List of Frequently Asked Question CITY TECH SOLUTION (M) SDN BHD Melaka, Malaysia

CITY TECH SOLUTION (M) SDN BHD https://www.citytechsolution.com.my

If client unable to provide TIN number, can we issue invoice to them?

If client unable to provide TIN number, does not request e-Invoice and if your business nature is not mandate to issue e-Invoice, you can just bill them normal invoice and then perform consolidated eInvoice at the given timeframe. If your client request for e-Invoice, for company you will need TIN number. However, for individual, IC number is sufficient to issue and e-Invoice.

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My company pays cleaner every week, can I self-bill every week?

Yes, you can self-bill every week based on the payment to the cleaner if the cleaner is an individual taxpayer that does not operate under any business entity

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Commission that is already done in payroll, still need to add the agent into Tax Entity to perform selfbill?

Agent that is already under your payroll is not required to self-bill. Only agents / dealers / distributors that are not under your payroll required.

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When should I use classification code 022 – Others?

The classification code 022 – Others should only be applicable when your item or service could not relate to other remaining classification codes.

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Suppliers need to provide TIN number?

If the supplier needs to be self-bill and is a local company, they will need to provide TIN number. Oversea company can just leave it blank while individual can just provide IC number.

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How do I know if my company is mandate to issue e-Invoice?

Generally, if you are in the following industry you are required to issue e-Invoice i) Automation ii) Aviation iii) Construction iv) Luxury goods and jewellery (Currently guideline for this is yet to publish by LHDN)

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We are in the Construction industry and some of our customer does not require e-Invoice and does not provide us their TIN number. How should we handle?

Not mentioning relaxation period, since you are in the Construction industry, you are mandate to issue e-Invoice. If your customer is an individual, IC number is sufficient to issue e-Invoice to them. If your customer is a company, you will need to consult with LHDN officers on such matter how should you handle.

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If I receive service instead of goods from overseas company, do we need to do self-bill?

Yes, any cross-border transaction regardless of import of goods or services is required to perform self-bill.

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What about salaries, EPF, SOCSO, PCB?

Payroll items are exempted from e-Invoice.

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For staff claims, some is e-Invoice, some is just normal receipt. How do we handle?

As for now, normal receipts can still be treated as supporting document for any tax related matters. Your company just need to have a policy to state that staffs are eligible to perform such claims etc.

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If customer had self-bill us, do we need to bill e-Invoice to them?

Your customer should not perform the self-bill. You as the supplier should e-Invoice them only. You may ask your customer to perform a self-bill credit note to contra the self-bill that they had mistakenly done.

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For online sales from own company websites, is it need to perform Consolidated e-Invoice?

For your own company website sales, if the buyer does not request for e-Invoice, yes you may perform Consolidated e-Invoice.

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Rental fee is it perform self-bill?

If your landlord is a company, they should issue e-Invoice to you. If your landlord is an individual, then you should self-bill.

CITY TECH SOLUTION (M) SDN BHD https://www.citytechsolution.com.my

Foreign workers wages need to perform self-bill?

If the foreign workers wages are not under your company payroll, yes you will need to perform self-bill.

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For submission of self-bill, can I submit after payment date 2 months later?

For self-bill, currently only imported goods and imported services has a timeline to follow. Other than that, there is no specific issuance timeline and you can self-bill anytime.

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The bills for expenses need to upload verify on the same day?

I am assuming you are thinking these are required for self-bill. For expenses and claims, there is no need to perform self-bill. You just need to have a company policy to state that staffs are eligible to perform such expenses claims etc.

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What is MSIC Code? Is it Enterprise or Sole Prop will have also?

MSIC Code also known as Malaysia Standard Industrial Classification Code is a 5-digit number code to represent which category or industry of your business. Every company should have a MSIC code, including Sole Prop, Enterprise and Partnership. You can find your MSIC code at your Company Annual Return

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What if my customer is Association, Temple, Church, Private School etc?

Even though your customer is Association, Temple, Church or Private School, they do also will have their own TIN number.

