Manage supplier e-invoice for foreign or small domestic suppliers

Use this procedure to manage and track foreign or small domestic supplier invoices submitted to government authorities, oversee their governmental statuses, and manage feedback received from the government.

The Financial Business Messages (FBMs), which are used to create supplier invoices in (CMS560) and exchange information with government authorities are covered in a separate document within the country version configuration guide of the applicable country.

Introduction

In countries such as Malaysia, suppliers are generally responsible for issuing e-invoices. In cross-border transactions or when dealing with unregistered suppliers, the buyer must issue a self-billed e-invoice to ensure compliance. This requirement applies when the supplier cannot generate an e-invoice, such as in foreign transactions. You must track these invoices, monitor their government statuses, and manage feedback including e-invoice details and error messages from government authorities.

Limitations

A parallel invoice number with reference type=2 is a combination of the government invoice series and the number from 'Supplier E-Invoice Header. Open' (CMS560). This number is not displayed in 'Accounts Payable. Change Separate Invoice' (APS201).

Supplier e-invoice header

Invoices from foreign or small domestic suppliers that are not linked to the local e-invoice system are displayed in 'Supplier E-Invoice Header. Open' (CMS560). You can create the information using the API 'CMS560MI'. This information is used by an electronic message, for example, or created manually by using F14 in (CMS560). This program retrieves supplier invoice information, such as currency and base country, from the accounts payable ledger and general ledger. It stores government invoice details, including status, date and time, feedback status, detailed status, and government ID. Upon receipt from authorities, the combination of the government invoice series and number is recorded in the table for supplier parallel invoice numbers (FPAPRN) with reference type=2.

Follow these steps

Follow these steps to manually create a supplier e-invoice header:

Start 'Supplier E-Invoice Header. Open' (CMS560/B).
On the (CMS560/B) panel, click 'Actions' and select F14-'Create manual invoice'.
On the (CMS560/M) panel, specify the supplier, supplier invoice number, and invoice year that exist in the accounts payable ledger but are not yet recorded on (CMS560/B).
Click NEXT to create the header and return to (CMS560/B).

Follow these steps to resend the supplier e-invoice after it is rejected by the government:

On the (CMS560/B) panel, select the supplier e-invoice header rejected by the government with government invoice status 40.
Select related option 21='Recreate'.
The supplier e-invoice header government invoice status is set to 45-Resent.

Follow these steps to manually accept the supplier e-invoice:

On the (CMS560/B) panel, select the supplier e-invoice header to manually accept based on government feedback.
Select related option 22='Accept government invoice'.
The supplier e-invoice header government invoice status is set to 90-Accepted.

Supplier e-invoice government information

The program 'Supplier E-Invoice Govt Info. Open' (CMS561) shows the types of government feedback:


Government feedback type	Description
1=Government information	You can view different types of information received from the government regarding the e-invoice for the supplier such as QR code, user ID, and so on.
2=Error log	You can view additional information about the reasons for delivery failure or rejection for the e-invoice for the supplier. You can manually delete this type of government feedback.

For both types of government feedback, you can view details about the government information type, sequence number, subsequence number, status date, status time, and a detailed text field with a length of 1024. You can create this type of government information through the API CMS561MI.