Your after-Final tools, and which of them the e-invoice notices — 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 because your permissions let you do five things to a finalised bill, and the e-invoice side notices some of them and ignores the rest. The counter course told the cashier which situations are yours. This one tells you what each of your tools actually does to the tax record, so that a same-day void stays clean and a next-week void does not leave a valid e-invoice pointing at a sale that no longer exists. About ten minutes.

Step 1 — Void: what it undoes, and what it cannot reach

After this step you will know the one rule about voiding on an e-invoice tenant. The Void button appears on any finalised bill as long as your role holds the permission and the setting is on; nothing about the e-invoice hides it. Voiding reverses the sale, the money, the stock and the points, records your reason, and, if the e-invoice has not been sent yet, takes the bill out of the submission queue, so a same-day void is clean end to end. But the button does not know what LHDN has done. If the e-invoice was already validated, voiding the bill leaves that e-invoice Valid at LHDN with no sale behind it, and finance then has to cancel it inside seventy-two hours or credit it afterwards. So before you void, read the Cancellation sub-tab. If E-Invoice Status is blank, void freely. If it says anything, the void is only half the job.

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

Step 2 — A return is a new document, with an e-invoice of its own

After this step you will treat a return as what it is. Goods coming back later is a sales return, a document in its own right, and on an e-invoice tenant an e-invoice document type of its own. It carries the reference number and identifier of the original e-invoice, and LHDN checks two things about that reference: that it points at an e-invoice that is still live, and that the buyer on the return is the same buyer as on the original. Three returns in the support corpus were rejected on exactly that: the customer’s registration number had been corrected on the customer record between the sale and the return, so the return carried the new number and the original carried the old one. Matching the number is not enough; the identity has to match. And once a return has been submitted it cannot be voided; the error names the e-invoice state, and the e-invoice must be cancelled first.

Reference: Sales Return (Internal) — Troubleshooting

Step 3 — A refund note has no Void at all

After this step you will not go looking for a button that is not there. Money back and goods back is a sales refund note, and on a company switched on for e-invoicing the Void button is withdrawn from a finalised refund note entirely. That is not a permission you are missing and not a fault. The document’s own Cancellation sub-tab is the route, and it follows the same LHDN rule as everything else: a cancellation inside seventy-two hours of validation, a credit note after. A finance user in the support corpus asked whether a wrong return amount now needed a debit note because the e-invoice was validated and the return would not void. That is the right question, and the answer is the one-way door from the counter course: once LHDN has said Valid, the correction is a new document, not the removal of the old one.

Reference: Sales Refund Note Applet (Internal) — E-Invoice tab

Step 4 — Settlement adjustment and serial swap: the e-invoice does not look

After this step you will know which corrections you can make without a second thought. Adjusting a settlement on a finalised bill, say a payment keyed as cash that was actually a card, deletes and re-adds the settlement lines and re-posts the cash side. Swapping a serial number exchanges the unit sold for the right one and corrects both stock records. Neither passes through the e-invoice gate. That gate fires once, at the moment a bill becomes final, and it refuses to queue a document that already has an active queue row. So the e-invoice that was built from the bill is not rebuilt, not resubmitted and not cancelled by either action. That is the right shape: the tax record describes what was sold and to whom, and neither of these changes that. Make the correction, and leave the e-invoice alone.

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

Step 5 — Skip E-Invoice: a routing decision, not an undo

After this step you will know what skipping does and does not buy you. Skipping a document’s e-invoice deletes its pool row and marks the document as skipped, so it will never be sent. That is a deliberate choice for sales that must not be e-invoiced, for instance where the other party issues the e-invoice instead, and it is finance’s decision. Two things it does not do. It does not make the document disappear from the month-end reconciliation: the discrepancy report still lists a skipped sale as missing at LHDN. And it does not restore a Void button that the e-invoice rules withdrew. A branch in the support corpus skipped a document’s e-invoice and then could not void the document, and asked for help. Skipping changed where the e-invoice went; it changed nothing about what the document type allows.

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

Step 6 — Choose by what LHDN already holds

After this step you will pick the tool from the tax record, not from habit. Read the bill’s Cancellation sub-tab first. Nothing sent yet: void or return as you see fit, and the e-invoice side follows. Submitted: LHDN is deciding, and BigLedger will refuse to resubmit or cancel until it has, so wait. Valid: the e-invoice is a filed record, and whatever you do to the bill, finance has to deal with that record too, by cancellation inside seventy-two hours or credit note after. The order matters. A void first and a cancellation second leaves a window in which LHDN holds a valid e-invoice for a sale your books say never happened. Cancellation first, then the void, is the sequence the return applet insists on, and it is the right one for a bill too.

Reference: Validation and clearance — How it behaves in BigLedger

How the steps fit together

    flowchart TD
  s1["Step 1 — Void: what it undoes, and what it cannot reach"]
  s2["Step 2 — A return is a new document, with an e-invoice of its own"]
  s3["Step 3 — A refund note has no Void at all"]
  s4["Step 4 — Settlement adjustment and serial swap: the e-invoice does not look"]
  s5["Step 5 — Skip E-Invoice: a routing decision, not an undo"]
  s6["Step 6 — Choose by what LHDN already holds"]
  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.

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