Related Applets

“Every sales invoice finalises, but none of them post, and the trace names a missing default GL code.” The fix for that is not in any sales applet. It is one line in Chart of Account. Most of what goes wrong with a sale starts like this: in a record another module keeps, which the sales screen reads without showing it to you. This page is for whoever answers for sales across the group: the sales administrator and the accounts person who own the receivables. For each applet outside the module it says why you end up there, what a sale reads or moves there, what you see when it is wrong, and who keeps it. The module’s own applets are on the module page.

When a sale reads each neighbour

A sales document takes from other applets at three different moments, and the moment decides whether fixing the record fixes the document.

When you pick the customer or add the line. The document keeps its own copy of what it took: the customer’s name, address, identity, terms and credit limit, and each line’s price, tax code and rate. The server fills the customer block from the record only when the document arrives without one, and it never refreshes it. A correction in Customer Maintenance or Pricebook reaches the next document, not this one. That is deliberate, because a reprint has to match the copy the customer holds.
When you press FINAL. Only a few things are checked there, among them a company and a location on the document, a date outside a locked fiscal period, and the customer’s blacklist status. Then the document is numbered and a background job is queued. FINAL does not wait for the posting.
When the jobs run, a moment after FINAL. They read, as they stand then: the customer’s receivable type, the company’s default GL codes, the item’s link to a stock item and, for e-invoicing, the company’s e-invoice status. Changing any of these changes the next posting, including a repost of an old document.

The posting job is where most gaps show, and it shows them on the document’s Posting tab or in Trace Document, not as a refusal at the desk.

From Core

Applet	Why you end up there	What a sale reads or moves there	When it is wrong, you see	Who keeps it
Customer Maintenance	A new customer, a correction, or an invoice that posted to the wrong account	The copy taken when the customer is picked; the AR/AP type, read at posting, with the type on the customer’s link row for that company winning over the record’s own; the blacklist, checked at FINAL on invoices, orders, outbound delivery orders and cash bills	A blank AR/AP type: the invoice is FINAL with no journal (`TOTAL_DEBITS_AND_TOTAL_CREDITS_NOT_BALANCES`). An `AP_TRADE` type: the sale lands on creditors. A blacklisted customer: `ENTITY_BLACKLISTED` at FINAL	Sales administrators onboard customers; finance or credit control set terms, limits and the type. The list is one list for the whole group, so a change applies in every company
Doc Item Maintenance	An item that will not price, will not tax, or will not leave the shelf	Whether the line moves stock: only a line whose item is linked to a stock item does. The item’s own GL code, used before the company default for its sales line	A service or account-code item moves no stock, as intended. An item meant to be stocked but with no stock link sells, and the balance never falls. Tax applicable off: no tax reaches the line, and nothing warns	Whoever keeps the catalogue, usually a merchandising or purchasing clerk
Organization	Setting up a company or branch, intercompany sales, e-invoicing	Company, branch and location on every document; revenue takes each line’s branch, the receivable the header’s. The branch’s intercompany pairing. The company’s e-invoice status	No company or location: the document is refused. A sale to a sister company whose own entity record has no AR/AP type: FINAL with no journal	The tenant administrator
Pricebook	A promotion that did not apply, or applied where it should not	The price book named in each sales applet’s own Default Pricebook setting, applied in the browser when a line is added. The line keeps the result, and only the price set’s name in its description	No Default Pricebook on that applet: nothing applies, silently. A later price change re-prices nothing already keyed	The pricing administrator
Tax Configuration	A new rate, or a tax figure in the ledger that looks short	The rate, stamped on the line. The tax code carries no GL account: the tax line always goes to the company’s `OUTPUT_TAX` default	`OUTPUT_TAX` unmapped: no error; SST payable is short and trade debtors absorbs the difference. A deactivated code still appears on documents	The finance administrator
Chart of Account	The first invoice of a new company, or a receivable that disagrees with the ageing	The company defaults the sales journal falls back to: `DEBTOR`, `SALES`, `SALES_RETURN`, `OUTPUT_TAX`, and `COGS` for month-end cost of sales. The fiscal periods: only a date inside a locked period is refused at FINAL	`DEBTOR` unmapped: `MISSING_DEFAULT_GL_CODE: DEBTOR` and no journal. `SALES` unmapped: no error, and the journal posts short. A date with no fiscal period at all still finalises	The finance administrator; the accountant at month-end

The customer on the invoice and the buyer on the e-invoice can differ. That is not a mistake in Customer Maintenance. The e-invoice keeps its own buyer, corrected in My E-Invoice Admin (E-Invoice related applets).