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Can I still perform Consolidated e-Invoice after relaxation period?

Provided if your industry does not fall into the category that not allowed to consolidate e-Invoice, yes you can perform Consolidated e-Invoice even after relaxation period.

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My company collects donation, do I need to issue e-Invoice?

If your company is required implement e-Invoice, yes you are required to issue e-Invoice if the donator request for it.

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I’m from XXX industry, how to key in my invoice after implementing e-Invoice?

Doesn’t matter which industry you’re in, you can still perform your billing as usual. The only thing you need to do is just to provide additional information which required by e-Invoice such as TIN number of buyer, Classification code of your product or services etc.

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How do I invoice if I wish to bill my own service or products and add on with some on behalf payments?

You can still invoice your customer as usual with 2 separate lines. 1st line – your product or service, with the related classification code 2nd line – your payment on behalf collection, choose classification code “006 – Disbursement” or “027 – Reimbursement

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Do we need to login MyInvois Portal after submitting e-Invoice from AutoCount?

Login MyInvois Portal is just for checking purpose when required. AutoCount had already covered most of the submission and status update. Login in is just to check to see if anyone misbill your company so you can reject their e-Invoice if required.

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Can we perform Self-bill for commission payment purpose with earlier / backdate?

There is no need to perform backdate for such cases. LHDN does not enforce by how many days you should submit such self-bill now. However, we think that it is best to practice near real time so that you will not miss out such self-bill submissions.

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Will there be any problem if my supplier just bills me normal invoice due to exempted (did not reach 1M).

There will be no problem. A normal bill or invoice is still valid as a supporting document for tax purpose as for now.

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Consolidated e-Invoice to be done daily, weekly or monthly?

There is no direct instruction to say you cannot perform daily or weekly. However, we do recommend you perform monthly because there is a rule stating that if the buyer comes back and request e-Invoice within the month, the supplier must be able to issue e-Invoice to them. So, it is best to practice monthly Consolidated e-Invoice where the buyer request for e-Invoice will not cause many troubles for you to compliance with e-Invoice rules.

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What if my customer has credit terms with us, any different way of handling for e-Invoice?

Whether your customer has credit terms or cash base terms, you still bill your e-Invoice as usual. It is not affected by when they pay you.

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I am hiring part time workers on weekend. Do I need to perform self-bill?

If the part time workers is not included in your payroll, you will need to perform self-bill.

CITY TECH SOLUTION (M) SDN BHD https://www.citytechsolution.com.my

My company rents office with another company. How to do self-bill?

You just need to perform self-bill on the amount that you pay for rental. Example if the rental is RM 3,000 per month, split by your company and another company each pay RM 1,500, you just need to selfbill RM1,500.

CITY TECH SOLUTION (M) SDN BHD https://www.citytechsolution.com.my

What if I miss out my self-bill?

You need to perform the miss out self-bill to fulfil compliance. We think that as long you try your best to comply with e-Invoice, should be no major issue.

CITY TECH SOLUTION (M) SDN BHD https://www.citytechsolution.com.my

If import small items or less quantity which not intended to be placed into purchases, do I need to perform self-bill?

You can treat these items as staff claim with company policy stating that these are eligible to be claimed from company staffs so that you do not need to perform self-bill.

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What if I pay cash as commission. Do I still need to perform self-bill?

Yes, regardless of what payment method you use to pay these commission, you will need to perform self-bill.

CITY TECH SOLUTION (M) SDN BHD https://www.citytechsolution.com.my

What if I receive foreign income / commission?

You will need to issue an e-Invoice where you are the supplier (receiver of income) and bill to the buyer (payor of income).

CITY TECH SOLUTION (M) SDN BHD https://www.citytechsolution.com.my

Who to self-bill for Google Ads?

You will need to see the bill is from who. If is from Google Malaysia, they are supposed to e-Invoice you. If the invoice is from overseas such as Google HQ, then only you will need to perform self-bill.

CITY TECH SOLUTION (M) SDN BHD https://www.citytechsolution.com.my

Staff claim if request e-Invoice need to provide TIN number?

