SN-DELL-100250

System Warning: "Serial number SN-DELL-100250 status = DAMAGED (not available for sale)"

Cause: Item failed quality check
Fix: Use a different unit, report damaged unit to supervisor

Bulk Serial Number Entry:

For large orders (50+ items with serial numbers), use bulk upload:

1. Click “Upload Serial Numbers”
2. Download template (Excel)
3. Fill in serial numbers:

   Row 1: SN-DELL-100234
   Row 2: SN-DELL-100235
   Row 3: SN-DELL-100236
   ...
   Row 50: SN-DELL-100283
4. Upload file
5. System validates all 50 serials at once
6. Displays any errors for correction

Pro Tip: Use barcode scanners to scan serial numbers directly into the system—faster and fewer typos!

Common Questions - Serial Number Management

Q: What if I accidentally enter the wrong serial number?
A: While in DRAFT status, you can edit and correct the serial number. After finalization, contact Finance to void the invoice and recreate it.

Q: Can I use the same serial number on multiple invoices?
A: No. Each serial number can only be invoiced once. The system validates in real-time and prevents duplicate entries.

Q: What happens if a serialized item is returned?
A: Process a return through the Returns module. The system will unlock the serial number, changing its status from SOLD back to AVAILABLE for resale.

Q: How do I find which invoice a specific serial number was sold on?
A: Use the Serial Number Search function: Enter the serial number, and the system displays the invoice number, customer, date, and warranty status.

Q: Do I need serial numbers for all items?
A: No. Only items configured as “Serial Number Required” need them. Typically high-value electronics, machinery, and warranty-tracked items.

Q: Can I bulk upload serial numbers?
A: Yes. Use the “Upload Serial Numbers” feature with a CSV/Excel template. Useful for large orders with 20+ serialized items.

Document Workflow

Understanding Draft vs Final:

DRAFT Status:

• Invoice created but not finalized
• Editable (can change quantities, prices, items)
• Not posted to accounting (no GL entries)
• Not visible to customer
• Finance can review before posting

FINAL Status:

• Invoice finalized and posted
• Not editable (audit compliance)
• Posted to General Ledger (revenue recognized)
• Customer receives bill
• Inventory reduced

Why This Two-Step Process?

Prevents Billing Errors:

Sales Rep Scenario:
- Creates invoice quickly: INV-2024-200
- Status: DRAFT
- Makes mistake: Quantity 1000 instead of 100

Finance catches error during review:
- Rejects invoice with comment: "Quantity error"
- Sales rep edits draft
- Corrects: Quantity 100
- Re-submits for finalization
- Finance finalizes: Status changes to FINAL
- Customer billed correctly

Without draft workflow:

• Invoice posts immediately and customer billed RM 100,000 instead of RM 10,000
• Requires credit note to reverse (messy)
• Customer loses confidence

Complete Workflow: Draft to Final to Posted

Stage 1: Sales Creates Draft

1. Sales rep creates invoice
2. Adds line items from sales order
3. Reviews totals
4. Saves as DRAFT
5. Notifies Finance team

Stage 2: Finance Reviews

1. Finance opens draft invoice
2. Checks:
   • Pricing matches approved rates
   • Quantities match source documents
   • Tax calculated correctly
   • No duplicate invoices
   • Customer credit limit ok
3. Decision:
   • Approve: Click “FINAL” - Proceeds to Stage 3
   • Reject: Leave comment - Back to Sales

Stage 3: System Posts Automatically upon “FINAL” click:

1. Change status: DRAFT to FINAL
2. Post to GL:

   Dr. Accounts Receivable (Customer)   RM 52,250
      Cr. Sales Revenue                        RM 47,500
      Cr. SST Payable                          RM 4,750
3. Update Inventory:
   • Reduce stock quantities
   • Update serial number status (AVAILABLE to SOLD)
4. Generate Documents:
   • PDF invoice for customer
   • Delivery order (if delivery required)
5. Send Notifications:
   • Email to customer with invoice PDF
   • Email to sales rep: “Invoice finalized”

Stage 4: Customer Payment (Handled in separate Accounts Receivable module)

Invoice Statuses Explained:

Status Progression:

DRAFT → FINAL → Posted to GL → Partially Paid → Fully Paid
  ↓
Cancelled (if errors found)

Common Questions - Document Workflow

Q: Can I edit an invoice after it’s finalized?
A: No. Once finalized, invoices are locked for audit compliance. You must create a Credit Note to reverse any errors, then create a new correct invoice.

Q: What if I accidentally finalized the wrong invoice?
A: Contact Finance or Admin immediately. Only authorized personnel can void finalized invoices. They will create a Credit Note to reverse it.

Q: How long do draft invoices stay in the system?
A: Indefinitely, but best practice is to finalize within 24-48 hours to maintain healthy cash flow and prevent backlogs.

Q: Can I delete a finalized invoice?
A: No. Finalized invoices cannot be deleted for audit trail purposes. Use Credit Notes to reverse transactions.

Q: What happens if Finance rejects my draft?
A: The invoice remains in DRAFT status. Finance will leave comments explaining what needs correction. You edit the draft, fix the issues, and resubmit.

Q: Can I bypass the draft workflow and finalize immediately?
A: Only if you have special authorization (typically Finance roles). Best practice is to always use the two-step workflow to catch errors.

Q: Who gets notified when an invoice is finalized?
A: The system sends email notifications to: (1) The sales rep who created it, (2) The customer with invoice PDF attached, (3) Finance team for records.

Editing Invoices:

Can Edit:

• DRAFT invoices: Fully editable (quantities, prices, items)
• Before finalization: Change anything needed

Cannot Edit:

• FINAL invoices: Locked for audit compliance
• Posted invoices: Requires reversal process (credit note)

How to Edit a Draft:

1. Go to invoice listing
2. Filter: Posting Status = DRAFT
3. Click on invoice number
4. System opens edit view
5. Make changes:
   • Add/remove line items
   • Adjust quantities
   • Change pricing (with authorization)
   • Update serial numbers
6. Click “Save”
7. Re-submit for Finance review

Deleting Invoices:

Delete Draft:

• Go to invoice listing
• Select draft invoice
• Click “Delete” button
• Confirm action
• Invoice status: ACTIVE to DELETED
• Not permanently removed (audit trail preserved)

Cannot Delete Final:

• FINAL invoices cannot be deleted
• Must use Credit Note to reverse
• Maintains accounting integrity

Real-World Workflow Example:

Monday 9:00 AM: Sales Rep Creates Invoice
- Customer: PQR Industries
- Amount: RM 25,000
- Status: DRAFT
- Notifies Finance

Monday 11:00 AM: Finance Reviews
- Reviews draft
- Notices: Pricing 10% too low (missed discount expiration)
- Rejects with comment: "Pricing error - discount expired, use standard rate"

Monday 2:00 PM: Sales Rep Corrects
- Opens draft invoice
- Adjusts pricing: RM 25,000 to RM 27,500
- Re-saves draft
- Notifies Finance: "Pricing corrected"

Monday 3:00 PM: Finance Approves
- Re-reviews draft
- Pricing correct (approved)
- Clicks "FINAL"
- System posts to GL
- Customer receives invoice via email

Monday 4:00 PM: Warehouse Ships
- Delivery order generated
- Goods shipped to customer
- Tracking number updated in system

Tuesday: Customer Pays
- Customer transfers RM 27,500
- Finance records payment
- Invoice marked as PAID

Pro Tip: Establish SLA (Service Level Agreement) with Finance team—e.g., “Review drafts within 4 hours” to prevent billing delays.

