Nobody is going to tell you: the e-mail, the queue and the report all read clean — 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 is responsible for knowing that GadgetSphere’s month reached LHDN. In about eleven minutes you will visit the four places a warning could have come from after a consolidated e-invoice is cancelled, find all four of them silent, and leave with the one check that is not.

Step 1 — Stop waiting for the e-mail, and understand why

After this step you will cross the e-mail off your list permanently. BigLedger does send one for every cancellation outcome, and it is addressed to the buyer’s e-mail on the e-invoice record. On a consolidated e-invoice the buyer is the General Public, and consolidation fills that buyer’s e-mail address with the two letters NA. When the send is attempted, the address will not parse, the send throws, and that failure is caught by a catch-all several layers up and written to a log. So it is not that the e-mail goes to your customer instead of you. On a consolidated e-invoice no e-mail is sent at all, to anyone, on any outcome, and nothing records that it was not.

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

Step 2 — Notice that the queue empties itself on success

After this step you will read an empty Cancellation Queue correctly. The queue row is the reliable record of a cancellation that failed — it stays put, carrying the address called, the body sent, the reply and the error. On success it is deleted outright and the request closes as completed. That is good design for a failure log and useless as a reminder: a cancellation that worked perfectly and destroyed a month’s reporting looks exactly like a cancellation that was never raised, because in both cases the queue is empty. So after a consolidated cancellation, the queue’s silence is a confirmation that LHDN accepted, not a confirmation that anything is well. The request’s history still holds the row, and that is where to look.

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

Step 3 — Understand why the Discrepancies Report says the month is fine

After this step you will know the single most expensive thing in this series. The Exists in ERP, Missing in E-invoice list is how you check a month, and it decides a document is missing only when that document is attached to no e-invoice header and no link row. It never looks at what state the e-invoice is in. The receipts inside a cancelled consolidated e-invoice keep their link rows — nothing deletes them — so every one of them is matched, and matched counts as reported. March’s four hundred cash bills are therefore absent from the missing list while none of them is reported at LHDN. The screen built to catch exactly this reads clean.

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

Step 4 — Read the one column on that report that does hint at it

After this step you will get some value out of the report anyway. The IRB Audit Summary tab breaks the e-invoice side down per document type and puts a Cancelled amount beside each one. That figure is the only thing on the whole screen that reacts to what happened, and a large cancelled amount against cash bills for a month you did not expect to have cancelled anything is a real signal. Treat it as a prompt, not an answer: it gives you a number, never a list, and it will not tell you whether those cancelled receipts were re-reported afterwards. Run the report anyway, and read that column first. Then go and look at the e-invoice records themselves, because that is where the list lives.

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

Step 5 — Do not wait for the report to arrive by itself

After this step you will put a date in your own calendar. BigLedger contains a job that would generate last month’s report for every enabled company and e-mail it to a configured address, and it genuinely works when it is run. What it cannot be is scheduled. Its code is not among the job codes the tenant scheduler recognises, so a timetable entry naming it is discarded before it is ever dispatched, and the only thing that starts it is a direct call to an endpoint. Measured across every BigLedger tenant, no tenant holds a working schedule for it. So the monthly discrepancy e-mail is not late — it is not coming. Press Create on the report yourself, every month, on a day you choose.

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

Step 6 — Keep the one check that is not silent

After this step you will have a routine that catches this in thirty seconds. Once a month, open Internal Submission, filter the e-invoice records to consolidated ones for the period you are closing, and look at the status column. A record reading Cancelled is a month of takings that LHDN no longer holds, whatever every other screen says. Open it, drill into the list of documents inside it, and either confirm those receipts now sit on a newer consolidated e-invoice or get them pushed back. That is the whole check, it needs no report, and it works because it reads the one record a cancellation actually changed. The next presentation is what to do when the answer is no.

Reference: Cancelling and Correcting a Validated E-Invoice — Step 5: If it is a consolidated e-invoice, act immediately

How the steps fit together

    flowchart TD
  s1["Step 1 — Stop waiting for the e-mail, and understand why"]
  s2["Step 2 — Notice that the queue empties itself on success"]
  s3["Step 3 — Understand why the Discrepancies Report says the month is fine"]
  s4["Step 4 — Read the one column on that report that does hint at it"]
  s5["Step 5 — Do not wait for the report to arrive by itself"]
  s6["Step 6 — Keep the one check that is not silent"]
  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: Getting the receipts reported again, and asking for it in the right words · Back to the series · Play this as a presentation