Consolidate the cash bills — 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 it is the 1st or 2nd of the month. In about ten minutes you will take last month’s counter receipts from the Batch Pool into consolidated e-invoices, ready for the Inland Revenue Board, LHDN, and you will be able to say exactly what the run produced. You will not press Submit in this lesson; sending the consolidated e-invoices and watching them reach Valid is the next one.

Step 1 — Find out when your company’s run happens

After this step you know whether you are pressing a button this month or watching one being pressed for you. For most companies you press nothing. BigLedger runs consolidation, and then submission, for your company on a scheduled day, deliberately a few days before the 7th so there is time to fix whatever comes back Invalid. The schedule is set per company, so GadgetSphere’s retail, online and distribution companies may each have their own day. If you do not know them, ask support before the 1st, not on the 6th. The Consolidate buttons in the applet are the manual fallback: they are what support uses when a run has to be repeated, and what you will use if your day has passed and the Batch Pool is still full. Either way, the checks in the next three steps must happen before the run. A receipt you move into the Batch Pool afterwards waits for the next run.

Reference: The Month-End E-Invoice Cycle (1st to 7th) — Before you start

Step 2 — Clear the Individual Pool

After this step every large or named-buyer sale from last month has a real tax identification number, a TIN, on it, or has been moved somewhere it can still be reported. Open the My E-Invoice Admin Applet and go to the Individual Pool. Each row is a document that was meant to go to LHDN on its own but is missing something mandatory. Work it in two passes. First, get the buyer’s details: open the row, complete the TIN, identity type and value, and address, then Save and Resubmit. For a company buyer with a registration number and a blank TIN, use Get TIN to look it up at LHDN. Second, for a receipt under RM 10,000 where the shopper has walked away, use Move To Batch Pool so it is consolidated with everything else. At RM 10,000 and above that door is closed. BigLedger refuses: “Cannot move transaction with amount more than or equal to 10000”.

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

Step 3 — Check the Batch Pool for rows the run will not take

After this step you know that every Batch Pool row for last month is waiting, not stuck. Go to the Batch Pool and filter to last month. Most rows read Unprocessed, and that is what you want: the run sweeps unprocessed rows and nothing else. The one state that looks harmless and is not reads Processed and Failed. It means someone pressed Save and Resubmit on it, the check failed again, and the row was marked processed with the reason in its Validation Error panel. It is no longer waiting for anything, and no unprocessed filter shows it. Open it, read which fields are missing, fix the customer record, and Save and Resubmit again, or move the row back so it is consolidated. Also look for rows older than last month. The run does not skip those; it reports them under the wrong period. Ask support for a backdated run of just those months first.

Reference: The Month-End E-Invoice Cycle (1st to 7th) — Step 2: Check the Batch Pool for rows that will not be swept

Step 4 — Pull out what should not be consolidated

After this step nothing is left in the Batch Pool that LHDN will not accept inside a consolidated e-invoice. BigLedger’s automatic divert catches a sales invoice or cash bill of RM 10,000 or more, but only those two document types. A credit note, debit note, refund note or sales return of RM 10,000 or more marked Consolidated lands in the Batch Pool anyway. Look for those and use Move to Individual so they go out on their own. Then foreign buyers: a consolidated e-invoice cannot carry one. If a Penang branch tells you a tourist paid on a passport, that receipt needs identity type Passport and its own e-invoice, so complete the details on the row and Save and Resubmit; it leaves the batch and is submitted individually. The same move serves a shopper who asks for their own e-invoice. All of this works only until the receipt has been consolidated.

Reference: E-Invoice Pools & Submission Routing — What you can do in each pool

Step 5 — Run the consolidation

After this step last month’s receipts have become consolidated e-invoices. If your scheduled day has come, this happened while you slept: the automatic run takes every unprocessed row in the Batch Pool. If you are running it by hand, wait until the month has closed in Malaysian time, go to the Batch Pool, filter to last month’s unprocessed rows, and write down the row count. Then select them and press Consolidate, or Consolidate By Branch if that is your company’s method; ask your BigLedger contact which, because the result looks different, as the next step shows. Two habits protect you from reporting a sale twice. Check the count before you consolidate, so that afterwards you can prove every row was taken. And if the screen times out, do not press again. Look at the Batch Pool first: the rows that were taken now read Processed, and a repeated push is how one receipt ends up in two e-invoices.

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

Step 6 — Read what the run produced

After this step you can describe the documents the run built. Go to Internal Submission, then Consolidated Submission. Each row is one consolidated e-invoice waiting to be sent, and the buyer on every one of them is General Public. Built by document, each e-invoice carries one line per receipt, described by that receipt’s document number. Built by branch, each line is a consecutive range of one branch’s document numbers, so a single line can cover a whole run of consecutive receipts, and no e-invoice carries more than 200 lines. Every one carries the last day of last month as its date, whatever day the run happened; the issue time LHDN sees is the moment it is sent. Every receipt inside is linked back to it, so you can always say which e-invoice reported a sale. Their status reads In Consolidated Queue: built, not yet sent. Sending them is the next lesson.

Reference: My E-Invoice Admin Applet — Screens and menus

Step 7 — Confirm the Batch Pool is clear

After this step you can prove the run took everything. Go back to the Batch Pool and filter to last month. Every row the run took now reads Processed with Success, and each one carries a link to the consolidated e-invoice it went into. What you are looking for is what is left. There should be no unprocessed rows and no processed-but-failed rows. An unprocessed row was not selected, or arrived after the run; the next run will take it and date it to the last day of the previous month, which is right only while that is still its month. A processed-but-failed row is the trap from step three, and it needs a person. Count the rows against the number you wrote down before you pressed Consolidate. If they match, last month’s counter sales at all 22 branches are inside consolidated e-invoices. Thirty seconds, one screen, and you are ready to submit.

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

How the steps fit together

    flowchart TD
  s1["Step 1 — Find out when your company's run happens"]
  s2["Step 2 — Clear the Individual Pool"]
  s3["Step 3 — Check the Batch Pool for rows the run will not take"]
  s4["Step 4 — Pull out what should not be consolidated"]
  s5["Step 5 — Run the consolidation"]
  s6["Step 6 — Read what the run produced"]
  s7["Step 7 — Confirm the Batch Pool is clear"]
  s1 --> s2
  s2 --> s3
  s3 --> s4
  s4 --> s5
  s5 --> s6
  s6 --> s7
  

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: Submit and watch the queue · Back to the series · Play this as a presentation