For Finance & Accounting Teams

This section helps finance teams review, finalize, and manage the accounting impact of sales invoices.

Finalizing Invoices: The Finance Gateway

Your Role: Quality Control + Accounting Integrity

Finance teams are the checkpoint before invoices hit the books and customers receive bills. Your review ensures:

• Pricing accuracy
• Tax compliance
• Policy adherence
• Accounting integrity

What to Check Before Finalizing:

1. Pricing Verification

Compare invoice pricing against approved sources:

Sales orders: Does invoice match SO pricing? Quotations: Does invoice match quoted amounts? Price lists: Are prices from current, valid price list? Discounts: Are discounts within authorized limits?

Example:

Invoice: RM 45,000
Sales Order: RM 50,000

Question: Why the difference?

Check:
- Discount applied: 10% promotional discount
- Authorized by: Sales Manager (approval email attached)
- Valid until: Oct 31, 2024 (Valid)

Decision: Approve

Red Flag:

Invoice: RM 30,000
Sales Order: RM 50,000

Discount: 40% (!!!)

Question: Who authorized 40% discount?

Check:
- No approval email
- Exceeds limit (Sales Manager max: 15%)

Decision: Reject and request proper authorization

2. Tax Calculation Accuracy

SST Verification:

Subtotal: RM 10,000
SST 10%: Should be RM 1,000
Invoice shows: RM 1,000 (Correct)

Approve

Common Errors:

Error 1: SST applied twice
Subtotal: RM 10,000
SST: RM 1,100 (should be RM 1,000)
Cause: Manual override error
Fix: Regenerate tax calculation

Error 2: Wrong tax rate
Subtotal: RM 10,000
SST 5%: RM 500 (should be 10% = RM 1,000)
Cause: Old tax rate not updated
Fix: Apply current rate

Error 3: Tax-exempt item taxed
Item: Medical supplies (tax-exempt)
SST charged: RM 500
Fix: Remove SST, issue corrected invoice

3. Quantity Reconciliation

Match invoice quantities against source documents:

Sales Order: 100 units
Delivery Order: 100 units delivered
Invoice: 100 units

Perfect match and approved

Partial Delivery Scenario:

Sales Order: 100 units
Delivery Order 1: 60 units delivered (Oct 1)
Delivery Order 2: 40 units delivered (Oct 15)

Invoice Option A: Bill 100 units at once (Oct 15)
Invoice Option B: Bill 60 units (Oct 1) + 40 units (Oct 15) separately

Company Policy: Bill upon delivery
Decision: Two separate invoices preferred

4. Serial Number Validation (High-Value Items)

For items requiring serial numbers:

Line Item: 10 x Servers @ RM 15,000 = RM 150,000

Check:
- Serial numbers entered: 10
- All serials VALID
- No duplicates
- Match item type

Warehouse confirmation:
- Physical count: 10 servers packed for delivery
- Serial list matches system

Decision: Approve

Red Flag:

Line Item: 10 servers
Serial numbers entered: 8 (!!!)

Missing 2 serial numbers

Decision: Reject
Comment: "Missing serial numbers for 2 units - verify with warehouse"

5. Customer Credit Limit Check

Customer: RST Corporation
Credit Limit: RM 100,000

Outstanding Invoices:
- INV-2024-150: RM 45,000 (unpaid)
- INV-2024-175: RM 30,000 (unpaid)
Total Outstanding: RM 75,000

New Invoice: INV-2024-200: RM 35,000

Check:
Outstanding + New = RM 75,000 + RM 35,000 = RM 110,000
Exceeds Credit Limit by RM 10,000

Decision Options:
A) Reject invoice and request Sales to get payment first
B) Escalate to CFO for credit limit increase
C) Request 50% down payment before finalizing

6. Duplicate Invoice Check

New Invoice: INV-2024-225
Customer: UVW Trading
Amount: RM 25,000
Date: Oct 20

Search Existing:
- INV-2024-220: UVW Trading, RM 25,000, Oct 20 (!!!)

Possible duplicate!

Verify:
- Check source docs: Different sales orders
- Check items: Different products
- Confirm with sales: Two separate orders

Decision: Not duplicate and approve both

7. GL Account Mapping

Verify invoice posts to correct accounts:

Invoice Type: Product Sale
Should post to:
- Dr. Accounts Receivable | Customer
- Cr. Sales Revenue - Product Sales | Revenue Account 4100
- Cr. SST Payable | Liability Account 2500

Invoice Type: Service Fee
Should post to:
- Dr. Accounts Receivable | Customer
- Cr. Sales Revenue - Services | Revenue Account 4200
- Cr. WHT Payable | Liability Account 2501

Verify correct accounts before finalizing.

Finalization Process:

Step 1: Access Queue

1. Go to External Sales Invoice
2. Apply filter: Posting Status = DRAFT
3. Sort by: Date Created (oldest first—clear backlog)

Step 2: Review Each Invoice

• Open draft invoice
• Run through checklist above (1-7)
• Document any issues

Step 3: Make Decision

Option A: Approve and Finalize

1. All checks passed
2. Select invoice(s)
3. Click “FINAL” button
4. Confirm action
5. System posts to GL immediately

Option B: Reject for Correction

1. Found errors
2. Click “Edit” or “Comment”
3. Leave detailed comment:

   "Pricing incorrect - Sales Order SO-2024-100 shows RM 50,000 but invoice shows RM 45,000. Please verify discount authorization or adjust pricing."
4. System notifies Sales Rep
5. Sales corrects and resubmits

Option C: Query for Clarification

1. Uncertain about something
2. Click “Query”
3. Send message:

   "Customer credit limit exceeded by RM 10,000. Has customer provided down payment? Attach proof of payment before I finalize."
4. Wait for response
5. Re-review after clarification

Step 4: Bulk Processing (High Volume)

For routine, low-risk invoices:

1. Filter: Amount < RM 5,000 (low-value, low-risk)
2. Quick review (spot check 20%)
3. Select multiple invoices (Ctrl+Click)
4. Click “Bulk Finalize”
5. System finalizes all at once

Pro Tip: Reserve bulk finalization for small, routine invoices only. Always individually review high-value invoices (> RM 50,000).

After Finalization: What Happens?

Immediate System Actions:

1. GL Posting:

   Date: Oct 20, 2024
   Invoice: INV-2024-225
   Customer: XYZ Corporation
   
   Journal Entry:
   Dr. 1200 - Accounts Receivable (XYZ)    RM 55,000
      Cr. 4100 - Sales Revenue                       RM 50,000
      Cr. 2500 - SST Payable                          RM 5,000

2. Inventory Update:

   • Stock quantities reduced
   • Serial numbers marked as SOLD
   • Inventory value updated

3. Customer Notification:

   • Email sent to customer
   • PDF invoice attached
   • Payment instructions included

4. Internal Notifications:

   • Sales rep: “Invoice finalized”
   • Warehouse: Delivery order generated (if delivery required)
   • Accounts Receivable: New receivable added to aging

Handling Errors After Finalization:

Problem: Invoice finalized with error (wrong amount, wrong customer, wrong items)

Solution: Credit Note Process

Cannot simply “un-finalize” or edit—accounting integrity requires proper reversal.