From Inventory

Applet	Why you end up there	What a sale reads or moves there	When it is wrong, you see	Who keeps it
Stock Balance	Checking that an invoice took the goods off the shelf	Moved by the job after FINAL, only by documents that carry a quantity: invoice and cash bill out, return and refund note in. A credit note, debit note, quotation, order or delivery order moves nothing	FINAL and the balance did not move: the document type moves no stock, or the job did not run	Whoever runs the warehouse
Stock Availability	Promising a delivery date	Worked out each time you look: balance, less FINAL sales orders not yet invoiced, less reservations	“Physical 50, available 0”: open orders hold it. Open the Details screen and untick `HIDE_SALES_ORDER_BALANCE` to see which (how it is calculated)	Sales administration, for the orders behind the figure
Stock Reservation	Holding specific units, serials or bins for one order	An opt-in hold a sales order line can place. It posts nothing and moves no stock	Voiding the order does not release the hold. Release it here, or availability stays low. The applet page lists its known issues	Whoever places the hold releases it
Stock Report	Reconciling what was sold with what left	Summary by Location counts invoices, cash bills and returns as Sold; a Sales GIN Stock Out goes under Others	A sale shipped on a GIN Stock Out is missing from Sold. The Pricing Report’s NEGATIVE option is the daily check for selling ahead of receiving	Inventory, with sales

From Financial Accounting

Applet	Why you end up there	What a sale reads or moves there	When it is wrong, you see	Who keeps it
Receipt Voucher	The customer paid	Clears the invoice through a contra sent after you save. A receipt with no contra is an unapplied credit, and the invoice stays open. A deposit on a sales order is taken either on the order’s Settlement tab or on a receipt voucher (deposits)	Documents contra unsuccessfully: the receipt is FINAL and the invoice still open. Nothing retries it. Voiding a receipt removes its contras and reopens the invoices	Accounts receivable
Debtor Report	Ageing and chasing, or applying a credit	Each document’s own open balance, not journal lines. A credit note counts against the customer’s total at once, on its own line; the invoice it was meant for stays open, and ageing, until the credit is contra’d against it	The total disagrees with trade debtors in the Balance Sheet: compare the AR Transaction Report with the GL account. An invoice paid and still ageing: the receipt was never contra’d	Accounts receivable
Statement of Account	Sending customers what they owe	Built from finalised documents when each run is rendered. A customer is included only with a FINAL document before the end date and a matching category or sales agent	No customers matched the provided criteria.	Accounts receivable
Ledger And Journal	Proving an invoice posted	The `AUTO` journal the posting job writes: debit the receivable, credit sales and SST payable. Cost of sales is a month-end journal, not a line on the invoice	An invoice listed under Error Checking › Missing Journal (Error Checking). A void’s reversal is dated on the original date, so look for it in the original month	The accountant

From Point of Sale

Applet	Why you end up there	What a sale reads or moves there	When it is wrong, you see	Who keeps it
POS General	Reconciling till sales with invoiced sales, or commission	The cash bill is a sale settled on the spot. It posts through the same sales journal as the invoice, and the Sales Report and commission count it beside invoices. The sales agent it credits is decided at the till (who the sale is credited to)	An integration listening for the invoice-created event hears nothing from the till: that event is raised for sales invoices only. A cash bill can still be voided after its e-invoice is Valid	The branch manager

