The sales LHDN never hears about from your branch — 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 about the failure that costs the most and announces itself the least. Everything so far in this series has been about a sale going somewhere — a pool, a queue, an e-invoice. This one is about a finalised sale from your shop that went nowhere at all: no pool row, no queue row, no error, and a perfectly normal-looking receipt in the customer’s hand. About ten minutes, and it is the lesson to remember.

Step 1 — Understand that silence is the symptom

After this step you will know what you are looking for. Before any of the routing you have learned about happens, there is a gate. It starts the e-invoice pipeline only if four things were true at the instant the bill went final: the company was switched on for e-invoicing, the document type is one e-invoicing covers, the bill was not marked to skip, and no queue row already existed for it. If any of them failed, the event is simply dropped. Nothing is written anywhere. The cashier saw no message, the customer got a receipt, the journal posted, the stock moved, and LHDN was never told. Everything looks right, which is precisely the problem.

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

Step 2 — Know the company switch, and that it does not look backwards

After this step you will know why the first week of a new shop is dangerous. A document is only queued for e-invoicing if its company’s E-Invoice Status reads enabled at the moment the bill is finalised. If a company was not switched on yet — a newly created one, or one switched off for a configuration change — every sale made in the meantime is outside e-invoicing, and switching it on afterwards does not go back and collect them. There is no retrospective sweep. This is worth knowing at a branch because you are usually the first one selling. If your shop opens in a company that has just been created, ask whether e-invoicing was enabled before the first sale, not after.

Reference: Organization — Company E-Invoice tab

Step 3 — Find the one switch that is yours

After this step you will know about a setting on your own branch record that few branch managers have ever seen. Alongside your main location, your delivery location and your timezone, the branch carries a Skip E-Invoice flag. When it is on, every document from your branch is excluded from e-invoicing at the moment it is finalised — not some of them, all of them. The rule is an or, not an and: a document is skipped if its own flag is set, or its customer’s, or its branch’s. So one tick against your shop takes your whole month out, quietly, and nothing at the counter changes. If your branch is missing from a month and nobody can explain it, look here first.

Reference: Organization — Branch Details, Pick Pack, Extension and Marketplace

Step 4 — Meet the one that only happens when you are busy

After this step you will recognise a failure that looks like nothing. Your branch’s own running number on a bill is allocated after the sale is committed, out of a pool of numbers prepared in advance. When several tills finalise at the same moment that pool can be momentarily empty, the allocation fails, and the failure is caught and written to a log rather than shown to anyone. The bill finalises normally with the branch number left blank. Nothing at the counter can tell. It happens under load, which means it happens on your busiest afternoon rather than your quietest one, and to the shop with the most tills rather than the fewest.

Reference: POS General — Troubleshooting

Step 5 — See where that blank number turns up again

After this step you will know why this matters even though the sale did reach the pool. A bill with no branch running number still goes to the Batch Pool like any other. The trouble arrives at consolidation, because the by-branch run builds its lines out of consecutive branch numbers and cannot place a receipt that has none — so consolidation fails on that document and somebody has to back-fill the number before the run can be repeated. Nothing at your counter recovers it, and the repair tool uses the same pool of numbers, so it does nothing if that pool is still empty. This is a support job, and the useful thing you can do is notice it early.

Reference: My E-Invoice Admin Applet — Troubleshooting

Step 6 — Know how anyone ever finds out

After this step you will know what to ask for and what to trust. Two things surface a sale that never reached e-invoicing. A standing detection sweep records the document and e-mails a digest; no screen in the e-invoice applet lists them, so the digest is the only place it appears. And at month end the Discrepancies Report compares finalised documents against e-invoice records for a company and a period and lists them under Exists in ERP, Missing in E-invoice, which you can drill into. Worth knowing: a document deliberately skipped is still listed there as missing, so the report needs a person who knows which absences were on purpose. At a branch, that person is you.

Reference: My E-Invoice Admin Applet — 8. Monthly Report → Discrepancies Report

How the steps fit together

    flowchart TD
  s1["Step 1 — Understand that silence is the symptom"]
  s2["Step 2 — Know the company switch, and that it does not look backwards"]
  s3["Step 3 — Find the one switch that is yours"]
  s4["Step 4 — Meet the one that only happens when you are busy"]
  s5["Step 5 — See where that blank number turns up again"]
  s6["Step 6 — Know how anyone ever finds out"]
  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: Close your branch’s month before the 1st · Back to the series · Play this as a presentation