Steps:

1. Create Credit Note to reverse incorrect invoice
2. Create New Correct Invoice
3. Both documents visible in audit trail

Example:

Original Invoice: INV-2024-250
Customer: ABC Corp
Amount: RM 100,000 (WRONG - should be RM 90,000)
Date: Oct 20
Status: FINAL (cannot edit!)

Error: Quantity 100 instead of 90

Correction Process:
1. Create Credit Note: CN-2024-050
   - Reverses INV-2024-250
   - Amount: -RM 100,000
   - Date: Oct 21

2. Create New Invoice: INV-2024-251
   - Correct quantity: 90
   - Amount: RM 90,000
   - Date: Oct 21

Accounting Impact:
- Original Invoice: +RM 100,000 revenue
- Credit Note: -RM 100,000 revenue
- Corrected Invoice: +RM 90,000 revenue
- Net Effect: RM 90,000 revenue (correct)

Customer sees:
- Invoice INV-2024-250: RM 100,000
- Credit Note CN-2024-050: -RM 100,000
- Invoice INV-2024-251: RM 90,000
- Total Due: RM 90,000

Daily Finalization Workflow:

Morning (9:00 AM):

• Check overnight drafts (after-hours sales orders)
• Review queue: Sort by oldest first
• Target: Clear backlog <12 hours old

Midday (12:00 PM):

• Process high-value invoices (>RM 50,000) individually
• Escalate any issues to Finance Manager

Afternoon (3:00 PM):

• Bulk process routine invoices (<RM 5,000)
• Respond to sales queries/clarifications

End of Day (5:00 PM):

• Final sweep: Clear all drafts older than 4 hours
• Report: Invoices finalized today (count + total value)
• Alert: Drafts pending overnight (if any)

Month-End (Last Working Day):

• Finalize ALL drafts (clear queue completely)
• Run reports: Total invoices for month
• Reconcile: Invoice totals vs GL revenue

Pro Tip: Set up automated alerts—email when draft invoice sits unfinalized >8 hours (prevents revenue delays).

GL Posting and Accounting Impact

Understanding the Accounting Flow:

Every finalized invoice creates accounting entries that affect multiple financial accounts. Here’s the complete impact:

Basic Invoice GL Entry:

Simple Product Sale: RM 10,000 + SST 10%

Dr. Accounts Receivable (Customer)    RM 11,000
   Cr. Sales Revenue                            RM 10,000
   Cr. SST Payable                              RM 1,000

Explanation:

• Dr. Accounts Receivable: Increases asset (customer owes you money)
• Cr. Sales Revenue: Increases income (you earned revenue)
• Cr. SST Payable: Increases liability (you owe tax to government)

Complex Invoice with Multiple Elements:

Invoice Details:
- Product Sale: RM 50,000
- Discount: -RM 5,000
- Net Amount: RM 45,000
- SST 10%: RM 4,500
- WHT 5% (withheld by customer): -RM 2,250
- Customer Pays: RM 47,250

GL Entries:
Dr. Accounts Receivable (Customer)    RM 47,250
Dr. WHT Receivable (Gov't refund)      RM 2,250
   Cr. Sales Revenue                            RM 45,000
   Cr. SST Payable                              RM 4,500

Total: Balanced

Explanation:

• WHT receives separate Dr: You’ll claim this back from government
• Customer pays less: Because they withheld tax on your behalf
• You receive: RM 47,250 from customer + RM 2,250 from gov’t = RM 49,500 total

Inventory Impact:

When invoice finalized:

Physical Inventory:

Before Invoice:
- Item: Dell Laptop XPS 15
- Stock Qty: 50 units
- Stock Value: RM 250,000 (RM 5,000 per unit)

Invoiced: 10 units @ RM 5,500 per unit = RM 55,000

After Invoice:
- Stock Qty: 40 units
- Stock Value: RM 200,000
- Reduction: -RM 50,000 (10 units @ cost price RM 5,000)

Accounting Entry:
Dr. Cost of Goods Sold (COGS)         RM 50,000
   Cr. Inventory                                 RM 50,000

Complete P&L Impact:

Sales Revenue: +RM 55,000
Cost of Goods Sold: -RM 50,000
Gross Profit: RM 5,000 (9% margin)

Branch/Location Accounting (Multi-Entity):

For businesses with multiple branches:

Invoice:
- Branch: KL North
- Location: Warehouse KL01
- Customer: ABC Corp
- Amount: RM 100,000

GL Posting (with branch dimension):
Dr. AR - ABC Corp (Branch: KL North)   RM 110,000
   Cr. Sales Revenue (Branch: KL North)         RM 100,000
   Cr. SST Payable (Branch: KL North)            RM 10,000

Branch P&L Reports:
- KL North sales: +RM 100,000
- KL South sales: No impact
- JB Branch sales: No impact

Consolidated Report:
- Total company sales: +RM 100,000

Why This Matters:

• Performance tracking per branch
• Profitability analysis by location
• Tax filing per branch (if required)

Month-End Reconciliation:

Step 1: Invoice Total Reconciliation

System Report: External Sales Invoice Applet
Total finalized invoices (Oct 2024): RM 5,000,000

GL Report: Account 4100 - Sales Revenue
Total credits (Oct 2024): RM 5,000,000

Match - Balanced

Step 2: Tax Reconciliation

Invoice System:
Total SST collected (Oct 2024): RM 500,000

GL Report: Account 2500 - SST Payable
Total credits (Oct 2024): RM 500,000

Tax Return:
SST declared (Oct 2024): RM 500,000

All match - Balanced

Step 3: Accounts Receivable Aging

Finalized Invoices (Oct 2024):
- Total: RM 5,000,000
- Paid: RM 3,500,000 (70%)
- Unpaid: RM 1,500,000 (30%)

AR Aging Report:
- Current (0-30 days): RM 1,200,000
- Overdue 31-60 days: RM 200,000
- Overdue 61-90 days: RM 100,000

Total Outstanding: RM 1,500,000

Matches invoice system - Balanced

Audit Trail Requirements:

For compliance and audit purposes, the system maintains complete history:

Document Trail:

1. Sales Order SO-2024-100 (origin)
2. Delivery Order DO-2024-075 (fulfillment)
3. Invoice INV-2024-225 (billing)
4. Payment Receipt PR-2024-300 (collection)

Click any document → Navigate to related documents

User Activity Log:

Action History - Invoice INV-2024-225:
- Oct 20, 10:00 AM: Created by Sarah (Sales Rep)
- Oct 20, 10:15 AM: Saved as DRAFT by Sarah
- Oct 20, 11:00 AM: Reviewed by John (Finance)
- Oct 20, 11:05 AM: Queried by John: "Verify discount authorization"
- Oct 20, 2:00 PM: Responded by Sarah: Attached approval email
- Oct 20, 2:15 PM: Finalized by John (Finance)
- Oct 20, 2:15 PM: Posted to GL automatically
- Oct 20, 2:16 PM: Email sent to customer

GL Posting Details:

Journal Entry Je-2024-3456:
Date: Oct 20, 2024, 2:15 PM
User: John (Finance)
System Reference: INV-2024-225

Dr. 1200 - Accounts Receivable    RM 55,000
   Cr. 4100 - Sales Revenue                RM 50,000
   Cr. 2500 - SST Payable                  RM 5,000

Posting Status: POSTED
Reversal: Not allowed (use Credit Note)

Pro Tip: Never delete FINAL invoices. Use Credit Notes for reversals to preserve audit trail integrity.

