Self-billed Debit Note

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

1. Create or edit a vendor bill record.

2. On the E-Document subtab:

   • If the Template and Sending Method Auto-selection box is checked on the vendor record, 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 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 Self-billed Debit Note – Check this box to identify the existing invoice as a self-billed debit note transaction.

   • Malaysia Associated Self-billed Invoices – Select invoices from the list to link with this self-billed 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 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 if you select Tax Exemption option from the Malaysia Tax Type list.

5. 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

6. 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.

7. Click Save.

   Note:

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

8. 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

9. 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.

10. After you get a response from IRBM, the e-document status changes to Ready for Sending.

11. 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.

12. 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