Read the bill's E-Invoice tab before you decide anything — 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 hold the permissions a cashier does not — void, return, settlement adjustment — and a colleague has just said “can you look at this bill?”. The cashier’s question was what to press. Yours is different: what has already happened to this sale, what can still be undone, and what do you tell the customer standing at the counter. In about nine minutes you will be able to answer all three from one tab on the bill itself, without opening another applet.

Step 1 — Know what you hold, and where the rest lives

After this step you will know exactly how far your reach goes. What makes you the person they call over is a set of client-side permissions on the counter applet: void a finalised bill, take a return, adjust a settlement, swap a serial number, approve a sale below the floor price. Those are the tools, and they are all on the bill. What you do not have at the till is the e-invoice machinery itself. The pools where incomplete sales wait, the queue that talks to LHDN and the cancellation workflow all live in the My E-Invoice Admin applet, which your finance team runs. The cashier was told not to go hunting for somebody senior, because in many shops there is nobody to find. In yours there is, and the job is to read the bill well enough to decide what happens next.

Reference: Core Concepts — 3. The one approval at the till, and the one hard stop

Step 2 — Open the E-Invoice tab on the bill

After this step you will know where to look, which most people never do. Open the bill from the Cash Bill Listing. Beside the Sales and Settlement tabs there is an E-Invoice tab, shown whenever your company is switched on for e-invoicing. Inside it are four sub-tabs. Submission holds the buyer details and the submission type, and on a finalised bill every field is greyed out: what was keyed is what went. Progress appears only once the bill is final and is the one you want first. Communication is empty. Cancellation shows what LHDN has said and how long the window has left. Once the sale has actually reached LHDN, the Submission sub-tab also shows the validation link and the QR code, and Export prints the e-invoice itself.

Reference: POS General — The E-Invoice tab on a cash bill

Step 3 — Read Progress stage by stage

After this step you will be able to say where the sale is without asking anyone. Progress draws four stages and re-reads them every three seconds. Pending in Posting Queue means BigLedger has not yet decided where the sale belongs. In Batch Pool means it is waiting to be reported in next month’s consolidated e-invoice, and if that stage shows a cross, the message beside it is the pool’s own reason, usually a missing field. In Internal Submission Queue means it is complete and waiting its turn to be sent, or that LHDN has already refused it, in which case the first reason LHDN gave is printed there. One thing to know: only the Batch Pool is read. A bill parked in the Individual Pool, which is where a large sale with missing details goes, lights no stage at all. Nothing lit means open the admin applet.

Reference: POS General — The E-Invoice tab on a cash bill

Step 4 — Do not read “Document Accepted” as Valid

After this step you will not tell a customer their e-invoice is done when it is not. The fourth stage, Submitted to IRB, reads Document Accepted the moment LHDN has taken the submission in. That is written when the sending succeeds, before LHDN has decided anything. The decision comes later, from a background job that polls LHDN and writes Submitted, then Valid or Invalid. Valid is the word that matters: it means the sale is a filed tax record with an LHDN identifier and a QR code. Invalid means LHDN looked at the content and refused it, with reason codes. So Document Accepted on Progress is good news and not the end. Read the actual verdict on the Cancellation sub-tab, where the E-Invoice Status field carries LHDN’s own word.

Reference: Validation and clearance — How it behaves in BigLedger

Step 5 — Read the clock on the Cancellation sub-tab

After this step you will know how long the cheapest correction stays open. Once the status reads Valid, the Cancellation sub-tab shows a field called Available Hour For Cancellation. It is seventy-two hours less the time since LHDN validated the document, worked out in your browser, and it is the number that decides whether a wrong e-invoice can still be cancelled or has to be corrected with a credit note. Two cautions. The button beside it, Request for Rejection, is disabled on every bill in this applet, so the request itself is raised in the admin applet by your finance team. And the figure is a courtesy: when the request reaches LHDN the backend recounts from the validation time on the record, held in universal time, and refuses if the window has closed. Read it, write it down, and hand it on with the bill number.

Reference: Cancelling and Correcting a Validated E-Invoice — The one rule that decides everything

Step 6 — Decide from three facts

After this step you will have a decision instead of a guess. You now hold three facts: which stage the sale reached, what LHDN said, and how many hours are left. They map onto exactly one answer each. Still in a pool: nothing has gone anywhere, the details can simply be completed in the admin applet. In the queue or at Submitted: it is in transit and the only move is to wait, because BigLedger refuses to resubmit over something LHDN is still deciding. Invalid: fix the detail LHDN named and resubmit. Valid with hours remaining: a cancellation, then the corrected document. Valid with no hours left: a credit note, and your accountant in the loop. The rest of this series takes each of those in turn. The point of this lesson is that you never start one of them without knowing which you are in.

Reference: Pools and queues — How it behaves in BigLedger

How the steps fit together

    flowchart TD
  s1["Step 1 — Know what you hold, and where the rest lives"]
  s2["Step 2 — Open the E-Invoice tab on the bill"]
  s3["Step 3 — Read Progress stage by stage"]
  s4["Step 4 — Do not read 'Document Accepted' as Valid"]
  s5["Step 5 — Read the clock on the Cancellation sub-tab"]
  s6["Step 6 — Decide from three facts"]
  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: The wrong number was keyed, and nothing stopped it · Back to the series · Play this as a presentation