Which pool a document lands in — transcript

Play this as a presentation — one slide per step, with the same narration. Every word of every step is on this page.

This lesson is for you if you run the books at GadgetSphere and you have just opened the three pools for the first time with intent. In about ten minutes you will be able to take any finalised sale and say, before you look anything up, which pool it is in and which of four facts put it there. You will also meet the sale that is in no pool at all, which is the one that costs the most to find late.

Step 1 — Name the four things that decide

After this step you can say what BigLedger reads the moment a sale is finalised. Four things, in this order. The document’s e-invoice submission type, which is Individual, Consolidated, Single General, or simply not set. The document type, because only a sales invoice and a cash bill are treated specially. The amount. And whether every field LHDN insists on is actually filled in. Those four decide between four destinations: straight to LHDN, or one of the three pools. None of it is negotiable and none of it happens while anyone is watching the screen, so by the time you are looking at a pool row, all four have already been read. The rest of this lesson walks one GadgetSphere sale down each route.

Reference: E-Invoice Pools: Submission Types, the RM 10,000 Rule and Where a Finalised Document Goes — Where does a finalised document go?

Step 2 — Follow a counter receipt into the Batch Pool

After this step you can explain why nearly every GadgetSphere receipt is in the Batch Pool, and why that is right. A counter sale is rung up as a point-of-sale cash bill, and the till starts every cash bill with the submission type blank; only a cashier’s choice fills it. Finalise a blank one for under RM 10,000 and BigLedger checks it, an ordinary walk-in’s fails for want of a buyer, and it goes to the Batch Pool with the missing fields written on the row. A cashier who marks it Consolidated sends it there with no check at all. Around 38,000 receipts a month land there across the 22 branches, waiting for the monthly consolidation. So a Batch Pool holding tens of thousands of rows is not a backlog. It is a healthy retailer. Lesson four is about the handful of rows that are something else.

Reference: E-Invoice Pools: Submission Types, the RM 10,000 Rule and Where a Finalised Document Goes — Submission types

Step 3 — Follow a five-figure sale into the Individual Pool

After this step you can predict which sales are pulled out of the batch before anybody looks at them. A sales invoice or cash bill marked Consolidated whose total reaches RM 10,000 is diverted to the Individual Pool, and the reason is written on the row: amount transaction is greater or equal to RM10000. The line is inclusive, so exactly RM 10,000 is already over it, and GadgetSphere sees about 112 of these a month. Now the part that catches people at month-end. That divert covers those two document types and nothing else. A credit note, debit note, refund note or sales return of RM 10,000 or more that carries a Consolidated submission type is not diverted at all; it goes quietly into the Batch Pool. Check those yourself.

Reference: E-Invoice Pools: Submission Types, the RM 10,000 Rule and Where a Finalised Document Goes — The RM 10,000 rule

Step 4 — Follow a document that is simply incomplete

After this step you can say what incomplete means, in the system’s terms rather than yours. Before anything is sent, BigLedger builds the record LHDN will see and checks it. The header needs both parties’ name, tax number, identity type and value; your industry classification code and business activity description; both addresses with a line one, a city and a state; both contact numbers, eight to twenty characters; the e-invoice type, version, issue date and time, the currency and the three totals. Every line needs a classification code, an item name, a unit price, a tax type and a tax amount, but only the item name can be missing: the other four are filled in for you. Miss anything else and the document is parked, with the reason attached — unless it was marked Consolidated, which skips this check, or is a Single General sale missing only buyer details.

Reference: E-Invoice Validation: What BigLedger and LHDN Check — the Buyer’s Identity, the Mandatory Fields and the General TINs — Mandatory fields

Step 5 — Follow the two remaining routes

After this step you can finish the table in your head. A document marked Single General gets one attempt as an individual e-invoice using general buyer details, and the fallback to consolidation after that is a button somebody presses. Since 8 October the check skips the buyer’s fields on a Single General sales document, so one missing only buyer details goes out at any amount. Missing a supplier, document or line field, it waits in the Single General Pool — or, as a sales invoice or cash bill of RM 10,000 or more, in the Individual Pool, because the threshold outranks the type. When the type was never set, BigLedger decides on the same two facts: complete goes out individually, incomplete under RM 10,000 goes to the Batch Pool, and an incomplete sales invoice or cash bill of RM 10,000 or more goes to the Individual Pool.

Reference: E-Invoice Pools: Submission Types, the RM 10,000 Rule and Where a Finalised Document Goes — Where does a finalised document go?

Step 6 — Look for the sale that went nowhere at all

After this step you know about the failure none of the three pools will show you. The entry gate only starts the pipeline if four things were true at the moment of finalising: the company’s e-invoice setting was enabled, the document type is one e-invoicing covers, the document was not marked Skip E-Invoice, and no active queue row already existed. If any failed, the event was dropped: no pool row, no queue row, no error message. A detection sweep for this shape exists, but nothing in the product schedules it, so unless somebody has added it for your tenant no digest arrives. You will not find one on any screen either. The document surfaces at month-end only, where the Discrepancies Report shows a gap between your books and e-invoicing. Ask support to push it through, and enable e-invoicing on a company before anybody sells in it.

Reference: My E-Invoice Admin Applet — Troubleshooting

How the steps fit together

    flowchart TD
  s1["Step 1 — Name the four things that decide"]
  s2["Step 2 — Follow a counter receipt into the Batch Pool"]
  s3["Step 3 — Follow a five-figure sale into the Individual Pool"]
  s4["Step 4 — Follow a document that is simply incomplete"]
  s5["Step 5 — Follow the two remaining routes"]
  s6["Step 6 — Look for the sale that went nowhere at all"]
  s1 --> s2
  s2 --> s3
  s3 --> s4
  s4 --> s5
  s5 --> s6
  

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.

Next: Read a pool row before you touch it · Back to the series · Play this as a presentation