How to Use the Default e-Invoice Format Feature for Sales and Purchase Transactions in QNE AI Cloud Accounting ©

Overview:

This guide provides a step-by-step walkthrough for users on how to configure the new Default e-Invoice Format feature. The feature allows users to set default formats for sales and purchase transactions based on four different scenarios, ensuring that the correct format is applied in each case.

Scenario:

Users can choose default formats for the following scenarios:

• Sales/Purchase Transactions saved as Draft or Consolidated.
• Exempted transactions that need a specific default format.
• Transactions saved in the e-Invoice Portal or requiring Full Validation, where users can set default formats related to e-Invoice compliance.

The guide will help users easily configure and customize formats according to their specific needs, ensuring a smooth and efficient e-invoicing process across various transaction types.

Solution:

Step 1 - First, users need to define which invoice format is categorized as an e-Invoice format in the Report Designer. Any formats that are not defined as e-Invoice types will be considered as regular formats. 

Expand Reporting > Press Report Designer > Filter with Sales Invoice.

Step 2 - Press Edit.

Note: Users can only define the transaction formats that they have designed themselves. All formats created by QNE Optimum Sdn Bhd are the system's standard formats, which have already been predefined. Therefore, users only need to define whether their custom-designed formats are categorized as e-Invoice formats. 

Step 3 - Example from the guidance, Press Edit button of 'Sales Invoice Voucher with Numbering' , then tick 'Set as E-Invoice Format', then Press 'OK'.

Step 4 - Expand E-Invoice > Press Einvoice Setting.

Step 5 - Press Default E-invoice Format Tab

Step 6 - The following photo shows that users can choose formats that have not been defined as e-Invoice formats in the Draft/Consolidated and Exempted options, including custom-designed formats that are not categorized as e-Invoice formats. 

Draft/Consolidated:

Exempted:

Note: The next photo shows that users can only find system-defined e-Invoice formats and custom-designed formats that have been categorized as e-Invoice formats under the E-Invoice Portal/Full Validation options. 

E-Invoice Portal

Full Validation

Step 7 - Once the selection is made, please click 'Save Changes' to confirm the options. 

Step 8 - The system will determine the type of format based on the e-Invoice settings, depending on the user's selection to save the transaction in any of the following scenarios: Draft/Consolidated, Exempted, E-Invoice Portal, or Full Validation."

Example Below Transaction Save in 'Full Validation'

Preview Format will be, default with Sales Invoice Voucher with Numbering, and 2 others options of Einvoice Format

and if Transaction amend it Save in 'Draft/Consolidated'.

Preview Format will Default with 'Sales Invoice', and others option which no set as Einvoice format

Finally, in the e-Invoice settings, users can not only set the desired format for Sales Invoices but also configure formats for other types of transactions. Please refer to the image below. 

Sales Transaction

Purchase Transaction

Done!

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