For staff claim if you request your staff to request e-Invoice from the supplier, it is the best to provide your company TIN number so they can e-Invoice to your company. However, if that is not possible, providing staff’s TIN or IC to get e-Invoice. *Without e-Invoice is still possible when you have company policy stating that staff is eligible to perform such claim.

CITY TECH SOLUTION (M) SDN BHD https://www.citytechsolution.com.my

Staff claim can perform Consolidated self-bill?

Staff claim is not required to perform self-bill. As long your company policy state that staff is eligible to perform such claims, the normal receipts / bill / invoice is sufficient to be supporting document for tax purposes.

CITY TECH SOLUTION (M) SDN BHD https://www.citytechsolution.com.my

Tax entity is to key customer information or own company information?

Tax entity in AutoCount is like a tax profile. It is used for your own company, customer and even supplier that requires to self-bill.

CITY TECH SOLUTION (M) SDN BHD https://www.citytechsolution.com.my

If we don’t have client’s TIN number, any way AutoCount able to help us?

AutoCount has a few ways to assist on such matter. i) Get TIN function in Debtor Maintenance – Users can make use of our Get TIN function to generate a link and send this link to their customer to fill up their details. After filling such details, users just need to access back this function and the company details filled will be automatically pulled back and user does not need to key in anything in the system. User can perform this function to send out links by a batch of customers, so they do not need to do it 1 by 1. ii) Search TIN – Users can make use of search TIN functionality in our Tax Entity. As long you have your customer BRN number, you can search out their TIN number. This function is under development and should be available soon.

CITY TECH SOLUTION (M) SDN BHD https://www.citytechsolution.com.my

If client agree to share their company details in AutoCount, how can we access them?

User just need use the Get TIN function in Debtor Maintenance. At the Get TIN function, there is a search function. User can search by TIN, BRN or Company Name to obtain their information.

CITY TECH SOLUTION (M) SDN BHD https://www.citytechsolution.com.my

MSIC code must fill in?

If the Tax Entity by any chance will be in the “Supplier” side, usually we will fill in the accurate MSIC Code. If the Tax Entity is for the “Customer” side, you can just fill in “00000 – Not Applicable”.

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If my company only practice Consolidated e-Invoice. Do I still need to fill in Tax Entity for my customer?

If your company only practice Consolidated e-Invoice, there is no need to fill in Tax Entity for your customers. You just need to fill in the Tax Entity for your own company will do.

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Invoice that is expired still exists in AutoCount. Can we edit those invoices?

Invoice that is expired are not allowed to edit. It serves as a record purpose only in AutoCount and does not affect your Accounts or Stocks. If you do not want the system to automatically mark your invoices as expired, you can adjust this setting at Tools > Options > General > Approval Workflow. Kindly set the Unapproved documents will be automatically marked as expired after “xx” days to a very large number so it will not trigger the expired automatically

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E-Invoice date is which date? My invoice date or approved date?

The e-Invoice date shown in MyInvois Portal is always your submission date.

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Customer rejects my invoice within 72 hours, can I edit back the same invoice and resubmit again?

If you accept the customer reject, the correct step should void the mentioned invoice and create a new invoice with the amended information and submit again.

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If customer request for e-Invoice later, can I edit my approved invoices?

Yes, if the invoice had not submitted as e-Invoice or calculate into Consolidated e-Invoice, you are still able to edit the approved invoice to put in the right tax entity for e-Invoice submission. Do note that you will need to have the access right to do so.

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Sales Debit Note and Credit Note will submit to LHDN once we approve?

If your Sales Debit Note and Credit Note has Tax Entity information, yes we will submit it directly to LHDN once it is approved.

CITY TECH SOLUTION (M) SDN BHD https://www.citytechsolution.com.my

How long can I backdate my transactions?

As per FAQ by LHDN, there is no specific issuance time for e-Invoice, this means that you can backdate as long as you can. In AutoCount, you can make use of the “Issue Date” function to overcome this.

CITY TECH SOLUTION (M) SDN BHD https://www.citytechsolution.com.my

After submit e-Invoice and there is error in order placement, what can we do?

