Submit and watch the queue — 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 last month’s consolidated e-invoices are built and waiting. In about ten minutes you will send them to the Inland Revenue Board, LHDN, follow one of them through the queue to Valid, and learn to read every status it passes on the way. Just as important, you will know how long each status is allowed to last before you should do something, so that you neither panic on the 2nd nor discover a stalled queue on the 7th.

Step 1 — Send the consolidated e-invoices

After this step last month’s consolidated e-invoices have left BigLedger, or you know exactly why they have not. On your company’s scheduled day the same run that consolidated the Batch Pool also sends the result: a background processor takes every consolidated e-invoice built since the first of the month and submits it to LHDN. You press nothing. The manual route is Internal Submission, then Consolidated Submission, then Submit, and it exists for the day the run did not happen or has to be repeated. Meanwhile GadgetSphere’s 112 large invoices took a different road. Each one is an individual e-invoice, and those wait in a separate line, Internal Submission, then Individual Submission, where another processor sends them one at a time. Both lines end at the same place, and the next step is where you go to watch them arrive.

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

Step 2 — Find the e-invoice on the live screen

After this step you can find any e-invoice, consolidated or individual, on the one screen that tells the truth about it. Go to Internal Submission, then To IRB E-Invoice. Every row is one e-invoice record, a frozen copy of what BigLedger built for LHDN, and its status column shows LHDN’s current verdict. Filter to last month and sort on that status column; your work list writes itself. To find one document, search by Doc No, which is your own document number; the e-invoice also has a running number of its own, and it is not the one you know. One warning, because it is the most expensive mistake in this cycle: the screen next to it, Submission History, looks similar and is not a status screen. It is a snapshot of each submission at the moment it was sent, and it will say Submitted forever. Never work from it.

Reference: The Month-End E-Invoice Cycle (1st to 7th) — Step 4: Pull the export that shows live status

Step 3 — Read the status column

After this step you can say what each status means and whose hands the e-invoice is in. There are two families. The first is BigLedger’s: In Queue means BigLedger has the record and LHDN has not seen it yet, and a consolidated e-invoice shows the same idea as In Consolidated Queue. Neither is an error; the document is waiting its turn. The second family is LHDN’s. Submitted means LHDN has accepted the payload and is still deciding. Valid means LHDN accepted it: it now carries an LHDN identifier and a QR code, and it is a filed tax record. Invalid means LHDN accepted the submission and rejected the content, with reason codes attached; fixing those is the next lesson. Cancelled means a Valid e-invoice that was later cancelled. One rule to carry: a month whose rows all say Submitted is not a month that has been reported. Only Valid counts.

Reference: Validation and clearance — How it behaves in BigLedger

Step 4 — Know how long to wait

After this step you can tell normal waiting from a problem. Submission is serial. BigLedger sends one document per call to LHDN, one after another, with no burst mode, so plan on a few hundred documents an hour. GadgetSphere’s month is the 112 individual invoices plus a far smaller number of consolidated e-invoices, because each one reports many receipts at once. Expect hours, not minutes, which is why the cycle starts on the 1st and not the 6th. Once a row reads Submitted, LHDN’s decision usually arrives within minutes; BigLedger polls for it and writes Valid or Invalid onto the record. So the rhythm is: In Queue for hours on the day of the run, Submitted for minutes, then an answer. Anything longer than that is the next step.

Reference: The Month-End E-Invoice Cycle (1st to 7th) — Step 6: Chase anything still IN_QUEUE the next morning

Step 5 — Push a row that has stopped moving

After this step you know the one thing that is true of every stalled row: you cannot count on anything retrying it. If a row still reads In Queue the next morning, it is not waiting its turn any more. The retry count on the screen is decorative: it is written once and nothing counts it down. One processor does revisit failed rows, but newest first, so an old one can wait behind newer ones indefinitely. Go to Internal Submission, then Consolidated Submission for a consolidated e-invoice or Individual Submission for an individual one, select the rows and press Submit. If they stall again, raise a support request; the reason is on the queue row, in its request error, because a failed transmission writes nothing to Submission History. A row stuck at Submitted has a home too: Internal Submission, then Validation Queue, where Submit asks LHDN for the verdict on up to 20 rows at a time.

Reference: My E-Invoice Admin Applet — Troubleshooting

Step 6 — Spot a failure that is not about the data

After this step you can recognise the one failure that no amount of fixing documents will cure. Every submission BigLedger makes on GadgetSphere’s behalf uses an authorisation you granted once, on the MyInvois portal, naming BigLedger as your intermediary. If that authorisation lapses or is removed, or the processor that fetches the token has stopped, every document fails at once with an authentication error, typically Access Token not available, and not one of them has a data problem. That pattern is the signature. A single Invalid row is a data question; a whole queue failing the same way, on the same morning, is not. Do not start editing customer records. Re-authorise BigLedger as your intermediary on the MyInvois portal, and ask support to check the token processor. Until that is done, nothing you press in this applet will move a single document, and the 7th does not wait.

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

Step 7 — Treat Valid as the end of the road

After this step you know what changes the moment a row turns Valid, and why you should look at it once more before you move on. Valid is a one-way door. From that moment the e-invoice is a filed tax record, and BigLedger refuses to Save and Resubmit over it: the message is that the e-invoice is already validated with Valid status and must be cancelled first. It refuses at Submitted too, because LHDN has not finished. So if you notice, on the To IRB E-Invoice row, that a consolidated e-invoice or a corporate invoice is Valid but wrong, the clock has already started: 72 hours from the validation time recorded on that record, held in universal time, is all you have to cancel it. After that the only correction is a credit note. For everything that is Valid and right, there is nothing to do, and that is the point of the whole week.

Reference: Validation and clearance — How it behaves in BigLedger

How the steps fit together

    flowchart TD
  s1["Step 1 — Send the consolidated e-invoices"]
  s2["Step 2 — Find the e-invoice on the live screen"]
  s3["Step 3 — Read the status column"]
  s4["Step 4 — Know how long to wait"]
  s5["Step 5 — Push a row that has stopped moving"]
  s6["Step 6 — Spot a failure that is not about the data"]
  s7["Step 7 — Treat Valid as the end of the road"]
  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: Fix a rejection · Back to the series · Play this as a presentation