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Invoices

Raise sales invoices with SST and discounts, post them to your books, and record payments, credit notes and refunds against them.

Invoices holds what you have billed your customers. An invoice starts as a draft. It gets its number and reaches your books when it is posted. Once posted it shows as Sent, or Overdue after its due date, until it is Paid.

Who can do this

  • Owners, admins and members can create, edit and delete draft invoices, record a credit note as a draft, and record the e-Invois status.
  • Only owners and admins can post or void an invoice, and record a payment against one. A member who clicks Save and post gets the invoice saved as a draft, with a message that only an owner or admin can post it.
  • Viewers can only look. In the demo workspace nothing can be changed.

Before you start

The customer must be in Customers and suppliers with Customer ticked.

Steps

Raise an invoice

  1. Open Invoices under Sales in the Finance menu.
  2. Click New Invoice.
  3. Choose the Customer. The Due date follows the customer's payment terms until you change it.
  4. Set the Invoice date and check the Due date. The due date cannot be before the invoice date.
  5. If the goods were sold or the service provided on another day, set the Date of supply (if not the invoice date). On an invoice in another currency it sets the exchange rate. It is saved with the invoice, but the SST Report does not use it yet: the return counts an invoice by its invoice date.
  6. If the invoice is in another currency, choose its Currency. See Foreign currency.
  7. Fill in the Lines: pick a Product to fill the line at its selling price, or type a Description, Qty, Unit, Unit price and SST %. Each line can have a Discount, in % or in the invoice's currency.
  8. To take something off the whole invoice, use Discount on the whole invoice.
  9. Click Save draft, or Save and post.

Edit, post or delete a draft

Open the draft's row menu and choose Edit, Post or Delete. Post asks you to confirm: the invoice gets its number and can no longer be edited, only voided.

After posting

From a posted invoice's row menu:

  • Record payment opens the payment form with this invoice ticked. See Payments in.
  • Credit note credits part or all of the invoice. See Credit notes.
  • Refund appears when the customer is in credit on the invoice. See Refunds.
  • Set e-Invois records the status and LHDN UUID you have for the invoice. Nothing is submitted to LHDN from here. See e-Invoice LHDN.
  • Void asks you to confirm with Void invoice. It stays in the list as Void and nothing more is owed on it. This cannot be undone.

Use the status and customer lists and the search box to find invoices, and Export to download them.

Check before you file

These are the official rules at the time of writing; check with Customs (JKDM) for the current ones.

  • Exchange rate. Customs Public Ruling 3/2026 asks for the selling rate at the time of supply, from one source, used consistently. Finance fills in Bank Negara Malaysia's 5 pm selling rate. If you type your own rates, keep to one source.
  • Service tax. By law, service tax is due when payment is received, or once 12 months pass without payment. The SST Report can count service tax by invoice date, which needs written approval from Customs' Director General. Choose that only if you have the approval. See SST report.
  • Rounding. SST is rounded line by line, so the invoice's tax can differ by a few sen from tax worked out on the whole invoice.

Common problems

  • "An invoice needs at least one line with an amount."
  • "A discount on the whole document must leave something to pay."
  • "This invoice has been posted or voided, so that can no longer be done." It changed since the page was loaded.
  • "This invoice has payments or refunds. Void the payments on Payments In, and void or delete the refunds on Refunds, before voiding it."
  • "This invoice has credit notes. Void them on Credit Notes, or delete the drafts, before voiding it."
  • "A contra entry sets this off. Void the contra entry first."
  • "e-Invois details can be recorded once the invoice is posted."
  • "This date is in a closed period: the books are locked to …" See Accounting settings.
  • "Only an owner or admin can post, pay or void. Ask one of them to do this." Members still see Post, Void and Record payment in the row menus, but only an owner or admin can use them.

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