Assuming that this is a human mistake at the order placement side and not errors by LHDN. In such case, you can void / cancel this invoice within 72 hours and reissue a new invoice with the amended information. If the invoice had passed 72 hours, you will need to perform Debit Note or Credit Note for any adjustments.

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Do we need to self-bill for ARDN or ARCN?

Usually if you are billing or adjusting on the invoice that you had billed, you should use Sales Debit Note or Sales Credit Note to submit e-Invoice, not performing self-bill.

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Is it always consolidate e-Invoice for Cash Sale?

Not necessary. Any cash sale that comes with Tax Entity is submitted as an individual e-Invoice. If you are mandate to issue e-Invoice, that does not mean that you cannot use Cash Sale function, it means that you need to provide Tax Entity information regardless of which function you use that need to submit eInvoice.

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I create Purchase Invoice for foreign supplier and key in K1 in “Permit” column. When copy to self-bill, the K1 number is not seen anywhere.

The “Permit” field is not a field link to the Annexure in self-bill. This means that you will need to key when you perform the self-bill.

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If I already tick allow consolidate e-Invoice, is it every time I need to untick submit consolidate eInvoice if I wish to submit e-Invoice normally?

Your invoice auto ticks the consolidate e-Invoice is due to the relaxation period, not due to the setting of “Allow Consolidate e-Invoice”. As long your document date is before the relaxation period end date, it will always default to tick that option “Consolidate e-Invoice”

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Why Credit Note using Cash Sale Debtor cannot insert Tax Entity?

Please update your AutoCount version. We believe you are using an older version which are yet to support it at Credit Note.

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Currently my company use Cash Sale for billing from e-Commerce, walk in customers and company website sales. How to identify which bill need to consolidate?

We strongly recommend that you should split it to different debtor for your e-Commerce sales (Shopee, Lazada etc). This is because e-Commerce sales are not required to submit e-Invoice as it is being submitted on behalf by e-Commerce platform already. However, your walk-in customers and own website sales need to submit Consolidate e-Invoice (if the buyer does not request for e-Invoice).

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Can 1 PV issue 2 self-bill? Example pay rental with 2 landlord names

Yes, PV can be copied multiple times into self-bill. However, you will need to amend the information inside to split the figures and select the correct Tax Entity

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Is it important to put in referenced document at self-bill?

Our advice is always try to put in the referenced document whenever applicable.

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E-Invoice measurement must fill in the system?

e-Invoice measurement currently is not a mandatory field. You can leave it blank if do not wish to fill in.

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Creditor Maintenance need to assign Tax Entity?

For any creditor that you need to perform self-bill, it is advisable to assign the correct Tax Entity. This is because when you perform copy from related documents, we will know if this supplier is local or overseas and assign the correct TIN or General TIN for that self-bill document.

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If I pay royalty fees to overseas companies, what TIN number should I used?

If you pay royalty fees to overseas companies and wish to perform self-bill, you should use General TIN EI00000000030. If you are using AutoCount, you can leave the Tax Entity TIN number field empty and select the correct country will do. We will know this is an oversea company and use the General TIN accordingly.

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In AutoCount Tax Entity, should I key in the New BRN or Old BRN?

Currently both old and new BRN is supported as LHDN does not have any enforcement right now. However, LHDN recommends providing New BRN, and we would not know in future if this will be enforced. Personal opinion, it is better to use the New BRN if possible.

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During Cash Sale if choose Debtor with Tax Entity (TIN Info etc) and press Cash / Credit Sales / Multi Payment, will it direct submit e-Invoice to LHDN?

Yes, Cash Sales will follow the normal logic of Invoice as well. If the Debtor selected has Tax Entity, it will attempt to submit as e-Invoice, if the Debtor does not have Tax Entity, then it will be saved normally and used to calculate in Consolidated e-Invoice later.

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How to key if I got multiple MSIC Code?

If you have multiple MSIC Code, just key in the main MISC of your company at Tax Entity will do.

