Self-billed e-invoices from Zoho CRM purchase orders

Audience: Shop owner (Admin), staff who record purchases Time: 5 minutes to set up, then 1 minute per purchase order

Some sellers cannot issue you an e-invoice: a foreign supplier, or an individual who is not in business (a freelancer, a part-time agent). LHDN expects you, the buyer, to issue a self-billed e-invoice on their behalf. If you record these purchases as purchase orders in Zoho CRM, envoice files the self-billed e-invoice from the purchase order. For who must self-bill, see Self-billed e-invoices: the rules.

Screenshots are a sandbox demo with example data.

Before you start

Zoho CRM is connected to envoice. See Connect Zoho CRM to envoice.
Your Zoho CRM edition has the Purchase Orders module (Professional and above). Until envoice is on the Zoho Marketplace, the private install link works on Enterprise and above only.
Your envoice plan is Starter or above. Filing automatically at a purchase order status needs Pro.
If the envoice panel on a purchase order says self-billed purchase orders are not switched on for your shop yet, email [email protected]. Until then, file self-billed e-invoices in the envoice web app.

1. Reconnect once

envoice needs new access to read purchase orders and vendors. After the envoice extension updates in your Zoho CRM, the panel on a purchase order asks you to reconnect. The shop owner clicks Reconnect on the Zoho CRM invoices card in envoice (open your shop, then Zoho Integration).

envoice then adds its fields to your purchase orders, vendors and purchase order lines. You do not have to create them.

Where	Fields
Vendors	envoice TIN, envoice ID Type, envoice ID Value, envoice SST Registration, envoice Always Self-Bill
Purchase orders	envoice Self-Billed, envoice LHDN Incoterms, envoice LHDN Customs Form No, envoice LHDN FTA Info. Filled by envoice: envoice MyInvois UUID, QR Link, Status and Doc Type
Purchase order lines	envoice LHDN Classification, LHDN Tax Type, LHDN Tariff Code, LHDN Country of Origin, LHDN Tax Exemption Reason

envoice puts the fields on every Purchase Orders and Vendors layout you have when it sets them up. A layout you add later shows them under Unused Items: open the layout in Setup > Customization > Modules and Fields and drag them in.

2. Set up the supplier

envoice reads the supplier from the purchase order's Vendor, never from its Contact or billing address. On the Vendor, fill:

Country. A supplier outside Malaysia is always self-billed.
Email, Phone and the address. A blank phone files as 0000000000.
envoice TIN if the supplier has a Malaysian TIN. For a foreign supplier with no Malaysian TIN, leave it blank: envoice files LHDN's general TIN for foreign suppliers, EI00000000030.
envoice ID Type and envoice ID Value: for an individual, NRIC or PASSPORT and the number. With these and no TIN, envoice looks up the TIN on LHDN when you submit and saves it to the Vendor.
envoice Always Self-Bill: tick it for a Malaysian supplier you always self-bill, for example an agent paid commission.

3. Which purchase orders are self-billed

Vendor	envoice files a self-billed e-invoice when
Country outside Malaysia	Always
Malaysia, or no country	envoice Self-Billed is ticked on the purchase order, or envoice Always Self-Bill on the Vendor

Any other purchase order is not filed: a Malaysian business issues its own e-invoice to you. If the Vendor's country is spelt in a way envoice does not recognise, the pre-submit check says so. Correct it on the Vendor, or a foreign supplier is treated as Malaysian.

4. Submit from the purchase order

Set the purchase order's Status to anything but Created (a draft) or Cancelled, for example Delivered.
Open the purchase order and scroll to the LHDN MyInvois section. If it is missing, click Add Related List and pick it.
Read the pre-submit check. Red items block the submit; amber items are worth a look.
Click Submit as self-billed e-invoice.

envoice files it as a self-billed e-invoice (document type 11): the supplier is the seller and your shop is the buyer. The purchase order number, when it has one, becomes the e-invoice number. When LHDN validates it, the section shows the UUID and View on MyInvois, and envoice writes the UUID, QR link, status and document type onto the purchase order, plus a Note.

