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AutoCount Standard E-Invoice:
Understanding Approval Workflow

Introduction to AutoCount Standard E-Invoice Approval Workflow

The Approval Workflow Module in AutoCount Standard E-Invoice is designed to ensure accuracy, prevent unauthorized modifications, and maintain control over e-invoicing processes. By incorporating a structured approval system, businesses can enhance compliance, improve operational transparency, and minimize errors before submitting invoices to the LHDN MyInvois Portal. This guide will help you understand the approval workflow, its features, and how to maximize its benefits.

AutoCount Standard E-Invoice: Understand Approval Workflow

Overview of the Approval Workflow

The approval workflow ensures that e-invoices are reviewed and approved before submission to LHDN. Here’s how it works:

  • 1. Draft Submission

    Users or staff save e-invoices as drafts.

  • 2. Approval Request

    Drafts are submitted for approval by the designated approver.

  • 3. Approval or Rejection

    Approvers review the draft and either approve or reject it.

  • 4. Submission to LHDN

    Approved invoices are automatically submitted to LHDN, and validation results are returned.

  • 5. Draft Expiry

    Drafts not submitted for approval within the default period (10 days) will expire automatically.

Key Features of the Approval Workflow


1.   Invoice Interaction Features

The approval workflow module includes a range of tools and filters to streamline invoice management:

  • Approval Status Filters: Users can filter invoices by status, such as:
    • Draft
    • Awaiting Approval
    • Approved
    • Rejected
    • Void
    • Expired
  • Document Details:  Double-click or right-click on an invoice to view its full details, including approval and validation statuses (valid/invalid), and reasons for invalidation.
  • Multi-Select Options: Select multiple invoices using checkboxes to approve or reject them simultaneously, saving time for approvers.
  • Preview Valid Invoices: For valid invoices, click Preview > Invoice (Malaysia E-Invoice) to view the document in the required format, complete with QR codes.

2.  Options for Workflow Configuration

The approval workflow module can be customized based on business needs:

  • Document Types: Includes invoices, credit notes, debit notes, and self-billed invoices by default. Additional document types can be enabled as required.
  • Draft Expiry Settings: Adjust the default expiry period (10 days) for drafts via Tools > Options > Approval Workflow.

Roles and Responsibilities in the Approval Workflow

  • Requestor

    • Creates and saves e-invoices as drafts.
    • Submits drafts for approval.

  • Approver

    • Reviews submitted drafts.
    • Either approves or rejects invoices based on compliance and accuracy.
    • Approvers can approve their own drafts if required, providing flexibility for smaller teams.

Steps to Create And Approve a Standard E-Invoice

Step 1: Create a New Invoice

  1. Navigate to Sales > Invoice > New in AutoCount.
  2. Select the debtor and ensure the date is not a future date.
  3. Add item details and verify all required fields are complete.

Step 2: Save or Submit the Invoice

  • Save the invoice as a draft for later review, or submit it for approval immediately.
  • Approvers can review the draft and either approve or reject it.

Step 3: Submission to LHDN

  • Once approved, the invoice is automatically submitted to the LHDN MyInvois Portal.
  • The system updates the invoice status to Valid or Invalid, along with reasons for any invalidation.

Critical Rules and Restrictions in the Workflow

1. Canceling and Uncanceling Invoices

  • Invoices can only be voided within 72 hours of approval.
  • There is no “unvoid” function, so canceled invoices require issuing a credit note (CN) for adjustments.

2. Backdated and Future-Dated Invoices

  • Backdated invoices older than 72 hours will fail submission.
  • Future-dated invoices are not allowed for compliance reasons.

Advantages of the Approval Workflow Module

Improved Accuracy

The review and approval process ensures that only accurate and compliant invoices are submitted to LHDN.

Enhanced Control

By limiting who can approve and submit invoices, the module prevents unauthorized modifications.

Streamlined Management

Filters and multi-select options enable users to manage large volumes of invoices efficiently.

Regulatory Compliance

Ensures that all invoices adhere to LHDN standards before submission, reducing the risk of penalties.

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Conclusion

The Approval Workflow Module in AutoCount Standard E-Invoice is an indispensable tool for businesses aiming to maintain control and accuracy in their invoicing processes. By providing a structured review system, advanced filtering options, and seamless integration with LHDN, the module ensures regulatory compliance while streamlining operations.

FAQs

The module ensures invoices are reviewed and approved before submission to maintain accuracy and compliance.

Drafts not submitted for approval within the default period (10 days) expire automatically.

Yes, approvers can approve their own drafts, offering flexibility for smaller teams.

Invalid invoices are flagged with reasons for failure. Corrections must be made before resubmitting.

No, voided invoices cannot be reinstated. Adjustments must be made using a credit note (CN).

Backdated invoices older than 72 hours will fail submission to LHDN.

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