Prove the month for a group: three companies, three reports, one routine — transcript

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

This presentation is for the person who closes the e-invoice month for GadgetSphere’s three companies and wants a routine rather than a hope. In about ten minutes you will run the proof in order — pools, listing, then three reports — read each company’s report against its own shape, and know what a signed-off month looks like.

Step 1 — Put the report last, and start on the first

After this step the report will stop being a surprise. The report is a photograph of a moment, so take it after the moving parts have settled. On the first and second of the month, clear the Batch Pool’s failed rows and work the Individual and Single General pools, because every document in a pool is a document with no e-invoice record and will appear as missing. Then read To IRB E-Invoice for the month and clear anything Invalid. Only then create the reports — one per company, and the environment check before each, as the previous presentations established. Doing it in this order means most lines on the gap tab are already zero, and the few that are not are ones you can name from the pool you just left. Start on the first, not the sixth; the queue sends one document at a time.

Reference: The Month-End E-Invoice Cycle (1st to 7th) — What success looks like

Step 2 — Read the retail company against a consolidated shape

After this step the largest company’s report will look right to you at a glance. GadgetSphere’s retail company rings up thirty-eight thousand cash bills a month and reports them consolidated. On its ERP Transaction Summary, cash bills dominate; on its IRB Audit Summary, the cash bill line should show the same count, because a consolidated e-invoice is counted by the receipts inside it, not as one. The consolidated-only count on the gap tab is the number of consolidated e-invoices dated in the month — at least one per document type from the common run, more if it fired more than once, or several per branch under the by-branch variant. Both directions read zero, or the missing line equals the failed Batch Pool rows you left behind. If the e-invoice count is short by exactly one consolidated e-invoice, look in next month’s report before anything else.

Reference: E-Invoice Submission Mechanics — The discrepancy report: what “missing” means

Step 3 — Read the distribution company against an individual shape

After this step a non-zero missing line will be a work list rather than a worry. The distribution company sells to corporate buyers, so almost every document becomes an individual e-invoice with the buyer’s own tax number, and a missing buyer detail parks the invoice in the Individual Pool with no record. Its report for March shows four documents, sixty-one thousand three hundred ringgit, under exists in ERP and missing in e-invoice, and nothing in the other direction. Open the line: the four are the four invoices in the pool. Fix the tax numbers, resubmit from the pool, and then create the March report again — the one you are looking at will show four missing for ever. Do not delete the old one; two dated reports that show the gap closing are exactly what an auditor likes to see.

Reference: My E-Invoice Admin Applet — 3. Pools — what the buttons do

Step 4 — Read the purchase side, and know what the currency filter removes

After this step the purchase half of the report will not mislead you. The purchase lines on both summaries count self-billed e-invoices — the ones your company issues for purchases where the supplier does not — and nothing else, because the rows for supplier e-invoices matched to your purchase documents are never populated. The distribution company buys in US dollars from Singapore and Hong Kong, and those documents fail the ERP side’s currency filter, so they are absent from your side of the ledger. A self-billed e-invoice raised for one of them appears on the e-invoice side with nothing opposite it, and may show as an orphan. That is the filter, not a fault. Reconcile foreign-currency purchases outside this report, and read the purchase lines as a check on ringgit self-billing only.

Reference: My E-Invoice Admin Applet — 8. Monthly Report → Discrepancies Report

Step 5 — When a company’s month will not balance, work the list in order

After this step you will know where to look first and where to look last. Support checks five things in order, cheapest first: documents still in the Individual Pool; Batch Pool rows marked processed but failed; documents in the Single General Pool; documents finalised while the company’s e-invoice status was still off, which were never queued at all and have to be pushed in by hand; and sales abandoned without Skip E-Invoice, or voided after submission. Behind those five sit the two silent cases from the previous presentation — a cancelled consolidated e-invoice and a rejected one — which the arithmetic exposes and the To IRB listing confirms. After each fix, create the report again for that company; the old photograph does not update, and the new one is the evidence that the fix worked.

Reference: The Month-End E-Invoice Cycle (1st to 7th) — Step 7: Reconcile, and understand the five reasons a tally does not balance

Step 6 — What a signed-off month looks like

After this step you can say in one breath when the group is done. Three reports, one per company, each created after the pools were cleared and each showing processed. On each, per document type, the ERP count less skipped, less Internal Submission and Cancelled, less missing, is zero, and every non-zero missing line is one you can name. On To IRB E-Invoice, filtered to each company and the month, the Invalid list is empty and no consolidated e-invoice stands cancelled without a successor. The MyInvois dashboard agrees with the month’s count. Keep the three report rows; they are dated, per company, and open their document lists later. That is the month proved for the group — recorded on the report, accepted at LHDN, and the difference between the two written down by you.

Reference: The Month-End E-Invoice Cycle (1st to 7th) — What success looks like

How the steps fit together

    flowchart TD
  s1["Step 1 — Put the report last, and start on the first"]
  s2["Step 2 — Read the retail company against a consolidated shape"]
  s3["Step 3 — Read the distribution company against an individual shape"]
  s4["Step 4 — Read the purchase side, and know what the currency filter removes"]
  s5["Step 5 — When a company's month will not balance, work the list in order"]
  s6["Step 6 — What a signed-off month looks like"]
  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