Credit Note

A credit note or memo is issued by suppliers to correct errors, apply discounts, or handle returns for a previous e-invoice, reducing the original invoice value. It's usually used when the adjustment doesn’t involve a refund to the buyer. For more information, see Customer Credits.

Generate, Certify and Send Credit Notes

You can generate, certify and send credit notes with the Malaysia Electronic Invoicing SuiteApp.

Note:

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

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

1. Create or edit a credit memo record.

2. On the E-Document subtab:

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

   • If the Template and Sending Method Auto-selection isn't 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. On 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've already set the Malaysia Mandate Type field when setting up the customer or vendor record.

   • Malaysia Exchange Rate – Enter or modify the exchange rate as required.

     Note:

     The Malaysia Exchange Rate field is a required field if the subsidiary's base currency isn’t MYR. If the Multiple Currencies feature isn’t enabled in your account, you must enter the exchange rate manually.

     The exchange rate is automatically generated if you:

     • Enable the Multiple Currencies feature on the Company Information page.

     • Select a mandate from the Malaysia Mandate Type list.

     • Select a template from the E-Document Template list.

4. Click Save.

   Note:

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

5. Click the Generate E-Document button.

   Note:

   On the E-Document subtab, the E-Document Status field will change to Ready for Certification status. If you see Generation Failed status, there's an error you must fix before regenerating the e-document. For more information, see Viewing E-Document Status and Audit Trail

6. 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.

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

8. 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.

9. Click Send E-Document to send the certified credit memos 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