1. Country-Specific Features
  2. Malaysia Help Topics
  3. Malaysia Electronic Invoicing
  4. Malaysia Electronic Invoicing Features
  5. Electronic Invoices
  6. Debit Note

Debit Note

A debit note is issued to reflect additional charges related to a previously issued e-invoice. You must link a debit note with previously certified invoices.

Note:

NetSuite doesn’t have any standard transaction called debit note. Malaysia debit note transaction is specific to Malaysia Electronic Invoicing SuiteApp. If the Malaysia Debit Note box is checked for an invoice, the invoice is identified as debit note for Malaysia Electronic Invoicing SuiteApp.

Generate, Certify and Send Debit Notes

You can generate, certify and send debit notes using the Malaysia Electronic Invoicing SuiteApp.

Note:

You must first setup a customer record to issue invoices to IRBM. For more information, see Setting Up a Customer Record.

To generate, certify and send e-documents for a debit note:

  1. Create or edit an invoice record.

  2. On the E-Document subtab:

    • If the Template and Sending Method Auto-selection box is checked on the customer record, then the template and sending method are automatically selected for a transaction.

    • If the Template and Sending Method Auto-selection is not checked, then do the following:

      • From the E-Document Template list, select the Avalara Malaysia Outbound Transaction template.

      • From the E-Document Sending Method list, select the Malaysia e-Invoicing Sending Method.

  3. In the Malaysia Electronic Invoicing subtab:

    • Malaysia Mandate Type – Select one of the following mandate type from the list:

      • MY-B2G-EINVOICE

      • MY-B2B-EINVOICE

      • MY-B2C-EINVOICE

      Note:

      You can skip this step at transaction level, if you have already setup the Malaysia Mandate Type field when setting up the customer or vendor record.

    • Malaysia Debit Note – Check this box to identify the existing invoice as a debit note transaction.

    • Malaysia Associated Certified Invoices – Select certified invoices from the list to link with this debit note transaction.

  4. In the Items subtab, fill the following fields and columns with appropriate values:

    • Item

    • Description

    • Quantity

    • Rate

    • Tax Code – Select a tax code from the Tax Code list. Before selecting the tax code, make sure you first setup the Malaysia tax code. For more information, see Setting Up Malaysia Tax Code.

    • Malaysia Classification Code – This field value is automatically generated if the item record is setup for new invoices. For existing invoices, you must enter the classification code manually. For more information, see Setting Up an Item Record

      .

    • Malaysia Item Tax Exemption Details – Enter the tax exemption reason ff you select Tax Exemption option from the Malaysia Tax Type list.

  5. In the Billing subtab, enter the billing address for the invoice. The Billing Address field is automatically populated from the customer record. You can customize the address by selecting Custom option from the Bill To Select list.

  6. Click Save.

    Note:

    The system updates the transaction record, and the Generate E-Document button is displayed.

  7. Click the Generate E-Document button.

    Note:

    On the E-Document subtab, the status of the e-document in the E-Document Status field, will change to Ready for Certification status. If the status is displayed as Generation Failed, then there is an error in generating the e-document, which you must fix before regenerating the e-document. For more information, see Viewing E-Document Status and Audit Trail

  8. After generating e-documents, click the Certify E-Document button. The document is sent to IRBM for certification.

    Note:

    Certification of e-documents from IRBM takes time to process and the status of the e-document is set to Certification in Progress.

  9. After receiving response from IRBM, the e-document status is set to Ready for Sending.

  10. In the Malaysia e-Invoicing Fields subtab, the following fields are populated with appropriate values after the e-documents are certified from IRBM:

    • Malaysia Unique Identifier Number – This field stores the UUID for the transaction after e-document certification on a transaction record.

    • Malaysia Long ID – This field stores the long ID of the transaction after e-document certification from IRBM on a transaction record.

    • Malaysia Digital Signature – This field stores the long ID of the transaction after e-document certification from IRBM on a transaction record.

  11. Click the Send E-Document button to send the certified debit note to customers.

    A banner message is displayed on the transaction record indicating that sending of the e-document is in progress. The certified PDF is sent to the email in the customer record.

    Then, the value of the E-Document Status field on the E-Document subtab is set to Sent status. For more information, see Outbound E-Document Statuses.

    Note:

    By default system generated template is used to send the email to e-document recipient list. You can customize the email template, for more information about customization see Selecting an E-Document Email Custom Template

General Notices