What runs without you, and what never will — 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 suspect you are doing work the system already does. You are, and this lesson names it. But the more useful half is the other half: three places where nothing runs, nothing warns and nothing retries, and where a standing habit is the only thing standing between you and unreported revenue. About eleven minutes, and nothing to click.

Step 1 — Let the pipeline run itself

After this step you will know how much of a clean month needs nobody at all. Finalising a sales document is the last manual act in the normal path. A trigger fires at that moment and routes the document. A scheduled processor then builds the e-invoice record, runs the completeness check and either queues it for LHDN or parks it in a pool with the reason attached. Another sends the queued documents, one at a time. Consolidation and consolidated submission are two clocks on your tenant, not your company: by default every half hour and every twenty minutes from the 1st, working through last month in batches, with the seventh as the deadline they must beat. The buttons you know — Process, Consolidate, Submit — exist for the day a run has to be repeated, not for every month.

Reference: E-Invoice Pools: The Monthly Consolidation Cycle and Backdated Documents — The monthly consolidation cycle

Step 2 — Stop asking LHDN for its verdict

After this step you will never refresh a screen waiting for a decision that is already being fetched. Once a payload is accepted, a processor polls LHDN on your behalf and writes the answer onto the e-invoice record: Submitted, then Valid or Invalid, along with the LHDN document identifier and the exact validation date and time. That written-down validation time matters later, because the seventy-two-hour cancellation window is measured from it. On a healthy document you press nothing and the verdict simply appears in the status column. The exception is a row that has read Submitted for days: the status check stops asking after three days or ten polls, so press Refresh on the record, and Resend Email if it comes back Valid.

Reference: My E-Invoice Admin Applet — 4. Submission, validation and e-mail (scheduled runs)

Step 3 — Stop minding the authorisation

After this step you know why nobody at GadgetSphere logs into MyInvois to keep submissions flowing. BigLedger submits on your behalf using a token generated against your company’s tax number, and a processor regenerates that token roughly every twenty minutes, keeping a few of them live per company and environment. You will never see it working. You will see it stop: every submission failing at once and staying In Queue, with LHDN’s refusal on each queue row and no data problem on any of them. That is the whole signal, and it has only two causes — the processor is not running, or the authorisation you granted on the MyInvois portal has expired or been removed. Both need someone else; neither needs a customer edited.

Reference: My E-Invoice Admin Applet — Before you can use it

Step 4 — Stop sending the buyer their copy

After this step the delivery half of the job is off your desk, if it is on at all. Once LHDN validates an e-invoice, a processor e-mails the validated document to the buyer — but only for a company whose Send Email To Buyer switch is on, which is a setting on that company’s own E-Invoice tab, not a tenant-wide one. Where it is on, the processor works through a queue in small batches and retries a handful of times. When a customer says they never received theirs, the Email Dashboard tells you most of the story: a row with an error, a blank e-mail address on the buyer, or a row untouched at In Queue with no retries, which means the company switch is off or the company’s e-mail set-up is missing. No row at all can be normal: a tenant without the e-mail schedule sends inline.

Reference: My E-Invoice Admin Applet — Troubleshooting

Step 5 — Let the failures come to you

After this step you can stop opening the applet to find out whether anything went wrong. One thing arrives by e-mail without anyone looking at a screen. A processor sends a spreadsheet of the failed individual-pool transactions for each company to the addresses configured for it. Two others you may have been told about never arrive. The monthly discrepancy report e-mail cannot come, because the job that would send it cannot be put on a timetable. And the digest of finalised documents that never entered the pipeline is scheduled nowhere. Ask your BigLedger contact whether the real one is on, and where it is addressed. Then check each company’s own E-Invoice tab: consolidated and single-general can each be taken out of its Submission Type list, which is why a type somebody used last year may not be offered any more.

Reference: My E-Invoice Admin Applet — 4. Submission, validation and e-mail (scheduled runs)

Step 6 — Know exactly what nothing will tell you

After this step you know where the automation stops, which is the only part of this lesson you have to act on. Three gaps. A document in the Individual or Single General pool waits for a person indefinitely; no rule ages it and nothing warns you it has been there since March. Five processors exist that could move these rows, and nothing schedules them for you, so assume manual unless support says otherwise. A retries-remaining figure is written once and never counted down — decorative — and the one processor that revisits failed rows takes the newest first, so an old one waits forever. And a document that never entered the pipeline sits in no pool and no queue, and no e-mail mentions it: the sweep that would tell you is not scheduled. So: a weekly look at both pools, and somebody creates and reads the discrepancy report every month, the only thing that finds the third kind.

Reference: My E-Invoice Admin Applet — Troubleshooting

How the steps fit together

    flowchart TD
  s1["Step 1 — Let the pipeline run itself"]
  s2["Step 2 — Stop asking LHDN for its verdict"]
  s3["Step 3 — Stop minding the authorisation"]
  s4["Step 4 — Stop sending the buyer their copy"]
  s5["Step 5 — Let the failures come to you"]
  s6["Step 6 — Know exactly what nothing will tell you"]
  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: When a document will not go at all · Back to the series · Play this as a presentation