Close your branch's month before the 1st — transcript

Play this as a presentation — one slide per step, with the same narration. Every word of every step is on this page.

This is the last lesson in the series and the only one that asks you to do something on a particular day. Everything your shop can still put right has to be put right while the month is open, because after the consolidation run the receipt is inside a document that has gone to LHDN. In about ten minutes you will have a last-week routine for your branch and a way to prove you are finished.

Step 1 — Put the real deadline in your own calendar

After this step you will stop working to the wrong date. The deadline everyone quotes is the 7th, because that is when last month’s consolidated e-invoice has to be validated by LHDN. That is not your deadline. BigLedger runs the consolidation for your company on a schedule set a few days before the 7th, so the last moment a receipt of yours can still be changed is earlier than that — and after the 1st the month is closed for selling anyway. Treat the last week of the month as your window and the 1st as the wall. Ask which day your company’s run falls on before the month starts, not on the 6th when you need the answer.

Reference: E-Invoice Pools & Submission Routing — The monthly consolidation cycle

Step 2 — Be honest about what your branch can and cannot fix

After this step you will spend your last week on the right thing. You cannot complete a pool row. That is done in the My E-Invoice Admin applet by the finance desk, and asking for access will not change how long it takes. What you have that nobody at head office has is the customer. A pool row is waiting for a tax number, an identity, an address or a phone number, and on the 3rd of next month nobody knows where to get those. On the 27th you might: the sale is recent, the salesperson remembers the customer, and there is a phone number on the order. Your job in that week is to turn missing information into information, and to hand it over.

Reference: The Month-End E-Invoice Cycle (1st to 7th) — Step 1: Clear the Individual Pool before consolidation runs

Step 3 — Chase the five-figure sales first

After this step you will be working in the right order. A sale of RM 10,000 or more that was marked for the monthly batch is pulled out into the Individual Pool, and it cannot be put back — BigLedger refuses the move with a message naming the amount. That means it is reported only when somebody completes the buyer’s details, and if nobody does, it is simply unreported revenue with your branch’s name on it. Across GadgetSphere there are about 112 of these a month and they are the largest sales in the group. Start your week with yours. If your company has the high-value check switched on, the till will already have insisted on the details at the point of sale, which is why it exists.

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

Step 4 — Deal with the customers a consolidated e-invoice cannot carry

After this step you will know which sales can never be rescued by the monthly run. A consolidated e-invoice cannot carry a foreign buyer. If a tourist paid on a passport, the substitution that gives an ordinary walk-in a general tax number does not apply, so that sale is not submitted at all: it waits in the Individual Pool with the batch unavailable to rescue it, and the only way out is the buyer’s real tax number. Ask for it at the counter, because you will not get it in November for an October sale. The same is true of anybody who asked for their own e-invoice and gave you half of what was needed.

Reference: E-Invoice Pools & Submission Routing — By document or by branch — two ways to build one

Step 5 — Know exactly what changes once the run has happened

After this step you will understand why the week matters. Up until the moment a receipt is consolidated, completing its buyer’s details and resubmitting takes it straight out of the batch and sends it as an individual e-invoice. It is a clean correction and nothing else moves. Once it has been consolidated, that door is shut: the sale has been reported inside a document that is at LHDN, and putting it right is no longer your correction. It becomes a cancellation inside seventy-two hours of validation, or a credit note after that — work for the finance desk, with a tax authority on the other end. The same fix costs minutes before the run and days after it.

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

Step 6 — Prove your branch is finished in thirty seconds

After this step you will have a check you can actually run. Take your branch’s sales for the month that needed a named buyer — the large ones, the ones where somebody asked for their own e-invoice, the foreign payers — and open each bill’s E-Invoice tab. On the Progress sub-tab you want a stage lit. Batch Pool is fine, the submission queue is better, sent is best. What you do not want is nothing lit at all, because that means the bill is sitting in the Individual or Single General pool where Progress cannot see it, waiting for a person. Any bill showing no stage is one you hand over by name, with the customer’s details attached, before the 1st.

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

How the steps fit together

    flowchart TD
  s1["Step 1 — Put the real deadline in your own calendar"]
  s2["Step 2 — Be honest about what your branch can and cannot fix"]
  s3["Step 3 — Chase the five-figure sales first"]
  s4["Step 4 — Deal with the customers a consolidated e-invoice cannot carry"]
  s5["Step 5 — Know exactly what changes once the run has happened"]
  s6["Step 6 — Prove your branch is finished in thirty seconds"]
  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.

Back to the series · Play this as a presentation