Configuration & Settings

This section guides administrators through configuring the applet for your organization.

Default Selection Settings

Purpose: Set company-wide defaults that apply to all users (unless personalized).

Access: Settings > Default Selection

What You Can Configure:

1. Default Branch

What It Is: The primary operating branch for your company.

Why It Matters:

• Pre-fills Branch field when creating invoices
• Saves time for single-branch businesses
• Multi-branch: Users can override

How to Set:

1. Go to Settings > Default Selection
2. Select Default Branch dropdown
3. Choose: (e.g., “Head Office” or “KL North Branch”)
4. Click “Save”

Example:

Single-Branch Business:
Default Branch: Head Office

Effect: All new invoices auto-fill "Head Office"

Multi-Branch Business:
Default Branch: None (forces users to select)

Effect: Users must choose branch per invoice

2. Default Location

What It Is: The primary warehouse or fulfillment location.

Dependency: Location options depend on selected Branch (cascading dropdown).

How to Set:

1. Select Default Branch first
2. Choose Default Location from available options
3. Click “Save”

Example:

Branch: KL North
Available Locations:
- Warehouse KL01
- Warehouse KL02
- Retail Store KL

Select: Warehouse KL01

Effect: New invoices auto-fill "Warehouse KL01"

Use Cases:

Warehouse Business:

• Branch: Operations
• Location: Main Warehouse
• Users: All create invoices from same location

Retail Chain:

• No default branch/location (forces selection)
• Users: Each store selects their own branch/location per invoice

Cascading Selection Logic:

User creates invoice:

Step 1: Select Branch → "KL North"
Step 2: System loads locations for KL North:
   - Warehouse KL01
   - Warehouse KL02
   - JB Warehouse (belongs to different branch)

Step 3: User selects Location → "Warehouse KL01"

Invoice saved with:
- Branch: KL North
- Location: Warehouse KL01

Pro Tip: For multi-branch businesses, leave defaults blank and train users to always select branch/location consciously (prevents cross-branch invoice errors).

Application Settings (Field Configuration)

Purpose: Control which features and fields are enabled/visible across the system.

Access: Settings > Application Settings or Settings > Field Settings

Key Configuration Areas:

1. Tax Settings

Enable tax types your business needs:

Enable SST (Sales & Service Tax):

• Check: Enable SST calculations
• Effect: SST fields appear on invoices, auto-calculated

Enable VAT (Value Added Tax):

• Check: Enable VAT calculations
• Effect: VAT fields appear instead of SST

Enable GST (Goods & Services Tax):

• Check: Enable GST calculations
• Effect: GST fields and rates applied

Enable WHT (Withholding Tax):

• Check: Enable WHT deductions
• Effect: WHT fields appear, auto-calculates deductions

Example:

Malaysia Business:
Enable SST (10% standard rate)
Disable VAT
Disable GST
Enable WHT (for B2B service invoices)

Singapore Business:
Disable SST
Enable GST (8% standard rate)
Disable VAT
Disable WHT

2. Dimension Tracking

Enable financial dimensions for detailed reporting:

Enable Dimension:

• Purpose: Track costs by custom dimensions
• Example: Department, Cost Center, Region
• Effect: Dimension field appears on invoice header

Enable Profit Center:

• Purpose: Track profitability by business unit
• Example: Product Division A, Service Division B
• Effect: Profit Center field appears, GL posts by profit center

Enable Project:

• Purpose: Track revenue by project or engagement
• Example: Project ABC-2024, Client Engagement XYZ
• Effect: Project field appears, enables project-based reporting

Enable Segment:

• Purpose: Track revenue by market segment
• Example: B2B, B2C, Government, Education
• Effect: Segment field appears on invoices

Use Case:

Consulting Firm:
Enable Project (critical for billing clients)
Enable Profit Center (track division profitability)
Enable Dimension (cost center allocation)
Disable Segment (not needed)

Manufacturing:
Enable Dimension (production line tracking)
Enable Segment (export vs domestic sales)
Disable Project (not project-based)
Disable Profit Center (single profit center)

3. Pricing Field Visibility

Control which pricing fields users see:

Unit Price Standard (Pricing Scheme):

• Show: Base price from price list
• Hide: If confusing for users (simplified view)

Unit Price Inclusive of Tax:

• Show: For retail (customers expect tax-inclusive prices)
• Hide: For B2B (prefer exclusive pricing)

Unit Price Exclusive of Tax:

• Show: For B2B (clearer tax breakdown)
• Hide: For retail (simpler for customers)

Unit Discount:

• Show: If discounts applied per unit
• Hide: If only invoice-level discounts

Discount Amount:

• Show: If percentage-based discounts
• Hide: If fixed amount discounts only

Quantity Base vs Quantity UOM:

• Show Both: If selling in multiple UOMs (e.g., cases vs pieces)
• Show UOM Only: Simpler for single-UOM businesses

Amount Standard, Net, Transaction:

• Show Transaction Only: Simplest view
• Show All: Transparency for complex pricing

Configuration Example:

Retail Store (Consumer Sales):
Show: Unit Price Inclusive of Tax
Hide: Unit Price Exclusive of Tax
Hide: Unit Price Standard
Show: Discount Amount (%)
Hide: Quantity Base (UOM only)
Show: Transaction Amount only

Effect: Simple invoice, easy to understand

---

B2B Distributor:
Hide: Unit Price Inclusive of Tax
Show: Unit Price Exclusive of Tax
Show: Unit Price Standard (reference)
Show: Unit Discount
Show: Quantity Base AND UOM
Show: All amounts (Standard, Net, Transaction)

Effect: Detailed pricing breakdown, full transparency

Pro Tip: Start with minimal fields visible. Add more as users request (prevents overwhelming new users).

4. Custom Status Fields

Configure custom fields for workflow tracking:

Header-Level Custom Status (5 fields):

• Custom Status 1: Example - “Delivery Status”
• Custom Status 2: Example - “Payment Terms”
• Custom Status 3: Example - “Priority Level”
• Custom Status 4: (Unused)
• Custom Status 5: (Unused)

Line-Level Custom Status (5 fields):

• Custom Status 1: Example - “QC Status”
• Custom Status 2: Example - “Serial Number Status”
• Custom Status 3: (Unused)
• Custom Status 4: (Unused)
• Custom Status 5: (Unused)

How to Configure:

1. Settings > Application Settings > Custom Status
2. Enable field (toggle ON)
3. Set field label: “Delivery Status”
4. Define options: “Pending”, “Dispatched”, “Delivered”
5. Set default: “Pending”
6. Save

Use Case:

Custom Status 1 (Header): "Delivery Status"
Options:
- Pending Dispatch
- Dispatched
- In Transit
- Delivered
- Delivery Failed

Default: Pending Dispatch

Effect:
- Sales creates invoice → Status: Pending Dispatch
- Warehouse dispatches goods → Status: Dispatched
- Courier updates → Status: In Transit
- Customer receives → Status: Delivered

Reporting: Track % of invoices delivered on time

Printable Format Settings

Purpose: Design custom invoice templates for printing and emailing to customers.

