Debit Note

A debit note is issued to reflect additional charges related to a previous 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 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 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 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 Debit Note – Check this box to mark the invoice as a debit note transaction.

   • Malaysia Associated Invoices – Select invoices from the list to link to 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 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 Billing subtab, enter the billing address for the invoice. The Billing Address field is automatically filled 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 shows the Generate E-Document button.

7. Click the Generate E-Document.

   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 is an error you must fix before regenerating the e-document. For more information, see Viewing E-Document Status and Audit Trail

8. 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.

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

10. 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.

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