From Membership

Applet	Why you end up there	What a sale reads or moves there	When it is wrong, you see	Who keeps it
Commission Scheme	Setting what an agent earns	The rules Sales Commission runs against. A document-type rule can match a sales invoice, a cash bill, a sales order or a receipt voucher	No active scheme: the commission run writes no lines and every report is empty. A sale later credited or refunded keeps its commission, because credit and refund notes are not considered	Whoever sets sales pay; finance pays it by payment voucher
Member points (setup)	A member asks why an invoice earned no points	Each company names one document type and status that earns. Left unset, it is the sales order at FINAL	A member billed on a sales invoice earns nothing unless the company names the sales invoice	The membership programme owner

From E-Invoice

Applet	Why you end up there	What a sale reads or moves there	When it is wrong, you see	Who keeps it
My E-Invoice Admin	A sale that did not reach LHDN, or a sale you need to undo	At FINAL, a sales invoice, cash bill, return, credit, debit or refund note enters the e-invoice queue when its company is ENABLED and it is not marked Skip E-Invoice. An invoice or cash bill of RM 10,000 or more goes to the Individual Pool even when marked Consolidated	Nothing in the queue, and no error: the company is not ENABLED, or the document was skipped. Once the company is ENABLED, Void is refused on its invoices, returns and notes; the route is a cancellation or a credit note (which documents send)	Whoever runs e-invoicing for the group

A month of sales at GadgetSphere Distribution

GadgetSphere Distribution Sdn Bhd (GSD) invoices a corporate client for eight ultraportable laptops at RM 3,000: RM 24,000 and RM 1,440 SST, RM 25,440 in all. Here is what each neighbour does with it.

At FINAL the invoice is numbered. Because it is RM 10,000 or more, it goes to the e-invoice Individual Pool. A moment later the posting job reads the client’s AR/AP type (AR_TRADE, so DEBTOR) and writes debit trade debtors RM 25,440, credit SALES-LAPTOP RM 24,000 and LIAB-SST-OUTPUT RM 1,440. The eight units leave Stock Balance at the branch’s location.
The client pays RM 25,440. Finance raises a receipt voucher from the bank statement and saves it without picking the invoice. The cashbook is right, but the Debtor Report still ages the invoice. The fix is a contra from the receipt’s Contra tab, not a second receipt.
One laptop comes back damaged. A sales clerk tries Void on the invoice and is refused, because e-invoicing is ENABLED for GSD. A credit note for RM 3,180 would reduce what the client owes, but it would leave the laptop off the shelf. A Sales Return does both. The invoice itself keeps ageing in full until the return is contra’d against it.
GSD sells RM 8,000 of accessories to GadgetSphere Sdn Bhd (GS). The invoice bills GS’s own entity record, which was created with the company and has no AR/AP type. The invoice is FINAL with no journal behind it. Giving that record a type on its company link row, then reposting from Trace Document, puts it right. If the branch is paired, the purchase invoice also appears in GS (scenario: one company buys for another).
At GS-KV-01, a member buys a laptop on a sales invoice, on account, instead of at the till. GS names the cash bill as the document that earns points, so this sale earns none. Whether sales on account should earn too is the programme owner’s decision, and it is one document type per company.