Access: Settings > Printable Format Settings

What You Can Configure:

1. Invoice Template Design

Standard Elements:

• Company logo and letterhead
• Company name, address, tax ID
• Invoice number, date, due date
• Customer name, address
• Line items table (items, quantities, prices)
• Summary totals (subtotal, tax, grand total)
• Payment instructions
• Terms and conditions

Customizable:

• Layout: Portrait or Landscape
• Colors: Brand colors for header/footer
• Fonts: Standard fonts (Arial, Times, etc.)
• Fields: Show/hide optional fields
• Sections: Add custom sections (e.g., special instructions)

How to Create Template:

1. Go to Settings > Printable Format Settings
2. Click "+ Add New Template"
3. Name template: “Standard Invoice”
4. Select base template: Standard Layout
5. Click “Design” to open template editor
6. Drag-and-drop elements:
   • Upload company logo
   • Position header fields
   • Configure line items table
   • Add footer (payment terms)
7. Preview template with sample data
8. Save template

2. Multiple Template Types

Create different templates for different scenarios:

Standard Invoice:

• Full details
• All line items
• Complete tax breakdown
• For B2B customers

Summary Invoice:

• Grouped line items
• Totals only
• Simplified view
• For quick billing

Detailed Invoice:

• Extended descriptions
• Serial numbers listed
• Delivery details included
• For high-value sales

Tax Invoice:

• SST/VAT compliant format
• Legal requirements met
• Tax registration numbers
• For government compliance

3. Default Template Selection

Set which template auto-applies:

Default Template: Standard Invoice

Effect: When clicking "Print Invoice", system uses Standard template

Users can override:
Print → Select Template dropdown → Choose "Summary Invoice"

4. Multi-Language Support

Create templates in different languages:

Template: Standard Invoice (English)
Template: Standard Invoice (Malay)
Template: Standard Invoice (Mandarin)

User selection:
Invoice → Print → Language: English / Malay / Mandarin

5. Delivery Order vs Invoice Format

Delivery Order Template:

• Focus: Items, quantities, serial numbers
• No pricing shown (warehouse use only)
• Signature sections for delivery confirmation

Invoice Template:

• Focus: Pricing, totals, payment terms
• Customer-facing document
• Professional format

Pro Tip: Design templates with your branding team—professional invoices enhance customer perception.

Permission Management

Purpose: Control who can perform which actions in the applet.

Access: Settings > Permission Management

Permission Levels:

1. Client-Side Permissions

Granular control over UI elements:

Create Invoice:

• Granted to: Sales teams
• Effect: Can create new invoices

Edit Invoice:

• Granted to: Sales teams (DRAFT only), Finance (with restrictions)
• Effect: Can modify invoice details

Delete Invoice:

• Granted to: Finance Manager only
• Effect: Can delete DRAFT invoices

Finalize Invoice:

• Granted to: Finance teams only
• Effect: Can change DRAFT → FINAL

View Pricing:

• Granted to: Finance, Sales Managers
• Denied: Junior Sales Reps (security)
• Effect: Controls price visibility

Apply Discounts:

• Granted to: Sales Managers (up to 15%)
• Denied: Sales Reps (require approval)
• Effect: Controls discount authorization

Configure:

1. Settings > Client-Side Permission Listing
2. Select permission: “Create Invoice”
3. Grant to: Role “Sales Representative”
4. Save

2. User-Level Permissions

Assign permissions to individual users:

User: John Doe (Sales Rep)
Permissions:
Create Invoice
View Own Invoices
Not Allowed: Finalize Invoice (Finance only)
Not Allowed: Delete Invoice (Manager only)

Configure:

1. Settings > User Permission Listing
2. Search user: “John Doe”
3. Assign permissions (checkboxes)
4. Save

3. Team-Level Permissions

Assign permissions to entire teams:

Team: Sales Team
Members: 15 sales reps
Permissions:
Create Invoice
Edit DRAFT Invoice
View Team Invoices
Not Allowed: Finalize Invoice
Not Allowed: Delete Invoice

Configure:

1. Settings > Team Permission Listing
2. Select team: “Sales Team”
3. Assign permissions (checkboxes)
4. Save

4. Role-Based Permissions

Define permissions by role:

Role: Finance Manager
Permissions:
All Create/Edit/Delete
Finalize Invoices
View All Invoices
Configure Settings
Generate Financial Reports

Role: Sales Representative
Permissions:
Create Invoice
Edit Own DRAFT Invoices
View Own Invoices
Not Allowed: Finalize Invoice
Not Allowed: View Others' Invoices

Configure:

1. Settings > Role Permission Listing
2. Select role: “Finance Manager”
3. Assign permissions (checkboxes)
4. Save

5. Permission Set Listing

Create reusable permission sets:

Permission Set: "Standard Sales Access"
Includes:
- Create Invoice
- Edit DRAFT Invoice
- View Own Invoices
- Search Items
- View Pricing (standard only)

Assigned To:
- Sales Team (15 users)
- Customer Service Team (5 users)

Effect: Quick onboarding—assign permission set instead of individual permissions

Common Permission Scenarios:

Scenario 1: New Sales Rep

User: Sarah (New Sales Rep)
Assign: Permission Set "Standard Sales Access"
Effect:
Can create invoices
Can edit own drafts
Cannot finalize (Finance only)
Cannot see co-workers' invoices (privacy)

Scenario 2: Finance Team Member

User: John (Finance Officer)
Assign: Role "Finance Team Member"
Effect:
Can view all DRAFT invoices
Can finalize invoices
Can query/reject invoices
Cannot delete FINAL invoices (Manager only)

Scenario 3: Branch Manager

User: Mary (Branch Manager)
Assign: Role "Branch Manager"
Effect:
Can view all branch invoices
Can approve high-value discounts
Can override credit limits (within authority)
Can generate branch reports

Pro Tip: Follow principle of least privilege—grant minimum permissions needed for job function. Add more as needed.

Personalization Options

Purpose: Allow individual users to customize their experience.

Access: Personalization > Personal Default Selection

What Users Can Personalize:

1. Personal Default Branch

Overrides system-wide default:

System Default: Head Office

User: Sarah (works at KL North Branch)
Personal Default: KL North

Effect:
- Sarah creates invoice → Auto-fills "KL North" (not Head Office)
- Other users → Still get "Head Office"

How to Set:

1. Click Personalization menu
2. Select Personal Default Selection
3. Choose Default Branch: “KL North”
4. Save

2. Personal Default Location

Sarah's Branch: KL North
Sarah's Location: Warehouse KL01

Effect:
- New invoices auto-fill: Branch "KL North" + Location "Warehouse KL01"
- Saves time (no manual selection needed)

3. Sidebar Customization

Customize navigation menu:

Default Sidebar:

- External Sales Invoice
- Settings
- Personalization
- Reports

Sarah’s Custom Sidebar:

- External Sales Invoice (most used - moved to top)
- My Pending Approvals (added shortcut)
- Branch Report (custom link)
- Settings (less used - moved down)

How to Customize:

1. Click Personalization > Sidebar
2. Drag-and-drop menu items
3. Add custom shortcuts
4. Save layout

4. Grid View Preferences

Customize invoice listing columns:

Default Columns:

• Invoice Number
• Customer
• Date
• Amount
• Status

Sarah’s Customized:

• Invoice Number
• Customer
• Branch (added - important for Sarah)
• Amount
• Status
• Created By (added - tracks team)
• Posting Status (added - sees DRAFT vs FINAL quickly)

How to Customize:

1. In invoice listing view
2. Click Column Visibility icon
3. Check/uncheck columns
4. Drag to reorder
5. System saves preferences automatically

Benefits of Personalization:

Efficiency: Pre-filled defaults save time
Focus: Customized views show relevant info only
Productivity: Navigation shortcuts for frequent tasks
Comfort: Interface adapts to individual workflow

Pro Tip: Encourage new users to personalize after 2 weeks (once they understand the system workflows).

