Set User Access for e-Invoice Validation Control on Sales Transaction

Created by QNE Software Sdn bhd, Modified on Wed, 24 Sep at 11:34 AM by QNE Software Sdn bhd

Overview:

In QNE AI Cloud Accounting, e-Invoice compliance goes beyond just issuing invoices — it requires tight control over who can validate and submit e-Invoices. To support this, every e-Invoice transaction comes with a Validation Control feature, designed to safeguard accuracy and ensure alignment with both internal business processes and the LHDN e-Invoice Mandate.

Administrators can assign specific users with the authority to review, decide, and adjust the validation control of an e-Invoice transaction before submission.

? For details on the different e-Invoice Validation Controls and their functions in QNE AI Cloud Accounting (QCA), refer here.

This article will guide you through the steps to configure user access rights for e-Invoice validation across key transaction forms such as Sales Invoice, Sales Debit Note and Sales Credit Note so that your business e-Invoice workflow and compliance requirements are fully aligned.

Scenario:

Imagine your organization is in one of the 7 industries that do not allow consolidated e-invoices under the e-invoice mandate. To ensure that the business is aligned with the e-Invoice mandate and their own business process, user may setup different user roles for different users:

Sales Access - Multiple sales staffs staff creating sales Invoices and submit e-Invoices of those transactions they have created;
Finance Manager Access - The Finance Manager may change the validation control of the sales invoice transaction to allow sales to proceed without customer full info. However, this will be on a case-by-case basis.

In QNE AI Cloud accounting, users can achieve this by configuring the access rights of the validation control on the e-invoice transaction.

This setup ensures that unauthorized users are restricted from modifying the internal e-Invoice processes, ensuring clear role segregation, accountability in e-Invoice workflows and avoid any misconduct of compliance that may brings to heavy penalty.

Solution:

From the Navigation screen, go to Users and select User Roles.
The screen showing should be the list of User Roles and the User Role creation platform. In the list, there are two (2) types of definition: System and User Defined. You can only adjust the role for User Defined type ONLY. System types are for VIEW only. To add a new user role, click on Add.
Create a user role name for the role. Then, click OK. You may refer to the attachment for a sample.
After creating the role name, the role will be listed in the User Roles list. Click on the role name to modify the permission and access of the user role.
Assign the necessary permissions for the role in Data Permissions and Report Permissions.
Then, click on Feature Permissions. In this scenario example, we allow Sales Role to: - Submit e-Invoice; and - Not allowed to modify the Validation Control on the transaction. To achieve the role required for above, let’s focus on 2 e-Invoice permissions under Feature Permissions tab:
- Allow to Submit e-Invoice
- e-Invoice Validation Control
Click on the [+] sign to expand the e-Invoice Validation Control.
Under this subcategory, you will see a list of different modules that contains the Validation control.
To ensure that the Sales staff do not have the permission to modify/change the Validation Control of the sales transactions as they prefer, users may disable the View & Update access of the Sales Module.
- Toggle in Grey: Disabled
- Toggle in Yellow: Enabled
By disabling the View and Update permissions for the e-Invoice Validation Control in the Sales Module, selected users will no longer be able to see or modify the validation control for any sales-related transactions. This restriction applies to:
- Sales Invoice
- Sales Debit Note
- Sales Credit Note
- Cash Sales
Implementing this control helps safeguard compliance by preventing unauthorized staff from making changes that could lead to non-compliance issues or errors in issuing sales invoices. e-Invoice Validation Control Permission Control by Individual Transactions
Continue to click on the Sales’s [+] sign to expand further.
Users have the flexibility to set permission on different Sales Transaction forms individually.
As Sales staff, they need the permission to View and Update. Here is how to allow the permission:
- Scenario 1: Toggle ALL options as ON. The Salesperson can now set the validation control for all sales transactions to submit e-invoice upon saving the sales document created. Scenario 2: Toggle ALL options as OFF.
Next, you need to assign the role a specific user. Go to Members tab and click Add Member.
Select the user to be assigned to the role. Then, click OK.
If you are unable to find the email/user, you need to add the user into the database first. Go to the attached link below should you need to freshen your memory on it:

https://support.qne.com.my/support/solutions/articles/81000413292-how-to-invite-user-with-email-address-in-qne-ai-cloud-accounting
As owner of the account, you can configure the validation control from the backend should you want to centralize settings for all sales transactions created by the user. To do so, go to e-Invoice, then click e-Invoice Settings.
Click on General, then adjust the sales transaction validation control under Default Transaction Validation Control.