Issuing a Sales Transaction

Introduction

A sales transaction represents an invoice issued by your company to a customer for goods or services provided. The system records key details such as customer information, item descriptions, pricing, tax calculations, and payment terms to ensure accurate and compliant e-invoice submission.

For this guide, the Internal Sales Invoice Applet is used as an example to illustrate the process. Other sales-related document types follow a similar structure, with slight variations in configuration.

Before proceeding, it is essential to ensure that:

• The company and branch details are correctly configured in the Organization Applet.

• The customer profile has been created in the Customer Maintenance Applet.

• Items and pricing details are set up in the Doc Item Maintenance Applet.

• Tax and compliance settings are properly defined in the Supplier Maintenance Applet, if applicable.

Accessing the Sales Invoice Applet

To begin creating a new sales invoice, navigate to the Sales Invoice Listing Page and select the option to create a new invoice. This will open a transaction form where users must input all required details before submitting the invoice.
The search bar allows users to quickly select the relevant branch or company code for the sales transaction. This feature enables easy filtering and ensures that invoices are correctly assigned to the appropriate branch, streamlining the e-invoicing process.

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Completing Mandatory Fields

The sales invoice consists of key sections that must be completed before it can be saved and finalized. These sections include the Main Tab, Account Tab, and Lines Tab. Each section plays a distinct role in ensuring the invoice is correctly documented and processed. Initially, these tabs are highlighted in red to indicate that required fields must be completed before saving. Once all mandatory data is entered, the system will allow the transaction to be saved and finalized.

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Main Tab – Defining Transaction Details

The Main Tab contains the fundamental details of the sales transaction, including Company, Branch, and Location fields, which define where the invoice is issued from. Selecting the correct Company and Branch is critical for accurate financial reporting and compliance.

The Currency field determines the transaction currency, which is based on the customer's settings if an export transaction is being performed. The system automatically applies the correct currency conversion.

The Forex History field allows users to fetch live exchange rates from the Forex Applet, ensuring consistency in financial records and alignment with regulatory requirements.

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Account Tab – Entering Customer Information

The Account Tab captures essential customer information. The Entity ID field must be selected correctly to associate the invoice with the appropriate customer profile.

The Customer Search field allows users to locate the customer by phone number, name, or identification number, making the selection process more efficient.

Once the Customer Entity ID field is chosen, related details such as the Billing Address field and Tax Identification Number field are auto-filled.

The Bill to field ensures that the billing address is complete and accurate, as incomplete details may lead to issues with invoice validation, particularly for Peppol transactions. The system requires this field to be properly populated to prevent validation errors.

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Lines Tab – Adding Itemized Transaction Details

The Lines Tab defines the products or services included in the invoice. The Item Search field allows users to quickly find the product or service to be invoiced.

Once an item is selected, a new window will appear where users can modify transaction details:

• The Quantity field must be updated to reflect the number of units sold.

• The Pricing Scheme field determines the applicable price based on predefined rates.

• The Unit of Measurement (UOM) field ensures that the correct unit type (e.g., per unit, per kilogram) is applied.

• The SST Code field (e.g., SRS6 for testing) assigns the correct sales tax classification for regulatory compliance.

Once all necessary fields have been completed, clicking the Add button finalizes the inclusion of the item in the invoice. The system then validates the entered data to prevent inconsistencies and errors in invoice submission.

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These are the main fields, but for a more detailed understanding of each tab, refer to the user guide of the Main Details Tab - Internal Sales Invoice Applet.

E-Invoice Before Finalizing the Document

The E-Invoice Tab is a crucial section that manages invoice submission to LHDN. Users can access this tab before finalizing the document to configure submission settings or after finalization to track the e-invoice status.
Submission Type:

• Users can select Individual Submission (default) or Consolidated Submission.

• Individual Submission is used in most cases for tax compliance.

• Consolidated Submission is useful when:

  • The buyer does not request an E-Invoice.

  • The user wants to delay submission until the end of the month.

  • The invoice is meant for general public submission.

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• If Consolidated Submission is selected, the system will automatically fill buyer details with "General Public" and set all other fields as N/A.

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Saving and Finalizing the Invoice

Once the required fields in the Main, Account, and Lines Tabs have been completed, the transaction can be saved as a draft. At this stage, users can review and make any necessary adjustments before finalization.

To finalize the invoice, the transaction must be confirmed within the system. This step is necessary to ensure that all entered details are locked in and cannot be modified after submission.

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Once finalized, a notification message confirms that the transaction has been successfully posted.

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To finalize it, check the box and click the "FINAL" button at the top of the listing menu, or Click on the transaction to open it, then select the FINAL button

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The Branch Code field and Company Code field will be generated (replacing any placeholder values), confirming that the transaction is now finalized.

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After the document is finalized, users will no longer be able to edit any of the compulsory fields.

E-Invoice After Finalizing the Document

Users can open the finalized invoice and navigate to the E-Invoice Tab, which contains four sub-tabs. Each of these sub-tabs serves a specific purpose in tracking, managing, and processing the e-invoice submission.

Submission Tab: Viewing and Exporting the E-Invoice

• Displays all E-Invoice details.

• Validation URL:

  • Once the invoice has been successfully submitted to LHDN, a validation URL is generated, this URL can be accessed to check the invoice details and confirm it has been recorded in LHDN’s system.

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Exporting the E-Invoice:

• Users can export the e-invoice in a printable format.

• The exported document includes: A QR Code, which allows the buyer and authorities to verify the invoice.

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• The official e-invoice document that can be stored or shared.

Progress Tab

• Tracks the invoice submission status, showing whether it is:

  • Pending

  • Processed

  • Accepted

  • Failed

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• If an invoice fails, the reason for failure will be displayed.

Cancellation Tab

• After an invoice is successfully submitted to LHDN, users can request cancellation by clicking "Request for Rejection".

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Ensuring Compliance and Accuracy

Issuing a sales transaction correctly is essential for regulatory compliance and financial accuracy. The structured workflow ensures that all necessary details, from Company and Customer Information fields to Itemized Transaction Details fields, are correctly documented.

The validation process prevents errors in invoice submission and ensures that transactions meet tax compliance standards.

By following these steps, businesses can confidently issue sales invoices, reducing the risk of errors while maintaining compliance with e-invoicing regulations. The system’s automation features further enhance efficiency, minimizing manual input while ensuring accurate transaction processing.

Next Step: Issuing a Purchase Transaction

With sales transactions fully configured, the next section provides a detailed guide on issuing a purchase transaction, ensuring that supplier invoices are correctly processed and validated.

➡ Proceed to Issuing a Purchase Transaction