Cancel inside the window

Play this lesson as slides — one slide per step, with the same narration. The full text of every step is on this page.

This lesson is for you if you run the books at GadgetSphere, you have read the validation date-time on a wrong e-invoice, and the 72 hours are still running. In about twelve minutes you will raise the cancellation request, approve it with the right decision about the sales document behind it, send it to the Inland Revenue Board, LHDN, and confirm that the record now reads Cancelled. The whole thing takes about ten minutes when the approver is available today, which is the one thing to check before you start.

Step 1 — Check that the e-invoice is actually wrong

After this step you will not destroy a valid e-invoice on the strength of a report that looked odd. The commonest false alarm is two rows on the submission listing with the same document number. That is very often not a duplicate: sales invoices and self-billed purchase invoices draw their numbers from two independent sequences that start at the same value, and the listing does not show which direction a document went. One customer came within a step of cancelling 129 perfectly valid e-invoices, all still inside their 72 hours, on the strength of repeated numbers. Check the document type on both rows before you conclude anything. A real duplicate is one sale inside two Valid e-invoices, typically a receipt submitted individually while a copy still sat in the Batch Pool, and you find it by reconciling, not by reading a listing. GadgetSphere’s laptop invoice is simpler: the customer is right, and the amount is wrong.

Reference: E-Invoice Validation Rules & Troubleshooting — 4. The same sale looks like it is at LHDN twice

Step 2 — Line up the approver before you raise anything

After this step the request you are about to raise will not stall for want of a person. Three things must be true. The e-invoice status is Valid; nothing here applies to a document still in a pool or still In Queue, which you simply fix and resubmit. You have the record open in Internal Submission, then To IRB E-Invoice, and you have read its validation date-time; for GadgetSphere’s laptop invoice that was 21:40 last night, so the deadline is 21:40 two nights on. And somebody who can set a request to Approved is available today. A cancellation request does not travel on its own. If the person who normally approves is on leave and nobody else has been shown the screen, you will raise the request, watch it sit, and run the clock out. Find your approver now, tell them what is coming, and only then go to the next step.

Reference: Cancelling and Correcting a Validated E-Invoice — Before you start

Step 3 — Raise the request

After this step a cancellation request exists against the e-invoice, waiting for approval. On the To IRB E-Invoice row, use Request for Rejection. The button is enabled only on a Valid e-invoice, which is your confirmation that you are on the right route; if it is greyed out, the status is not Valid and this lesson does not apply. Give the reason; it is sent to LHDN as the cancellation reason, so write something a tax officer can read, such as invoiced quantity ten, delivered eight. The request lands in Cancellation, then Rejection Requests, as requested and in progress, with no approval status yet. Your customer could have started this themselves: a buyer who spots the error before you do can raise the rejection from the customer portal, and it arrives in exactly the same list, needing exactly the same approval from you. Either way, what you have now is a request and nothing more.

Reference: My E-Invoice Admin Applet — 5. Fixing an Invalid e-invoice from To IRB E-Invoice

Step 4 — Approve it and decide what happens to the sales document

After this step the request is approved with a recorded decision about the invoice behind it. This is the step everyone misses, because nothing advances a cancellation request automatically. There is no background job. A request you raised and walked away from sits at requested and in progress until the 72 hours expire and the option is gone. Go to Cancellation, then Rejection Requests, open the request, set the approval status to Approved, and choose a processing logic. Void the original document if the sale is cancelled outright. Regenerate a new e-invoice if the invoice is right and only the e-invoice was built wrong. Create a new reversal document if your accounting policy is to reverse rather than void. Cancel for edit and resubmit if you want to correct the invoice yourself before it goes back. GadgetSphere’s laptop invoice needs editing down to eight machines, so that last one is right.

Reference: Cancelling and Correcting a Validated E-Invoice — Step 3: Approve the request and choose what happens to the source document

Step 5 — Send the cancellation to LHDN

After this step LHDN has cancelled the e-invoice, or you know exactly why not. With the request approved and a logic chosen, use Process Request. BigLedger builds a Cancellation Queue row and calls LHDN there and then; nothing waits for a scheduled run. Go to Cancellation, then Cancellation Queue, and read the row. If the call did not go through, the Request Error field carries the reason. Before calling LHDN, BigLedger checks three things and refuses on any of them: the e-invoice must be Valid, it must actually carry an LHDN document reference, and fewer than 72 hours must have passed since validation. The refusal you least want to see reads Passed 72 hours from validation date time. It means the window closed while the request sat waiting for approval, and from here the only route is a credit note, which is the next lesson. Every outcome, success or failure, also sends an e-mail notification.

Reference: My E-Invoice Admin Applet — 6. Cancellation (Rejection Requests → Cancellation Queue)

Step 6 — Handle a consolidated e-invoice

After this step you will not destroy a month’s reporting with one wrong choice. A consolidated e-invoice covers hundreds of receipts and has no single sales document behind it, so only cancel for edit and resubmit works. The other three fail, and not equally. Void original document is refused with Can not void the generic document before LHDN is called, and costs you nothing but time. Regenerate new e-invoice cancels the e-invoice at LHDN first and only then fails to rebuild it, so the month is cancelled and nothing replaces it. New reversal document fails silently, with nothing on the screen at all. If cancel for edit and resubmit is not offered, raise a support request and say the e-invoice is consolidated. Do not try the others. The receipts inside still need reporting: support pushes them back to the Batch Pool as a named list, so ask in the same request.

Reference: Cancelling and Correcting a Validated E-Invoice — Step 5: If it is a consolidated e-invoice, act immediately

Step 7 — Confirm it went through

After this step you can prove the cancellation, in thirty seconds. Open the e-invoice on Internal Submission, then To IRB E-Invoice. Its status now reads Cancelled. Go to Cancellation, then Rejection Requests; your request shows as completed and approved, not still in progress. Then look at the sales document behind it, which should be in the state you chose: voided, reversed, re-issued, or open for editing. For GadgetSphere that means the RM 12,400 invoice is open, the branch corrects it to eight machines and RM 9,920, and it goes back to LHDN as a fresh e-invoice. Watch that one on To IRB E-Invoice to Valid, not Submitted, exactly as you would any other document. When the corrected e-invoice reads Valid and the old one reads Cancelled, LHDN holds the right figure. Whether the customer has the document is the Email Dashboard’s question, not this screen’s. Keep both rows in mind for month-end; the last lesson explains why.

Reference: Cancelling and Correcting a Validated E-Invoice — What success looks like

How the steps fit together

    flowchart TD
  s1["Step 1 — Check that the e-invoice is actually wrong"]
  s2["Step 2 — Line up the approver before you raise anything"]
  s3["Step 3 — Raise the request"]
  s4["Step 4 — Approve it and decide what happens to the sales document"]
  s5["Step 5 — Send the cancellation to LHDN"]
  s6["Step 6 — Handle a consolidated e-invoice"]
  s7["Step 7 — Confirm it went through"]
  s1 --> s2
  s2 --> s3
  s3 --> s4
  s4 --> s5
  s5 --> s6
  s6 --> s7
  

Check yourself

Three to five questions on what you just heard. Every correct answer links to the page that makes it correct, so you can check the source, not just the mark.

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