What the check tells you:

Self-billed: why this purchase order is self-billed (the supplier's country, or which box is ticked). For a Malaysian supplier with a BRN and a TIN, it reminds you that a business issues its own e-invoice, so self-bill it only for an LHDN self-billed case.
Supplier TIN: whether the Vendor has a TIN. Click Lookup TIN to find it from the Vendor's ID now. In a sandbox shop envoice does not look up TINs.
LHDN classification: a line with no code files as 036 (Self-billed: Others). Set envoice LHDN Classification on the line, or on its Product, to change it. The line's code wins over the Product's. A general code, such as the 022 (Others) new Products start with, files as given, and the check suggests looking for a self-billed code (033 to 037 or 045) that fits better.
Currency: purchase orders in another currency follow the same rules as invoices. See Invoices in other currencies in Connect Zoho CRM to envoice.

For an import, fill envoice LHDN Incoterms, envoice LHDN Customs Form No and envoice LHDN FTA Info on the purchase order when they apply.

envoice sends the supplier's name, ID, TIN, address and contact details to LHDN to file the e-invoice, and keeps them with it for 7 years as tax law requires. See the privacy policy. Questions or deletion requests: [email protected].

If this Zoho CRM organization files to more than one envoice shop, a purchase order always files under the default shop. The section says which.

5. Withholding tax note

Payments to a foreign supplier can carry withholding tax. When a self-billed e-invoice to a foreign supplier is validated, the section shows Withholding tax may apply with an estimate in RM, the LHDN form and the date to pay by. Track opens the withholding tax register in envoice. Dismiss hides the note on this purchase order until you close the browser tab. envoice only reminds you: paying LHDN is up to you.

6. Check the status or cancel

Click Check status to ask MyInvois again. Within 72 hours of validation, Cancel e-invoice cancels it on MyInvois: type a reason and confirm. After 72 hours, or once a note references it, issue a credit note instead. See Cancel or correct an e-invoice.

envoice does not lock a filed purchase order. Do not change a filed purchase order's lines or amounts: issue a note for any change.

7. Self-billed credit, debit and refund notes

Once the self-billed e-invoice is Validated, the section offers Issue credit note, Issue debit note and Issue refund note. They file as self-billed notes (document types 12, 13 and 14) and reference the self-billed e-invoice.

Credit note: you owe the supplier less, for example after a price correction or goods sent back.
Debit note: you owe the supplier more.
Refund note: the supplier has already paid money back to you.

Pick lines from the purchase order (type a quantity on each line to include) or one adjustment line, type the reason and click File on MyInvois. A refund note also asks for the facts of the refund, which Zoho CRM has no record of:

Refund received on: the date the money came back, not later than today.
Refund received by: how it came back, for example bank transfer.
Refund reference: the bank or supplier reference.
A tick that the supplier has already paid this amount back to you.

envoice keeps these with the refund note and adds them to the Note on the purchase order.

Credit and refund notes together cannot exceed the e-invoice total plus any validated debit notes. The section shows how much is left.

8. File automatically at a status

On the Pro plan, envoice can file each self-billed purchase order when its Status changes to a value you pick. It is off until you turn it on.

In envoice, open your shop, then Zoho Integration.
On the Zoho CRM invoices card, under Self-billed purchase orders, type the status in Auto-submit self-billed purchase orders at status, for example Delivered, and click Save. Only the shop owner can change it.
To turn it off, clear the field and click Save.

The envoice workflow rule in Zoho CRM then files a purchase order when its Status changes to that value. It skips a purchase order that is not self-billed, is already filed, or matches a Zoho Books self-billed e-invoice (see below). Created and Cancelled are never accepted as the status. If saving says envoice could not save the setting in Zoho CRM, update the envoice extension in Zoho CRM, then save again.

Also filed from Zoho Books?

File each purchase from one app only. If Zoho Books already filed a self-billed e-invoice for the same supplier name and the same amount in the same envoice shop, the pre-submit check names that bill, and submitting asks you to confirm it is a different purchase. Automatic filing skips it. envoice only warns when you file from Zoho CRM, and only when both apps file under the same envoice shop.

Copied purchase orders

When you clone a filed purchase order, Zoho CRM copies the envoice MyInvois fields. envoice clears them when you open the copy, so the copy files as a new self-billed e-invoice.

See your filings

Submission history in the LHDN MyInvois section opens the envoice tab in Zoho CRM, showing this purchase order and its notes. In envoice, the Zoho Integration page lists them too, as Self-Billed.

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