Close your branch's month before the 1st — transcript

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

This is the last lesson in the series and the only one that asks you to do something on a particular day. Everything your shop can still put right has to be put right while the month is open, because after the consolidation run the receipt is inside a document that has gone to LHDN. In about ten minutes you will have a last-week routine for your branch and a way to prove you are finished.

Step 1 — Put the real deadline in your own calendar

After this step you will stop working to the wrong date. The deadline everyone quotes is the 7th, because that is when last month’s consolidated e-invoice has to be submitted to LHDN. That is not your deadline. There is no consolidation day to wait for. By default a clock on your tenant starts building last month into consolidated e-invoices from the morning of the 1st, every half hour, so a receipt of yours can be inside one within hours of midnight — and the 7th is only the deadline those runs have to beat. Treat the last week of the month as your window and the 1st as the wall. That goes double for a named customer whose e-invoice LHDN refused: a refused one under ten thousand ringgit is swept into the month’s document under General Public by the first run after the month ends, if that clock is running, so it has to be put right before then.

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

Step 2 — Be honest about what your branch can and cannot fix

After this step you will spend your last week on the right thing. You cannot complete a pool row. That is done in the My E-Invoice Admin applet by the finance desk, and asking for access will not change how long it takes. What you have that nobody at head office has is the customer. A pool row is waiting for a tax number, an identity, an address or a phone number, and on the 3rd of next month nobody knows where to get those. On the 27th you might: the sale is recent, the salesperson remembers the customer, and there is a phone number on the order. Your job in that week is to turn missing information into information, and to hand it over.

Reference: What am I supposed to do between the 1st and the 7th? The month-end e-invoice cycle — Step 1: Clear the Individual Pool before consolidation runs

Step 3 — Chase the five-figure sales first

After this step you will be working in the right order. A sale of RM 10,000 or more that was marked for the monthly batch is pulled out into the Individual Pool, and it cannot be put back — BigLedger refuses the move with a message naming the amount. That means it is reported only when somebody completes the buyer’s details, and if nobody does, it is simply unreported revenue with your branch’s name on it. Across GadgetSphere there are about 112 of these a month and they are the largest sales in the group. Start your week with yours. If your company has the high-value check switched on, the till will already have insisted on the details at the point of sale, which is why it exists.

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

Step 4 — Deal with the customers a consolidated e-invoice cannot carry

After this step you will know which sales the monthly run cannot rescue. If a tourist paid on a passport, the substitution that gives an ordinary walk-in a general tax number does not apply, so without the buyer’s real tax number, or LHDN’s general number for foreign buyers keyed on by hand, that sale is never reported in their name. A bill marked Individual waits in the Individual Pool. One left blank, under ten thousand ringgit, slides into the Batch Pool instead, and whichever consolidation run your company is on reports it as General Public, which is not the e-invoice the tourist asked for. Ask for the tax number at the counter, because you will not get it in November for an October sale. The same is true of anybody who asked for their own e-invoice and gave you half of what was needed.

Reference: E-Invoice Pools: Consolidating by Document or by Branch — By document or by branch — two ways to build one

Step 5 — Know exactly what changes once the run has happened

After this step you will understand why the week matters. Up until the moment a receipt is consolidated, completing its buyer’s details and resubmitting takes it straight out of the batch and sends it as an individual e-invoice. It is a clean correction and nothing else moves. Once its consolidated e-invoice has been sent, that door is shut: the sale has been reported inside a document that is at LHDN, and putting it right is no longer your correction. Nobody can lift one receipt out, and cancelling would take the whole month’s document with it, so it becomes a document decision for the finance desk and whoever handles your tax, with a tax authority on the other end. The same fix costs minutes before the run and days after it.

Reference: Consolidated e-invoices — What it will not do

Step 6 — Prove your branch is finished in thirty seconds

After this step you will have a check you can actually run. Take your branch’s sales for the month that needed a named buyer — the large ones, the ones where somebody asked for their own e-invoice, the foreign payers — and open each bill’s E-Invoice tab. On the Progress sub-tab you want a stage lit. Batch Pool is fine, the submission queue is better, sent is best. What you do not want is nothing lit at all, because that means the bill is sitting in the Individual or Single General pool where Progress cannot see it, waiting for a person. Any bill showing no stage is one you hand over by name, with the customer’s details attached, before the 1st.

Reference: POS General — The E-Invoice tab on a cash bill

How the steps fit together

    flowchart TD
  s1["Step 1 — Put the real deadline in your own calendar"]
  s2["Step 2 — Be honest about what your branch can and cannot fix"]
  s3["Step 3 — Chase the five-figure sales first"]
  s4["Step 4 — Deal with the customers a consolidated e-invoice cannot carry"]
  s5["Step 5 — Know exactly what changes once the run has happened"]
  s6["Step 6 — Prove your branch is finished in thirty seconds"]
  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.

Back to the series · Play this as a presentation