Reconcile every month with the export

Your e-invoices are legal tax records. A short monthly check makes sure every sale was filed once, and only once, and that nothing is left stuck.

Step 1: export the month

  1. Open Documents.
  2. Open Reports, then Monthly, and choose the month.
  3. Download the report. It comes as Excel, PDF or CSV.

The Summary sheet shows total documents, subtotal, tax and total, how many were validated, and breakdowns by status, by document type, and consolidated versus individual. The Details sheet has one row per document with the buyer, buyer TIN, amounts, payment type, status and LHDN UUID.

For any other period, use Custom range and pick the dates.

Step 2: check these five things

  1. Totals match your sales records. Compare the report total with your POS, bank or accounting system for the same month. Remember that walk-in sales appear in the consolidated e-invoice.
  2. Nothing is left unfiled. Look at the status breakdown. Anything Failed, Rejected or still Submitted needs action. See Why was my document rejected?.
  3. The consolidated e-invoice was filed. The month should have a validated consolidated e-invoice, filed within 7 days after month end.
  4. No sale was filed twice. Scan the Details sheet for the same buyer and amount on two documents. If a sale was filed twice, cancel one within 72 hours, or issue a credit note after that.
  5. Corrections are in place. Every refund or return in your books should have a matching credit note or refund note.

Step 3: hand it over

Send the report to your accountant or tax agent. Keep a copy with your own records. LHDN stores validated e-invoices, but it still expects you to keep sufficient records of each transaction.

Related articles