Organizational Structure

Branch and Location Management:

What Are Branches?

Branches represent separate business units, offices, or legal entities within your organization.

Examples:

• Head Office
• KL North Branch
• JB Branch
• Singapore Office

What Are Locations?

Locations represent physical places where inventory is stored or transactions occur (warehouses, retail stores, service centers).

Examples:

• Warehouse KL01 (under KL North Branch)
• Retail Store KL (under KL North Branch)
• JB Warehouse (under JB Branch)

Branch-Location Relationship:

Company: ABC Corporation

Branch: KL North
├─ Location: Warehouse KL01
├─ Location: Warehouse KL02
└─ Location: Retail Store KL

Branch: JB Branch
├─ Location: JB Warehouse
└─ Location: JB Retail Store

Branch: Singapore Office
└─ Location: SG Warehouse

Key Rule: Locations belong to specific branches (one-to-many relationship).

How It Works in Invoicing:

Step 1: Select Branch

• User creates invoice
• Selects Branch: “KL North”

Step 2: Location Options Load

• System filters locations for “KL North”
• Dropdown shows:
  • Warehouse KL01
  • Warehouse KL02
  • Retail Store KL
  • (JB Warehouse not shown—belongs to JB Branch)

Step 3: Select Location

• User chooses: “Warehouse KL01”

Step 4: Invoice Saved

• Branch: KL North
• Location: Warehouse KL01

Why This Structure Matters:

1. Inventory Accuracy

Item: Dell Laptop XPS 15

Stock by Location:
- Warehouse KL01: 50 units
- Warehouse KL02: 30 units
- JB Warehouse: 40 units

Invoice from Warehouse KL01:
- Reduces KL01 stock: 50 → 45 units
- Does NOT affect KL02 or JB (separate inventory)

2. Financial Reporting

Monthly Sales Report:

KL North Branch:
- Warehouse KL01: RM 500,000
- Warehouse KL02: RM 300,000
- Retail Store KL: RM 200,000
Total KL North: RM 1,000,000

JB Branch:
- JB Warehouse: RM 400,000
- JB Retail: RM 300,000
Total JB: RM 700,000

**Company Total: RM 1,700,000**

3. Tax Compliance

Different branches may have different tax obligations:

Branch: Malaysia Office → SST 10%
Branch: Singapore Office → GST 8%
Branch: Export Branch → Zero-rated (0% tax)

Admin Configuration:

Set Up Branches:

1. Settings > Organization > Branches
2. Click “+ Add Branch”
3. Enter: Branch Code “KL-NORTH”, Branch Name “KL North Branch”
4. Save

Set Up Locations:

1. Settings > Organization > Locations
2. Click “+ Add Location”
3. Enter: Location Code “WH-KL01”, Location Name “Warehouse KL01”
4. Link to Branch: Select “KL North Branch”
5. Save

Result: Location “Warehouse KL01” now appears only when “KL North Branch” is selected.

Reporting & Analytics

Key Reports Available:

1. Invoice Listing Report

• All invoices by date range
• Filter by: Branch, Location, Customer, Status
• Columns: Invoice #, Customer, Amount, Tax, Status, Date
• Export: Excel, PDF
• Use for: Daily monitoring, month-end reconciliation

2. Sales Revenue Report

• Total revenue by period (daily, weekly, monthly)
• Breakdown by: Branch, Location, Customer, Product
• Visuals: Charts, graphs, trend lines
• Use for: Performance tracking, forecasting

3. Tax Report (SST/VAT/GST)

• Total tax collected by type and period
• Output for government filing
• Includes all invoices finalized in period
• Use for: Tax compliance, government submissions

4. Accounts Receivable Aging

• Outstanding invoices by age bucket
• 0-30 days, 31-60 days, 61-90 days, >90 days
• Total receivables by customer
• Use for: Collections management, cash flow forecasting

5. Customer Analysis

• Top customers by revenue
• Sales trends per customer
• Average invoice value
• Use for: Customer relationship management, sales strategy

6. Product Performance

• Top-selling items
• Revenue by product category
• Quantity sold analysis
• Use for: Inventory planning, product mix optimization

7. User Activity Report

• Who created how many invoices
• Finalization turnaround time (Draft to Final)
• User productivity metrics
• Use for: Performance reviews, process improvement

FAQs (Frequently Asked Questions)

General Questions

Q: What is the difference between External Sales Invoice and Internal Sales Invoice?

A: External Sales Invoice is for billing external customers (companies or individuals outside your organization). Internal Sales Invoice is for inter-company transactions (billing between branches or subsidiaries within the same corporate group).

Use External for: Customer sales, normal business transactions
Use Internal for: Head office billing branches, branch transfers

Q: Can I create an invoice without a sales order?

A: Yes! You have multiple options:

• KO Sales Order (most common—links to existing order)
• Search Items (manual entry—no prior order needed)
• KO Quotation (converts approved quotation directly)
• KO Delivery Order (bills based on actual delivery)
• KO Jobsheet (service-based billing)

Quick sales or walk-in customers: Use “Search Items” for fastest invoice creation.

Q: What happens if I accidentally finalize the wrong invoice?

A: You cannot un-finalize an invoice (maintains accounting integrity). Solution:

1. Create Credit Note to reverse the incorrect invoice
2. Create New Correct Invoice
3. Both documents remain in audit trail
4. Customer sees: Original invoice + Credit note reversal + Correct invoice

Prevent errors: Always review DRAFT invoices carefully before finalizing.

Q: How do I handle partial deliveries/invoicing?

A:

Scenario: Customer ordered 100 units, you delivered 60 now, 40 later.

Option A: Two Separate Invoices (Recommended)

1. Create Invoice 1: 60 units (bill upon first delivery)
2. Create Invoice 2: 40 units (bill upon second delivery)

Option B: Single Invoice, Adjust Quantity

1. Create invoice from Sales Order (100 units)
2. Manually reduce quantity to 60
3. Save as DRAFT, add note: “Partial delivery 1 of 2”
4. Later: Create second invoice for remaining 40

Pro Tip: Separate invoices are cleaner for accounting and customer records.

Q: Can customers access their invoices online?

A: Depends on your system configuration. The applet generates invoices; customer access requires integration with a customer portal or ERP system.

Typical workflow:

1. Invoice finalized → PDF generated
2. System emails PDF to customer automatically
3. Customer receives invoice via email
4. (Optional) Customer logs into portal to view invoice history

Check with your IT team about customer portal integration.

Q: What if a customer’s credit limit is exceeded?