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If my company is Sole Prop or Enterprise, which category should I choose in Tax Entity? Business or Individual?

Sole Prop or Enterprise also consider as company as you will have BRN number. Please choose Business in this case.

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Do I need to create 1 Tax Entity for each debtor that I have?

You only need to create Tax Entity for debtor that requires e-Invoice only. This is usually if the debtor is a business entity. If the debtor is an individual or not business entity, and if they did not request for eInvoice, you can no need maintain Tax Entity for them as you can perform consolidated e-Invoice later. Do take note that this only applies if your industry is not the mandatory industry to submit e-Invoice for every transaction.

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What format to follow for Phone Number?

LHDN expects format of “+60330003000”. However, with AutoCount, you can put in dash or empty space as “+603-3000 3000” and the submission will not face any issue as our AIP server had special handle such format.

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How to key for foreign buyer phone number?

For foreign buyers, you can just key in their phone number as usual. We believe it will also consist of numbers and wont have any other special characters involved.

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Can non-AutoCount user get information from AIP Server?

Sorry, no.

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I have many new debtors to create in AutoCount, what is the best way to do it?

You can make use of our Import from Excel function to import your Debtor and Tax Entity in batch.

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I wish to bill or invoice my items without Item Code, just select the Account / GL Code. Is it possible?

Yes, it is still possible as Item Code is not a field required for e-Invoice. However, you will need to select the right classification code manually. UOM is also not a mandatory field so you may leave it blank.

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Draft Invoice can print?

Yes, invoice in draft status can be printed out as well. However, the invoice will have a “Draft” watermark.

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If I wish to issue Cash Sales, can I key the Tax Entity directly?

You can make use of AutoCount’s Cash Sale Debtor function where you can directly select or create Tax Entity by accessing it from the Cash Sale screen. It will save you a few steps from switching between interfaces.

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I have another system for billing, at the end of the month I will extract the sales and key in AutoCount. How do I submit such e-Invoice?

If you only need to submit Consolidated e-Invoice, you can just key those transactions in Sales Invoice, then after that run Consolidated e-Invoice to submit as Consolidated e-Invoice.

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Can I still create 1 PV for commission payment, combining all commission payments to agent?

Yes, you still can practice creating 1 PV for commission payment by combining all the amount. But when you perform self-bill, you will have to separate it out, each agent to 1 self-bill only. This is because commission payments not allowed to consolidate.

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For import invoice from overseas how to do?

Just key into your Purchase Invoice or AP Invoice as usual. After that go to Self-bill function and copy from this transaction to perform self-bill. Remember to key in your K1 form number in Annexure section.

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For staff claim can I still issue one PV to handle?

Yes, you may still practice as usual.

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How to check if my AutoCount had already linked to MyInvois Portal?

You can check at your Company Profile > e-Invoice tab. If there is a wording stated “Connected”, then it is already linked to your MyInvois Portal.

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Already upgrade my AutoCount, do we need to tick the Submit e-Invoice?

It will based on your start date, any transaction after your start date will be automatically mark “Submit e-Invoice”.

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All Category

If client unable to provide TIN number, can we issue invoice to them?

My company pays cleaner every week, can I self-bill every week?

Commission that is already done in payroll, still need to add the agent into Tax Entity to perform selfbill?

When should I use classification code 022 – Others?

Suppliers need to provide TIN number?

How do I know if my company is mandate to issue e-Invoice?

We are in the Construction industry and some of our customer does not require e-Invoice and does not provide us their TIN number. How should we handle?

If I receive service instead of goods from overseas company, do we need to do self-bill?

What about salaries, EPF, SOCSO, PCB?

For staff claims, some is e-Invoice, some is just normal receipt. How do we handle?

If customer had self-bill us, do we need to bill e-Invoice to them?

For online sales from own company websites, is it need to perform Consolidated e-Invoice?

Rental fee is it perform self-bill?

Foreign workers wages need to perform self-bill?

For submission of self-bill, can I submit after payment date 2 months later?

The bills for expenses need to upload verify on the same day?

What is MSIC Code? Is it Enterprise or Sole Prop will have also?

