How you will know: three records, and the check before you void a cash bill — transcript

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

This presentation is for whoever at GadgetSphere is asked, an hour after a cancellation, whether it went through, and for the supervisor about to void a cash bill whose e-invoice is already Valid. In about eleven minutes you will learn to read the outcome off three records without asking anyone, what the document looks like after each logic, and why the cash bill void goes through when the void page says it should not, and what to do first anyway.

Step 1 — Read the three records in order

After this step you will answer did it go through in under a minute. Three records carry the answer, and they always agree. The rejection request: completed with a cancellation status of Cancelled means yes; completed with FAILED means no; still in progress with no approval means nobody has done anything yet. The Cancellation Queue: a row for your e-invoice that is not there means success, because success deletes it; a row that is there is a failure, and its Request Error says why. The e-invoice record on To IRB E-Invoice: Cancelled with a cancellation date-time means LHDN agreed; still Valid means LHDN was never told, or refused. Read them in that order, request, queue, record, and you have the outcome and the reason, whichever of the four logics was chosen and whoever pressed the button.

Reference: My E-Invoice Admin Applet — 6. Cancellation (Rejection Requests → Cancellation Queue)

Step 2 — Remember that the record is BigLedger’s copy of LHDN’s answer

After this step you will know when the copy is fresh and when it is not. Valid, Invalid and Cancelled on the record are LHDN’s words, written back by BigLedger’s poll after submission and, for a cancellation through the queue, written back immediately by the cancellation itself, which asks LHDN for the document again before it saves. What never refreshes the copy is anything done outside BigLedger: a rejection your buyer raises on the MyInvois portal changes nothing here, and the record keeps reading Valid however often you refresh. Two shapes from the support corpus are worth carrying. A finance user certain a document was still rejected, because the first attempt’s Invalid was the row they were reading, when a later attempt had gone Valid; read the latest history row. And a document whose status on the portal and in BigLedger disagreed; when they do, the portal is the truth and the record is the copy.

Reference: Understanding E-Invoice Statuses — “Valid”, “Invalid” and “Cancelled” — the authority has answered

Step 3 — Know what the document looks like after each logic

After this step you will not be surprised by the document. After void original document, the sales document reads Void with the reason from your request, its journal is reversed, its stock movements negated, its cash book line removed, on the tenants that subscribe to each; and because posting and unposting are separate subscriptions, the void page’s test-document routine is how you learn which of the ten run on yours. After cancel for edit and resubmit, the document is untouched and Final, and the e-invoice record beside it reads Cancelled until you Save and Resubmit. After regenerate, the document is untouched and a second e-invoice record has appeared beside the cancelled one, unsent until queued. After new reversal document, the document is untouched, the e-invoice is still Valid, and a finalised sales return or credit note now stands next to it, with postings of its own.

Reference: What a Void Undoes — What actually happens when you press it

Step 4 — Know that a cash bill can still be voided after its e-invoice is Valid

After this step you will stop relying on a refusal that mostly does not fire. On an e-invoice-enabled company, sales invoices, returns, credit notes, debit notes and refund notes cannot be voided at all; the cancellation queue is the only way through. A cash bill is different, and narrower than the wording suggests. The void is refused only while a submission queue row still exists for the bill and its e-invoice record already reads Submitted. A successful submission deletes that queue row in the same transaction, so from the moment LHDN accepts the payload, through Valid, there is nothing left to refuse on. The void goes through, the bill is reversed, and LHDN still holds a Valid e-invoice for a sale your books say never happened. The estate confirms it: voided cash bills carrying a Valid e-invoice exist, on a couple of tenants, in single figures.

Reference: What a Void Undoes — When BigLedger refuses to void at all

Step 5 — Cancel first, then void, and know what the void does to the e-invoice side

After this step you will do the two things in the right order. Nothing about a void reaches LHDN. The void takes the bill out of the submission queue only while the submission has not happened; once it has, the queue row is gone anyway and the e-invoice record stays exactly as it was. So for a Valid cash bill the sequence is the one the till course insists on: raise the rejection request, approve it, process it, read Cancelled on the record, and only then void the bill; or choose void original document on the request and let the queue do both, in that order, for you. Void first and cancel second leaves a window in which LHDN holds a valid e-invoice with no sale behind it, and if the seventy-two hours run out inside that window, the correction becomes a credit note against a bill you have already voided.

Reference: What a Void Undoes — What a void will not do

Step 6 — Run the thirty-second check

After this step you will close every cancellation the same way. Open the e-invoice on To IRB E-Invoice: inside the window it reads Cancelled with a cancellation date-time; outside it, it still reads Valid and a validated reversing document or credit note now references it. Open Cancellation, then Rejection Requests: the request reads completed and approved, with a cancellation status that matches. Open the sales document: Void with your reason if you chose void original document; otherwise Final and untouched, with a new e-invoice record, a pending Save and Resubmit, or a finalised reversing document beside it, whichever the logic implies. Three screens, three matches, and then, only then, tell the customer. If any one of the three disagrees with the others, the previous presentations say which record to believe and which button to press next.

Reference: Cancelling and Correcting a Validated E-Invoice — What success looks like

How the steps fit together

    flowchart TD
  s1["Step 1 — Read the three records in order"]
  s2["Step 2 — Remember that the record is BigLedger's copy of LHDN's answer"]
  s3["Step 3 — Know what the document looks like after each logic"]
  s4["Step 4 — Know that a cash bill can still be voided after its e-invoice is Valid"]
  s5["Step 5 — Cancel first, then void, and know what the void does to the e-invoice side"]
  s6["Step 6 — Run the thirty-second check"]
  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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