Which documents can carry one, and how the flag gets set — 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 have decided which GadgetSphere suppliers you must self-bill and now need to know what to do to a document. There are five purchase documents that can carry a self-billed e-invoice, two ways the flag gets onto one, and one flag that switches the whole thing off silently. About eleven minutes, and it ends with the one place self-billing genuinely produces nothing.

Step 1 — Name the five documents that can carry one

After this step you know the full set, so you are not surprised by an adjustment that reports itself. Five purchase documents can become a self-billed e-invoice: the purchase invoice, the purchase debit note, the purchase credit note, the purchase refund note and the purchase return. Every one of them is in the platform’s e-invoice purchase document set, and every one of them takes the same route as a sale with the parties swapped — your company as buyer, your supplier as issuer. The family they land in at LHDN is the self-billed one, document types eleven through fourteen. A refund note, for example, is submitted as a self-billed refund note, type fourteen.

Reference: My E-Invoice Admin Applet — Where it fits

Step 2 — Set the flag once, on the supplier

After this step nobody at GadgetSphere has to remember to press anything. The supplier’s E-Invoice tab carries a self-billed switch, and switching it on is what routes that supplier’s purchase documents into the self-billed pipeline from then on. This is the setting you want for a supplier who will never issue you an e-invoice, because every document you raise against them inherits it without a decision being made at the moment of typing. The per-document alternative exists for the exception: a SELF-BILLED button on a draft purchase invoice, and a SELF-BILLED bulk action on the note and return listings, which sets the flag on the rows you have selected.

Reference: Supplier — E-Invoice tab

Step 3 — Know what an unflagged purchase document does instead

After this step you can read the fork in the road. Without the flag, a finalised purchase document is not treated as something you are reporting. A purchase invoice or debit note whose supplier record carries a tax number goes to the purchase-document matching queue instead, where it waits to be paired with an e-invoice your supplier issued. A refund note without the flag is not queued anywhere at all. Neither outcome is an error, and neither produces anything at LHDN from your side, which is exactly right when the supplier is doing the reporting. The whole of self-billing turns on that one flag, so when a purchase never reaches LHDN, look at the flag before you look at anything else.

Reference: Purchase Refund Note Applet (Internal) — Lifecycle and effects

Step 4 — Watch for the skip that switches it all off

After this step you know the setting that makes a self-billed document vanish. Separately from the self-billed flag there is a skip switch, and it lives in three places: on the document itself, on the branch, and on the supplier record. Any one of them set will bypass e-invoice processing entirely. The document finalises, posts its journal and looks completely normal, and the entry gate consumes the event and writes nothing — no queue row, no pool row, no error message anywhere. A self-billed supplier who also carries a skip flag is therefore a supplier whose purchases are never reported by anyone. Check the skip flag on any supplier you have just switched self-billing on for.

Reference: My E-Invoice Admin Applet — 1. Entry gate (trigger processor, at FINAL)

Step 5 — Know the two notes that travel to LHDN but not over Peppol

After this step you will not spend a morning wondering why an adjustment never arrived at a trading partner. LHDN and Peppol are two different journeys, and Peppol is much narrower. BigLedger builds four Peppol documents and nothing else. On the self-billed side that is the self-billed purchase invoice, and the self-billed purchase debit note or purchase return, which both travel as a Peppol self-billed credit note. A self-billed purchase credit note and a self-billed purchase refund note have no Peppol shape at all: they pass every earlier check, reach the point where the document would be built, and produce nothing, with no message telling you so.

Reference: Peppol Configuration Guide — Step 5: Know which documents can actually travel

How the steps fit together

    flowchart TD
  s1["Step 1 — Name the five documents that can carry one"]
  s2["Step 2 — Set the flag once, on the supplier"]
  s3["Step 3 — Know what an unflagged purchase document does instead"]
  s4["Step 4 — Watch for the skip that switches it all off"]
  s5["Step 5 — Know the two notes that travel to LHDN but not over Peppol"]
  s1 --> s2
  s2 --> s3
  s3 --> s4
  s4 --> s5
  

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: Set the supplier up so it works · Back to the series · Play this as a presentation