What if my customer is Association, Temple, Church, Private School etc?

Can I still perform Consolidated e-Invoice after relaxation period?

My company collects donation, do I need to issue e-Invoice?

I’m from XXX industry, how to key in my invoice after implementing e-Invoice?

How do I invoice if I wish to bill my own service or products and add on with some on behalf payments?

Do we need to login MyInvois Portal after submitting e-Invoice from AutoCount?

Can we perform Self-bill for commission payment purpose with earlier / backdate?

Will there be any problem if my supplier just bills me normal invoice due to exempted (did not reach 1M).

Consolidated e-Invoice to be done daily, weekly or monthly?

What if my customer has credit terms with us, any different way of handling for e-Invoice?

I am hiring part time workers on weekend. Do I need to perform self-bill?

My company rents office with another company. How to do self-bill?

What if I miss out my self-bill?

If import small items or less quantity which not intended to be placed into purchases, do I need to perform self-bill?

What if I pay cash as commission. Do I still need to perform self-bill?

What if I receive foreign income / commission?

Who to self-bill for Google Ads?

Staff claim if request e-Invoice need to provide TIN number?

Staff claim can perform Consolidated self-bill?

Tax entity is to key customer information or own company information?

If we don’t have client’s TIN number, any way AutoCount able to help us?

If client agree to share their company details in AutoCount, how can we access them?

MSIC code must fill in?

If my company only practice Consolidated e-Invoice. Do I still need to fill in Tax Entity for my customer?

Invoice that is expired still exists in AutoCount. Can we edit those invoices?

E-Invoice date is which date? My invoice date or approved date?

Customer rejects my invoice within 72 hours, can I edit back the same invoice and resubmit again?

If customer request for e-Invoice later, can I edit my approved invoices?

Sales Debit Note and Credit Note will submit to LHDN once we approve?

How long can I backdate my transactions?

After submit e-Invoice and there is error in order placement, what can we do?

Do we need to self-bill for ARDN or ARCN?

Is it always consolidate e-Invoice for Cash Sale?

I create Purchase Invoice for foreign supplier and key in K1 in “Permit” column. When copy to self-bill, the K1 number is not seen anywhere.

If I already tick allow consolidate e-Invoice, is it every time I need to untick submit consolidate eInvoice if I wish to submit e-Invoice normally?

Why Credit Note using Cash Sale Debtor cannot insert Tax Entity?

Currently my company use Cash Sale for billing from e-Commerce, walk in customers and company website sales. How to identify which bill need to consolidate?

Can 1 PV issue 2 self-bill? Example pay rental with 2 landlord names

Is it important to put in referenced document at self-bill?

E-Invoice measurement must fill in the system?

Creditor Maintenance need to assign Tax Entity?

If I pay royalty fees to overseas companies, what TIN number should I used?

In AutoCount Tax Entity, should I key in the New BRN or Old BRN?

During Cash Sale if choose Debtor with Tax Entity (TIN Info etc) and press Cash / Credit Sales / Multi Payment, will it direct submit e-Invoice to LHDN?

How to key if I got multiple MSIC Code?

If my company is Sole Prop or Enterprise, which category should I choose in Tax Entity? Business or Individual?

Do I need to create 1 Tax Entity for each debtor that I have?

What format to follow for Phone Number?

How to key for foreign buyer phone number?

Can non-AutoCount user get information from AIP Server?

I have many new debtors to create in AutoCount, what is the best way to do it?

I wish to bill or invoice my items without Item Code, just select the Account / GL Code. Is it possible?

Draft Invoice can print?

If I wish to issue Cash Sales, can I key the Tax Entity directly?

I have another system for billing, at the end of the month I will extract the sales and key in AutoCount. How do I submit such e-Invoice?

Can I still create 1 PV for commission payment, combining all commission payments to agent?

For import invoice from overseas how to do?

For staff claim can I still issue one PV to handle?

How to check if my AutoCount had already linked to MyInvois Portal?

Already upgrade my AutoCount, do we need to tick the Submit e-Invoice?