The pool everyone forgets — 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 you have been working two pools rather than three. In about nine minutes you will learn what the third one is for, why it is possible to work here for a year without seeing it, and what to do with a row once you find one. There is usually not much in it. That is precisely why it is the pool that turns up at the end of a month-end tally as the amount nobody can account for.

Step 1 — Say what Single General is for

After this step you can explain the third submission type without hedging. A document marked Single General gets one attempt at being an individual e-invoice, built with general buyer details rather than the buyer’s own, and if that does not work the document is meant to end up consolidated instead. Hold on to the words meant to: as you will see in step five, that ending is a button somebody presses, not something that happens overnight. The type exists for the sale where you would like a document of its own, but you know perfectly well the buyer’s details are never going to arrive. Think of it as the middle setting between the two you already know: Individual insists on the buyer, Consolidated never asks, and Single General tries once. Like the other two, it is a default somebody sets per document type during setup rather than something you choose sale by sale.

Reference: E-Invoice Pools & Submission Routing — Submission types

Step 2 — Know how a row gets in here

After this step you can predict which sales land in this pool rather than one of the others. Three outcomes, and the amount decides between two of them. A Single General document with every mandatory field present is simply submitted as an individual e-invoice and never sees a pool. One that is incomplete and under RM 10,000 waits here. One that is incomplete and worth RM 10,000 or more does not wait here at all; it is sent to the Individual Pool, because the threshold outranks the submission type. And once a row is here, it behaves exactly like an Individual Pool row: it waits for you, indefinitely, with nothing ageing it and nothing warning you.

Reference: E-Invoice Pools & Submission Routing — Where does a finalised document go?

Step 3 — Find the pool when it is not on your menu

After this step you will not conclude from an empty left menu that you have nothing to check. There is a tenant-wide setting that removes the Single General Pool from the menu, and another that removes the Individual Pool, and both live on an ordinary settings screen that anyone able to open Settings can change. Neither of them turns the pool off. Documents still land in it, they still wait in it, and the screen itself still exists; only the way in has been taken off the list. Both are off by default, so a missing entry means somebody switched it on at some point. If the menu is short, ask before you assume the pool is empty.

Reference: My E-Invoice Admin Applet — Applet settings

Step 4 — Work a row the ordinary way first

After this step you can clear most of what you find here with skills you already have. The Single General Pool offers the same repertoire as its neighbours. Save and Resubmit writes your corrections, re-runs the mandatory check and, if it passes, sends the document as an individual e-invoice, which is the outcome the submission type was hoping for in the first place. You can move the row to the Individual Pool or the Batch Pool, subject to the same RM 10,000 refusal you already met. And Skip E-Invoice is there for a document that should not be e-invoiced at all. Try this before anything cleverer: read the Validation Error panel and fill in exactly what it names, because that list is the whole of what is stopping the document.

Reference: E-Invoice Pools & Submission Routing — Single General Pool

Step 5 — Use the fallback when the attempt has failed

After this step you know the route that is specific to this submission type. Say the row went out as an individual e-invoice and LHDN returned it Invalid, and the buyer’s details are never going to get better. From the e-invoice record itself, Resubmit as New E-invoice takes a single-general document and builds a consolidated e-invoice containing only that one document. That is the graceful ending the type was designed for. Two conditions. The button is hidden unless somebody has switched it on in settings, so if you cannot see it that is why. And it refuses while the source document is still sitting in a pool, so this is the path after an attempt, never instead of one.

Reference: My E-Invoice Admin Applet — 5. Fixing an Invalid e-invoice from To IRB E-Invoice

Step 6 — Put it in the monthly round

After this step this pool stops being a surprise. When a month’s tally does not balance, support works through five standard reasons, and documents sitting in the Single General Pool are the third of them, listed separately from the Individual Pool precisely because people forget it. Add it to the same thirty-second check you already run: open it, and either it is empty or every row on it has somebody chasing the buyer’s details. Opening an empty pool costs you nothing. Not opening it is how a month ends with a tally short by an amount nobody can place.

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

How the steps fit together

    flowchart TD
  s1["Step 1 — Say what Single General is for"]
  s2["Step 2 — Know how a row gets in here"]
  s3["Step 3 — Find the pool when it is not on your menu"]
  s4["Step 4 — Work a row the ordinary way first"]
  s5["Step 5 — Use the fallback when the attempt has failed"]
  s6["Step 6 — Put it in the monthly round"]
  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.

Next: What runs for you, and how you know · Back to the series · Play this as a presentation