Why that sale went into the monthly batch — 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 head office has sent you a list of your branch’s sales and asked why some of them went to the monthly batch. It is the most common e-invoice question a branch gets, and the answer is always the same four facts. In about ten minutes you will be able to work any of your sales out on your own, and you will know about one setting whose name promises more than it delivers.

Step 1 — Name the four facts, in order

After this step you can stop guessing. When a sale of yours is finalised, BigLedger reads four things and only four. The submission type written on that document, which is Individual, Consolidated, Single General or not set at all. The document type, because only a sales invoice and a cash bill get special treatment. The amount. And whether every field LHDN insists on is actually filled in. Nothing about the cashier, the branch, the payment method or the time of day enters into it. All four have already been read by the time anyone opens a screen, which is why the answer to “why did this go to consolidated” is never something that happened afterwards.

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

Step 2 — See where your receipts got their submission type

After this step you will know that Consolidated was not a decision anybody made at your counter. During setup each document type is given a default submission type, and a point-of-sale cash bill is given Consolidated. That is why an ordinary receipt goes to the Batch Pool with no check on the buyer at all: the shopper has no tax number and the sale will be reported monthly with every other one like it. The type is visible on the bill’s E-Invoice tab, on the Submission sub-tab, and a cashier can change it before finalising — but only to a type the bill can actually support. Individual and Single General appear only when the bill has a real account and a billing address on it.

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

Step 3 — Follow a five-figure sale out of the batch

After this step you will know which of your sales are pulled out before anyone looks at them. A sales invoice or a cash bill marked Consolidated whose total reaches RM 10,000 is diverted to the Individual Pool, and the reason is written on the row: amount transaction is greater or equal to RM10000. The line is inclusive, so exactly ten thousand is already over it. GadgetSphere sees about 112 of these a month across the group, and yours are the ones your customers remember. Two things to hold on to. The divert covers those two document types and nothing else, so a credit note or a sales return of the same size behaves differently. And a diverted sale is not reported until somebody completes the buyer’s details.

Reference: E-Invoice Pools & Submission Routing — The RM 10,000 rule

Step 4 — Follow the customer who gave their details

After this step you will know what makes a sale of yours skip the batch entirely. If the bill carries a real buyer — name, tax number, identity type and value, an address with a line one, a city and a state, and a contact number — and every mandatory field is present, the e-invoice is built and sent on its own. Nothing waits for month end. If it is incomplete, it parks in the pool its submission type points at, with the missing fields named on the row. That is the whole of it: complete goes now, incomplete waits. Even after a receipt is in the Batch Pool, completing the details and resubmitting takes it out and sends it individually — but only up until it has been consolidated.

Reference: E-Invoice Validation Rules & Troubleshooting — Mandatory fields

Step 5 — Read the Disable Consolidated Submission switch honestly

After this step you will not be caught out at month end. Each company has a switch called Disable Consolidated Submission. What it does is real and useful: it removes Consolidated from the Submission Type list on every document of that company, so nobody can choose it by accident. That is enforcement at the point where a person might get it wrong, and for a distribution company where every sale must be reported individually it is exactly right. What it does not do is stop consolidated e-invoices existing. It governs a person’s choice and nothing else. A default submission type set during setup still applies, and the consolidation run writes Consolidated onto the document it builds without ever consulting the switch.

Reference: Organization — Company E-Invoice tab

Step 6 — Answer “can we just make everything individual?”

After this step you can give the honest answer instead of the hopeful one. Somebody will ask for it, usually after a customer complains. Changing the default submission type for cash bills is a setup change on the document type, not a switch on your branch, and it does not conjure buyer details out of nothing. An individual e-invoice needs the buyer’s identity, address and contact number. A walk-in who will not give a phone number cannot have one, and marking their receipt Individual only moves it from a pool that empties itself into a pool that waits for a person. The useful version of the request is narrower: get details from the customers who want their own e-invoice, at the counter, while they are standing there.

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

How the steps fit together

    flowchart TD
  s1["Step 1 — Name the four facts, in order"]
  s2["Step 2 — See where your receipts got their submission type"]
  s3["Step 3 — Follow a five-figure sale out of the batch"]
  s4["Step 4 — Follow the customer who gave their details"]
  s5["Step 5 — Read the Disable Consolidated Submission switch honestly"]
  s6["Step 6 — Answer 'can we just make everything individual?'"]
  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: Is your branch a block on the e-invoice, or invisible inside one? · Back to the series · Play this as a presentation