Self-billed Invoice

A self-billed invoice is created by the buyer instead of the supplier for goods or services received from a foreign supplier. In this case, the buyer creates and issues the invoice on supplier's behalf. The invoice has the details of the transaction, such as the quantity, description, and price of the goods or services, along with any applicable taxes.

You can use vendor Bill record in NetSuite to create and certify self-billed invoice to IRBM. For more information about vendor bills, see Vendor Bills.

In Malaysia, the buyer certifies the transaction on supplier's behalf for the following reasons:

If the buyer has the ability to create an e-invoice
If the buyer isn’t based in Malaysia

Generate, Certify and Send Self-billed Invoices

You can generate, certify and send self-billed invoices with the Malaysia Electronic Invoicing SuiteApp.

Note:

You must first setup a vendor record before you can issue self-billed invoices to IRBM. For more information, see Setting Up a Vendor Record for Self-billed Transactions.

To generate, certify and send e-documents for a self-billed invoice:

Create or edit a vendor bill record.
On the E-Document subtab:
- 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.
In the Malaysia Electronic Invoicing subtab:
- Malaysia Mandate Type – Select one of the following mandate types from the list:
  - MY-B2G-EINVOICE
  - MY-B2B-EINVOICE
  - MY-B2C-EINVOICE
  Note:
  You can skip this step at transaction level, if you've already set the Malaysia Mandate Type field when setting up the customer or vendor record.
- Malaysia Reference Number of Customs Form – Enter the unique identification number assigned on the declaration of the imported goods.
In the Expenses and Items subtab, select the Items subtab and fill the following fields and columns with appropriate values:
- Item
- Description
- Quantity
- Rate
- Tax Code – Select a tax code from the list. Before you select the tax code, make sure you've 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.
In the Expenses and Items subtab, select the Expenses subtab and fill the following columns with the appropriate values:
- Category (optional)
- Account
- Amount
- Description
- Tax Code – Select a tax code from the list. Before you select the tax code, make sure you've 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 expense category is setup. For more information, see Setting Up Malaysia Classification Code on Expense Category Record.
  Note:
  You can select the Malaysia Classification Code from the following:
  - Malaysia Classification Code list on the expense category record
  - Expense item selected on the expense category record
  - Or at the line level
  If you don’t select a classification code, you’ll see the error_myei_missing_tax_exception error.
  Note:
  You can also customize the current form by going to Customization > Forms > Transaction Forms. Edit the form, go to Screen Fields > Expenses, and check the Show box for the following fields:
  - Description
  - Malaysia Item Classification
  - Malaysia Item Tax Exemption Details
In the Billing subtab, enter the billing address for the vendor bill (self-billed invoice). The Billing Address field is automatically filled from the customer record. You can customize the address by selecting Custom option from the Vendor Select list.
Click Save.

Note:
The system updates the transaction record, and shows the Generate E-Document button.
Click Generate E-Document.

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
After you generate e-documents, click the Certify E-Document to send it 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.
After you get a response from IRBM, the e-document status changes to Ready for Sending.
In the Malaysia e-Invoicing Fields subtab, the following fields are filled with appropriate values after the e-documents are certified from IRBM:
- Malaysia Unique Identifier Number – Stores the UUID for the transaction after e-document certification on a transaction record.
- Malaysia Long ID – Stores the long ID of the transaction after e-document certification from IRBM on a transaction record.
- Malaysia Digital Signature – Stores the digital signature of the transaction after e-document certification from IRBM on a transaction record.
Click Send E-Document to send the certified self-billed invoice to customers.

A banner message appears 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, a 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