How to Update Supplier Details for E-Invoice Requirement

Overview:

Suppliers play a crucial role in accounting (AP) and are central to e-Invoice compliance, especially when issuing self-billed e-Invoices. Keeping their information accurate and up to date ensures smooth validation with LHDN and prevents costly submission errors.

This guide will walk you through updating supplier details in QNE AI Cloud Accounting.

Scenario 1: Supplier has provided you with an E-Invoice

● Go to Accounts Payable > Suppliers.

● Click Add New Supplier and enter the required details.

● Leave the Self-Billed option disabled, as it is not needed in this case.

● Once supplier issues the e-Invoice, you are E-Invoice compliant. You only need to record it for accounting purposes.

Scenario 2: Supplier is a Self-Billed Supplier (Buyer issues the e-Invoice)

Currently there are only 9 self-billed scenarios that require you to self-billed to these suppliers. Refer to page 69.

● Go to Accounts Payable > Suppliers.

● Click Add New Supplier and enter the required details.

● Leave the Self-Billed option enabled and select the appropriate transaction type based on the 9 self-billed scenarios.

● Set control to “Full Validation” if supplier details are complete.

● Use “Deferred Validation” if details are incomplete.

● Once saved, there are two methods to request supplier information:

1. Method 1: The “Request info” button located at the top right of the supplier details. This function will send a link to the suppliers either via WhatsApp, telegram or email.

Best practice: When onboarding a new supplier, always obtain their email or phone number. QCA will then be able to follow up and collect the required details.

2. Method 2: Go to E-Invoice > E-Invoice Advisor, then click “Get Advice.” All suppliers with incomplete details will be listed. From there, you can request info individually, and QCA will handle the rest, or select multiple suppliers to send batch requests.

● Once the supplier has submitted their details, go to account payable > update tax info and accept.