Refund Note

A refund note e-Invoice is a document a supplier issues to confirm a payment refund to the buyer. It is used whenever a refund is made. In the Malaysia Electronic invoicing SuiteApp a cash refund is considered as refund note transaction.

Generate, Certify and Send Refund Notes

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

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

1. Go to the invoice record you want to generate a refund note for.

2. Click the Authorize Return button.

3. On the To Be Generated page, from the Custom Form list, select the Standard Return Authorization – Cash option.

4. Click Save.

5. On the Item Receipt page, click Save & Refund.

6. On the cash refund record, in 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.

7. In the Malaysia Exchange Rate field, 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.

8. Click Save.

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

10. 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.

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

12. 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.

13. Click the Send E-Document to send the certified cash refund 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