A: System behavior depends on configuration:

Option A: Hard Block

• Finance attempts to finalize invoice
• System error: “Customer credit limit exceeded by RM X”
• Invoice cannot be finalized until:
  • Customer makes payment (reduces outstanding balance)
  • Finance Manager increases credit limit
  • Customer provides down payment

Option B: Warning with Override

• System warns: “Credit limit exceeded”
• Finance Manager can override with authorization
• Requires approval comment/justification
• Logged in audit trail

Best Practice: Resolve credit limit issues before finalizing—reduces financial risk.

Technical Questions

Q: How do I fix a “Serial Number Already Invoiced” error?

A: This error means the serial number was already used on another invoice.

Troubleshooting:

1. Click the error message to see which invoice used it
2. Verify:
   • Is this a duplicate entry mistake? (Use a different serial)
   • Is the other invoice incorrect? (Contact Finance to investigate)
   • Is the serial number returned? (Check return/RMA records)

Resolution:

• If duplicate mistake: Enter correct serial number
• If other invoice wrong: Finance creates credit note to release serial
• If serial returned: Update serial status to AVAILABLE in inventory system

Q: Why is the tax calculation wrong?

A: Common causes:

1. Wrong tax rate applied:

• Check: Settings > Application Settings > Tax Rates
• Verify current SST rate (e.g., 10%)
• Update if government changed rates

2. Tax-exempt item taxed:

• Some items are tax-exempt (medical supplies, education materials)
• Check item master: Is tax exemption flag set?
• Solution: Update item master, regenerate invoice

3. Manual override error:

• Someone manually changed tax amount
• Solution: Remove override, let system auto-calculate

4. Rounding discrepancy:

• Small differences (RM 0.01) due to rounding
• System auto-adjusts in “Rounding” field
• This is normal and correct

Prevention: Enable “Lock Tax Calculations” in settings to prevent manual tax overrides.

Q: Can I import invoices in bulk from Excel?

A: The applet currently doesn’t have built-in bulk import (based on codebase review). Options:

Option A: Programmatic Import

• Use API integration (developer required)
• Prepare data in JSON format
• POST to invoice creation endpoint
• System validates and creates invoices

Option B: Semi-Automated

• Create invoice templates with common items
• Sales reps duplicate templates
• Adjust quantities and customer details
• Faster than creating from scratch

Option C: Request Feature

• Contact your system administrator
• Request bulk import feature development
• Typical development time: 2-4 weeks

Q: How do I correct an invoice after it’s finalized?

A: Finalized invoices are locked (cannot edit). Correction process:

Step 1: Create Credit Note

Original Invoice: INV-2024-300
Amount: RM 10,000 (incorrect)

Create: Credit Note CN-2024-050
Amount: -RM 10,000
Effect: Reverses original invoice

Step 2: Create Corrected Invoice

New Invoice: INV-2024-301
Amount: RM 9,000 (correct)
Reference: "Replaces INV-2024-300"

Step 3: Notify Customer

Email customer:
- Original invoice INV-2024-300 canceled (credit note attached)
- Corrected invoice INV-2024-301 issued
- Please disregard INV-2024-300
- Pay INV-2024-301: RM 9,000

Accounting Impact:

Original: +RM 10,000 revenue
Credit Note: -RM 10,000 revenue
Corrected: +RM 9,000 revenue
Net Effect: RM 9,000 revenue (correct)

Q: What is the difference between Unit Price and Transaction Price?

A:

Unit Price (Standard/Base Price):

• Price from product master
• Before discounts
• Example: RM 100 per item

Transaction Price (Final Price):

• After all adjustments (discounts, taxes)
• What customer actually pays
• Example: RM 100 - 10% discount + 10% SST = RM 99

Complete Breakdown:

Unit Price Standard: RM 100 (base price)
Unit Discount: -RM 10 (10% off)
Unit Price Net: RM 90
SST 10%: +RM 9
Transaction Price: RM 99 (final price customer pays)

Which appears on invoice? Depends on settings: Settings > Field Visibility

• Show all prices (full transparency)
• Show transaction price only (simplified view)

Q: How long are invoices retained in the system?

A: Depends on your company’s data retention policy, but typical settings:

Active Invoices (Unpaid):

• Retained indefinitely until paid

Paid Invoices:

• Minimum: 7 years (accounting regulations)
• Typical: 10 years
• Accessible for audit purposes

Deleted Invoices:

• Not permanently deleted (soft delete)
• Status changed to DELETED
• Still visible in audit logs
• Can be restored by admin if needed within 90 days

Archived Invoices:

• Older than X years (e.g., 7 years)
• Moved to archive storage
• Still accessible but slower retrieval
• Compliance requirement

Check with your finance team for your organization’s specific retention policy.

Q: Can I invoice in multiple currencies?

A: The system supports doc_ccy (Document Currency) field, indicating multi-currency capability.

How it works:

1. Create invoice
2. Select Document Currency: USD, EUR, SGD, etc.
3. Enter amounts in selected currency
4. System converts to base currency (e.g., MYR) for accounting
5. Invoice displays foreign currency amount
6. GL posts converted amount

Exchange Rate:

• Uses system exchange rate (configured by admin)
• Or manual rate entry (if allowed)
• Rate locked when invoice finalized

Example:

Invoice: USD 1,000
Exchange Rate: 1 USD = 4.50 MYR
GL Posting: RM 4,500

Customer sees: USD 1,000
Accounting books: RM 4,500

Tax Implications: Different countries may have different tax rules for foreign currency invoices. Consult your tax advisor.

Q: How do I handle returns or refunds?

A: Returns Process:

Step 1: Customer Returns Item

• Customer notifies you of defect or change of mind
• Verify return policy eligibility
• Check serial number (if applicable)

Step 2: Create Credit Note

• Do NOT edit original invoice (locked)
• Create Credit Note referencing original invoice
• Amount: Negative value equals original invoice line
• Reason: “Item returned - defective” or “Customer cancellation”

Step 3: Process Refund

• Finance processes credit note
• GL entry reverses revenue
• Refund customer or apply credit to future invoices

Step 4: Update Inventory

• Return item to inventory (if resellable)
• Update serial number status to AVAILABLE
• Scrap item (if defective)

Example:

Original Invoice: INV-2024-500, RM 5,000 (Laptop)
Customer returns laptop (screen defect)

Credit Note: CN-2024-080, -RM 5,000
Inventory: Laptop serial returned, status = DEFECTIVE
Refund: RM 5,000 credited to customer account

Q: Can I edit an invoice after sending to customer but before finalizing?

A: Yes, if still in DRAFT status:

1. Go to External Sales Invoice listing
2. Find your draft invoice
3. Click to open
4. Click “Edit” button
5. Make changes:
   • Add/remove line items
   • Adjust quantities or pricing
   • Update customer information
   • Modify serial numbers
6. Click “Save”
7. Re-send to customer (if already sent)

If Already FINAL:

• Cannot edit directly
• Must use Credit Note + New Invoice process

Best Practice: Keep invoices in DRAFT until customer confirms all details are correct. Only finalize after confirmation.

Q: How do I track which invoices have been paid?