When the cause is in another applet

Symptom	Where the cause is	Fix
FINAL invoice, empty Journal Posting Status	Chart of Account (`DEBTOR` unmapped), or Customer Maintenance (no AR/AP type)	Map the code or set the type, then repost from Financial Report › Error Checking › Trace Document
Trade debtors in the trial balance disagrees with the Debtor Report	Chart of Account: `SALES` or `OUTPUT_TAX` unmapped, so the receivable absorbed the gap (Configuration §2)	Map the default and repost the affected invoices
A sale landed on creditors	Customer Maintenance: the AR/AP type is `AP_TRADE`	Correct the type if the netting was not meant, and repost
FINAL refused, The selected date falls within a locked fiscal period	Chart of Account: the period is locked	Date the document in an open period, or have the accountant unlock it
An invoiced item’s stock never fell	Doc Item Maintenance: the item has no link to a stock item	Link the item before the next sale. Sales finalised before the link moved nothing, so the balance needs correcting for them
Available stock far below the balance	Stock Availability: open sales orders, or a reservation nobody released	Close or void dead orders and release holds (Core concepts §3)
The ageing still shows an invoice that was paid	Receipt Voucher: no contra	Contra the receipt against the invoice
The invoice still ages in full after a credit note	Debtor Report: the credit note was raised but never contra’d	Contra it from the credit note’s or the invoice’s Contra tab (guide)
Returned goods were credited and never came back to stock	A credit note was used where a return was needed	Raise a Sales Return as well (Core concepts §5)
The commission report is empty	Commission Scheme: no active scheme	Activate one, then process the cycle
A member’s invoice earned no points	Member points: the company names another document type	Decide which document should earn, per company
An invoice never reached LHDN, and no error was shown	Organisation: the company’s e-invoice status is not ENABLED; or the document, branch or customer is marked Skip	Enable the company. Documents finalised before that are not picked up afterwards (company E-Invoice tab)

Verify the links in ten minutes

In each company, before its first live invoice, raise one test invoice for one stocked item to a customer on terms, finalise it, and give the job a moment. Then:

The invoice’s Posting tab reads POSTED. If it is empty, Chart of Account or the customer’s AR/AP type is the gap.
Ledger And Journal shows one debit to trade debtors equal to the invoice total, and credits to sales and SST payable. A debit equal to the tax alone means SALES is unmapped.
Stock Balance for the item at that location is lower by the quantity sold. If it is not, the item has no stock link.
My E-Invoice Admin lists the invoice, in a pool or in the queue, where e-invoicing is meant to be on.
Receive a test payment against it, contra it, and check that the Debtor Report shows nothing open.

Each check catches a gap that nothing else reports. Run the same five for each company in the group, since GL defaults and e-invoice status are set per company, while the customer list is shared.

What is left to people, and who does it

Reconcile the receivable account with the ageing every month. The accountant. The ageing is built from documents and the trial balance from journals, so only comparing the two finds an unmapped default.
Apply every receipt, credit note and return. Accounts receivable, the day each is raised. None of them applies itself.
Release a reservation when an order dies. Whoever placed it. Voiding the order does not.
Adjust commission for returned sales. Whoever approves the payout. Compare the period’s credit notes with the commission report and deduct on the payment voucher.
Tell the e-invoice owner when a cash bill is voided after validation. The branch manager. The e-invoice stays Valid at LHDN until somebody cancels it within 72 hours or issues a credit note.
Decide which document earns member points. The programme owner, once per company.

Where these applets sit

What must exist first: a company, branch and location; GL defaults for DEBTOR, SALES, SALES_RETURN and OUTPUT_TAX in each company; customers with an AR/AP type; items linked to stock items where stock should move; tax codes; and, for e-invoicing, the company ENABLED.
What a FINAL invoice makes possible: the journal and the stock movement; the e-invoice; a receipt that clears it; the statement and the ageing; the commission run; and, with a pairing, the other half of an intercompany sale.
Siblings, and when to use which: a credit note when only money changes, a return when goods come back; a contra rather than a second receipt for a payment already banked; the Sales Invoice rather than the till when an integration must hear about the sale.
What breaks elsewhere when one is wrong: a changed AR/AP type changes the account of every later posting and repost of that customer; an unmapped default leaves every invoice in that company short; a customer marked Skip E-Invoice is skipped in all three GadgetSphere companies.
Used together in practice: Customer Maintenance alongside the invoice every day; Receipt Voucher with the Debtor Report every week; Ledger And Journal with the Debtor Report at month-end.

Where to go next

If you are setting a company up, read Configuration next: it puts these neighbours in order and says what each gap looks like.

Configuration

What must exist before the first invoice posts, in order

Core concepts

Which documents post, balance and availability, how a sale is reversed

Customer Maintenance

What a document keeps of the customer, and the AR/AP type read at posting

E-Invoice related applets

Why the e-invoice buyer can differ from the customer you billed