How to Submit a Self-Billed e-Invoice

Overview:

This article will guide you through the process of submitting a self-billed e-Invoice.

Scenario:

You are making a purchase with your supplier. You need an e-Invoice from your supplier but your supplier is NOT eligible to submit an e-Invoice to LHDN. In order for you to record your purchase to LHDN, you need to submit a self-billed e-Invoice to record the transaction between you as a buyer and your supplier as seller.

In QNE AI Cloud Accounting, you can record a self-billed e-Invoice using the following steps.

Solution::

1. From the Navigation screen, go to Purchase and select Purchase Invoices.  
   
   

   Diagram 1.1 shows how to find Purchase Invoice

2. You will be prompted with the Purchase Invoice creation platform. Click on Add. 
   

   
   

   
   

   Diagram 1.2 shows the main menu for Purchase Invoice module

3.  In the Supplier field (*), click the dropdown to select the self-billed supplier.

4.  Upon selecting a self-billed supplier, an e-Invoice Validation control** will appear.
   
   
   
   

   Diagram 1.3 shows no e-Invoice validation control upon selecting non-self-billed supplier
   
   

   Diagram 1.4 shows the e-Invoice validation control upon selecting self-billed supplier

   
   **For more details on the e-Invoice validation control types, refer to this video. 

5. Select Full Validation and fill in the stock & service information. Make sure that the stock is assigned a classification code.
   
   

6.  Click Save. After saving the document, you should see a Submit e-Invoice button appear. Click on the button.
   
   

   Diagram 1.6 shows the Submit e-Invoice button appearing upon saving the document as Full Validation.

7.  A pop-up window will appear, displaying the e-Invoice Details Confirmation and the MyInvois environment (Sandbox/Live).
   
   

   Diagram 1.7 shows the e-invoice Details Confirmation pop-out.

   
   

8.  Click Confirm to submit the self-billed e-Invoice.

9.  Once submitted. The system will prompt an LHDN Document Details pop-out to track the status of the document.
   
   

   Diagram 1.7 shows the LHDNM Document Details pop-out.
   
   

10.  The e-Invoice status can be viewed beside the Purchase Invoice title.

11. Status updates include:

    • Submitted

    • Valid

    • Invalid

    • Cancelled

12. Click on the e-Invoice status tag for instant updates.
    
    

    Diagram 1.8 shows a validated Purchase Invoice.

    
    

13.  Upon validating the Invoice, you may then share the document with your supplier by clicking on the Send button. Select the preferred sharing method.
    
    

    Diagram 1.9 shows the options available to share the validated Purchase Invoice to your supplier.

    
    

14.   If using email, the system will prompt a screen showing a preview of the message and document to be shared with your supplier. You may customize the email message, update multiple email recipients, and add BCCs before sending. 

15.  After confirming the details, click Send.
    
    

    Diagram 1.10 shows message preview before sharing the document to supplier.
    
    

16.  Your supplier will receive an email notification with a transaction summary and the self-billed e-Invoice attached.
    
    
    
    

17. Congratulations! You have successfully submitted and shared a self-billed e-Invoice in QNE AI Cloud Accounting. These same steps can also be applied when creating a self-billed e-Invoice using a Cash Purchase document.