A: Payment Tracking Options:

Option 1: Within Invoice Applet

• Go to External Sales Invoice listing
• Filter by: Status = “PAID” or Status = “UNPAID”
• See payment status for each invoice

Option 2: Accounts Receivable Module

• More comprehensive payment tracking
• Match payments to invoices
• Generate aging reports
• Track collection activities

Option 3: Custom Reports

• Generate “Outstanding Invoices” report
• Filter by:
  • Date range
  • Customer
  • Amount outstanding
• Export to Excel for follow-up

Payment Workflow:

1. Invoice finalized (Status: FINAL, Unpaid)
2. Customer pays (bank transfer/check)
3. Finance records payment in system
4. System matches payment to invoice
5. Invoice status updated: PAID
6. AR balance reduced

Troubleshooting Common Issues

Issue 1: “Branch Required” Error

Symptom: Cannot save invoice, error message “Branch is required”

Cause: Branch field not selected (mandatory field)

Solution:

1. Scroll to top of invoice form
2. Locate Branch dropdown
3. Select your branch (e.g., “KL North”)
4. Click Save again

Prevention: Set default branch in Settings > Default Selection or Personalization > Personal Default Selection

Issue 2: “Location Not Available” Error

Symptom: Location dropdown is empty or disabled

Cause: Location depends on Branch selection (cascading dropdown)

Solution:

1. First select Branch
2. Wait 1-2 seconds (system loads locations)
3. Location dropdown populates
4. Select location

If still empty:

• No locations configured for selected branch
• Contact admin to add locations

Issue 3: Invoice Stuck in DRAFT

Symptom: Created invoice days ago, still shows DRAFT status, customer not billed

Cause: Finance team hasn’t finalized yet

Solution:

1. Check if Finance received notification
2. Contact Finance: “Please review invoice INV-2024-XXX”
3. Finance finalizes → Status changes to FINAL → Customer billed

If urgent:

• Escalate to Finance Manager
• Provide business reason for urgency

Issue 4: Serial Numbers Won’t Validate

Symptom: Entered serial numbers, system shows “Invalid Serial Number”

Possible Causes + Solutions:

Cause A: Typo

• Solution: Double-check serial number spelling
• Use barcode scanner to avoid typos

Cause B: Serial already invoiced

• Solution: Check which invoice used it (click error details)
• Use a different serial number

Cause C: Serial not in inventory

• Solution: Verify serial number with warehouse
• Ensure serial number added to inventory system first

Cause D: Serial status is DAMAGED or RETURNED

• Solution: Check serial status in inventory
• Use serial with AVAILABLE status only

Issue 5: Tax Amount Seems Wrong

Symptom: System calculates SST RM 950, but you expect RM 1,000

Troubleshooting Steps:

Step 1: Verify Tax Base

Expected: RM 10,000 x 10% SST = RM 1,000
Actual: RM 9,500 x 10% SST = RM 950

Cause: Tax base is RM 9,500 (after discount), not RM 10,000

Step 2: Check Tax Settings

• Settings > Application Settings > Tax
• Verify: “Calculate Tax on Net Amount (after discount)” is enabled
• This is correct behavior

Step 3: Check Item Tax Exemptions

• Some items may be tax-exempt
• Example: 10 items, 1 is tax-exempt
• Tax calculated on 9 items only

Step 4: Rounding

• RM 950.345 rounds to RM 950.35
• Small discrepancies are normal

If still wrong: Contact Finance Manager to review tax configuration.

Issue 6: Cannot Delete Invoice

Symptom: Delete button disabled or error “Cannot delete FINAL invoice”

Cause: FINAL invoices cannot be deleted (accounting rule)

Solution: Use Credit Note to reverse:

1. Create Credit Note referencing this invoice
2. System reverses accounting entries
3. Invoice effectively canceled (audit trail preserved)

Can Delete:

• DRAFT invoices only
• Click Delete button
• Confirm action
• Invoice status: DELETED (soft delete)

Issue 7: Invoice Not Emailing to Customer

Symptom: Finalized invoice, customer says they didn’t receive email

Troubleshooting:

Step 1: Verify Email Address

• Check customer master data
• Ensure email address is correct
• Update if needed

Step 2: Check Email Logs

• Reports > System Logs > Email Logs
• Search: Invoice number
• Status: Sent / Failed / Pending

Step 3: Check Spam Folder

• Instruct customer to check spam/junk folder
• Add your company domain to customer’s safe senders

Step 4: Re-send Email

• Open invoice
• Click “Resend Email” button
• System queues email again

Step 5: Manual Send

• Click “Download PDF”
• Email PDF manually to customer
• Log issue with IT team for investigation

Need More Help?

Internal Support:

• Contact IT Help Desk: [support@yourcompany.com]
• Internal wiki: [Company knowledge base URL]
• Training videos: [Company training portal]

System Administrator:

• For configuration issues
• Permission requests
• Feature requests

Finance Team:

• For accounting questions
• Tax compliance queries
• GL posting issues

Best Practices

For Sales Representatives

Create invoices promptly after delivery (improves cash flow)
Verify customer details before finalizing (prevents payment delays)
Link to source documents (Sales Orders, Quotations) for traceability
Add clear descriptions on line items (helps customer understand charges)
Check serial numbers carefully for high-value items (prevents disputes)
Use DRAFT status wisely - Save drafts if uncertain, let Finance review
Respond quickly to Finance queries (prevents billing delays)

Avoid:

• Skipping serial numbers when required—causes errors later
• Manually overriding taxes unless authorized
• Rushing through invoice creation—errors = credit notes = delays

For Finance Teams

Review drafts within 4 hours (SLA target—prevents revenue delays)
Document rejection reasons clearly (helps sales learn)
Spot-check calculations even if system-generated (trust but verify)
Reconcile daily invoice totals vs GL revenue (catch errors early)
Monitor credit limits before finalizing (reduces bad debt risk)
Bulk-finalize routine invoices (<RM 5,000) for efficiency
Individually review high-value invoices (>RM 50,000) carefully

Avoid:

• Finalizing invoices with missing serial numbers (fraud risk)
• Overriding tax calculations without CFO approval
• Letting drafts sit unreviewed for days (hurts cash flow)

For Administrators

Configure defaults before rollout (branch, location, tax settings)
Train users thoroughly before going live (reduces support tickets)
Start with minimal field visibility and add complexity gradually
Review permissions quarterly (remove access when roles change)
Monitor system logs for unusual activity (security audit)
Back up data regularly (disaster recovery)
Test end-to-end workflows after configuration changes

Avoid:

• Granting unnecessary permissions (security risk)
• Changing tax settings without accounting team approval
• Skipping user training (leads to errors and support burden)

Conclusion

The External Sales Invoice Applet streamlines your entire customer billing process from order to payment collection. By integrating multi-source document linking, automated tax calculations, serial number tracking, and branch/location management, it reduces errors while improving cash flow and customer satisfaction.

Key Takeaways:

• Multi-Source Creation saves time and prevents data entry errors
• Draft-to-Final Workflow ensures accuracy before posting
• Advanced Pricing & Tax handles complex scenarios automatically
• Serial Number Tracking protects high-value inventory
• Flexible Configuration adapts to your business needs

Next Steps:

1. Sales Teams: Practice creating invoices from sales orders
2. Finance Teams: Set up daily review workflow for drafts
3. Administrators: Complete system configuration and user training
4. Everyone: Refer to this guide whenever questions arise

Support Resources:

• Internal training videos
• IT help desk
• Your system administrator
• This documentation

Document Version: 1.0
Last Updated: February 2026
Feedback: [Share feedback to improve this documentation]