Access UBS eInvoicing FAQ
What is Access UBS eInvoicing?
Access UBS eInvoicing is a digital invoicing solution that streamlines the process of sending and receiving invoices electronically. It helps businesses improve efficiency, reduce errors, and ensure compliance with regulatory requirements.
What are the benefits of using Access UBS eInvoicing?
The benefits include:
- Reduced paperwork and manual entry errors.
- Faster processing times and quicker payments.
- Enhanced accuracy and compliance with tax regulations.
- Improved cash flow management.
- Reduced carbon footprint through paperless transactions
How does Access UBS eInvoicing work?
Access UBS eInvoicing automates invoicing by generating, sending, and receiving invoices electronically. It integrates with your existing accounting and finance systems to streamline operations and record all transactions accurately.
Can Access UBS eInvoicing integrate with my existing accounting software?
Yes, Access UBS eInvoicing is designed to integrate seamlessly with various accounting and ERP systems, ensuring a smooth transition and uninterrupted workflow.
Is Access UBS eInvoicing compliant with local tax regulations?
Yes, Access UBS eInvoicing complies with the latest tax regulations and standards, ensuring that all electronic invoices meet legal requirements.
How secure is Access UBS eInvoicing?
Access UBS eInvoicing uses advanced security measures, including data encryption and secure transmission protocols, to protect your financial information and ensure the security of all transactions.
Can we amend the invoice before transmitting it if it has already been approved?
Yes, you can amend the invoice. The status will change from "Approved" to "Review."
After the transaction is validated, is it possible to amend it?
No, you cannot amend a validated transaction. However, you may issue a credit note to adjust the invoice.
Do we need to re-enter existing customer information?
No, you do not need to re-enter existing customer information. However, revisiting and updating existing customer information is advisable to ensure accuracy and completeness.
How do I get started with Access UBS eInvoicing?
To get started, you can contact our sales team for a detailed consultation. We will guide you through the setup process and help you integrate the solution with your existing systems.
What kind of support is available for Access UBS eInvoicing users?
Access UBS offers comprehensive support, including user guides, online resources, and a dedicated customer support team to assist with any issues or questions you may have.
Is the self-billing function available in the UBS system? Can we import self-billing directly from LHDN to UBS?
Yes, the self-billing function will be available soon.
If we are paying annual maintenance, which is Access Cover, do we need to pay extra for the latest software version and eInvoicing functions?
No, as long as you keep your Access Cover up to date, you have access to every new release of the software without extra cost.
Can Access software use free Gmail.com or Yahoo.com accounts to transmit invoices to LHDN and send e-invoices to customers?
You must have Outlook installed on your machine. Alternatively, you can download the attachment from UBS and email it externally.
How do I issue an eInvoice (Cash Sales) for a walk-in customer without customer information?
UBS has a Cash Sales feature that allows you to issue eInvoices for walk-in customers without needing their information.
How does the system handle invoices that have been rejected by LHDN?
The reason for rejection can be viewed in UBS. You can opt to resubmit the invoice or issue a new one.
Is it necessary to have Microsoft Windows 10 to support the latest version of Access?
Yes, the minimum requirement is Windows 10.
We only have the Accounting & Billing package. Can we use the eInvoicing function, or do we need to have the Inventory & Billing package?
The eInvoicing function is also available in the Billing package.
What is the cost of Access UBS eInvoicing?
Access UBS eInvoicing is free of charge for active users of our UBS accounting, billing, and inventory modules, provided there are no third-party costs involved from government agencies or their partners. Please get in touch with our sales team for a customized quote.
Can Access UBS eInvoicing handle multiple currencies and languages?
Yes, Access UBS eInvoicing supports multiple currencies and languages, making it suitable for businesses operating in international markets.
Can the UBS eInvoicing system be used for multiple companies?
Yes, the UBS Nine license supports unlimited companies.
Does the test mode show real-time data, and can we issue invoices in real-time while testing before going live?
No, there are two separate databases. Initially, the system will copy the live database to the test database folder. After that, actions in test mode do not affect the live database.
Can we include "The document is computer generated. No signature required"?
Yes, this is already available in our template.
Are all customer setting fields compulsory?
Please check with LHDN or your tax agent, as different businesses may have different required fields.
How do we add a service in UBS?
If you are referring to a service item in UBS, you can go to Maintenance > Service Maintenance
For customer email addresses, is only one email address allowed?
Currently, the LHDN API supports only one email address, but UBS supports multiple email addresses.
Do we need to re-enter all current items/products from UBS Billing into the eInvoicing module?
No, there is no need to re-enter them.
How can we check if our Access Cover maintenance is active?
You can check the software's status by going to the license details screen in the settings. Alternatively, you can contact Access or your partner for assistance. Access Cover is paid annually, so you are covered if you have paid for it in the last 12 months.
What should we do if we buy from an overseas seller who does not use eInvoicing? Can that overseas invoice be taken as expenses?
Yes, you can use a self-billed invoice for this purpose.
Is the eInvoicing feature only available in Modern View? We are currently using Classic View.
The eInvoicing feature is only available in Modern View.
For transmitting data to LHDN, when should we use Peppol vs. Direct API to LHDN?
UBS currently supports only LHDN direct submission. Read more on Peppol vs MyInvois Portal.
Is there a mobile app available for Access UBS eInvoicing?
Currently, Access UBS eInvoicing is designed for desktop use, but the platform is continually being updated to meet the evolving needs of our users. Check our website for the latest updates on mobile compatibility.
Who is eligible for the free eInvoicing feature?
Active users of UBS accounting, billing, and inventory modules are eligible for the free eInvoicing feature, provided there are no third-party costs from government agencies or their partners.
If I don't have Access Cover maintenance, do I have to pay for every upgrade version?
No, if you currently don't have Access Cover, we have a cashback offer ending 30th June 2024 that allows you to upgrade to the latest version and receive 12 months of Access Cover. At the end of these 12 months, we recommend renewing your Access Cover to continue having access to the latest software versions.
What capabilities will the UBS eInvoicing feature include?
The UBS eInvoicing feature will include:
- Submission of eInvoices to LHDN through their API.
- Monitoring the status of eInvoices.
- Approval or rejection before transmission to LHDN.
- Ability to modify invoices until validation.
- Data mapping to comply with ISO standards.
- Generation of PDF invoices with QR Codes and Unique Identifier Numbers (UINs).
- Options for individual, batch, or consolidated invoice sending.
- Handling self-invoicing from AP invoice entries.
- Supporting email delivery of PDF invoices.
- Automatic storage of PDF invoices with transaction records.
- Utilizing iAssist for transaction management.
- Quick retrieval and resend of PDF invoices.
- Plus, more features to enhance efficiency and productivity.
How can businesses verify the validity of their eInvoices?
Businesses can verify the validity of their eInvoices through the LHDN MyInvois Portal using the provided QR Code and Unique Identifier Number
When will the beta testing for the eInvoicing feature begin?
Beta testing for the eInvoicing feature will begin in June 2024 with selected customers.
How can customers participate in the beta testing phase?
Customers interested in participating in the beta testing phase can submit requests, and selected customers will be accommodated based on various criteria such as size, structure, and industry.
What should customers do if they are concerned about their current provider's readiness for eInvoicing?
Customers concerned about their current provider's readiness for eInvoicing are encouraged to reach out to The Access Group for assistance and support through the transition to electronic invoicing.
Where can customers find more information and resources about the eInvoicing feature?
Customers can find more information and resources in the Access Customer Lounge, including on-demand webinars. If you have any further inquiries, please contact our support team or visit our website for detailed information and updates on our eInvoicing feature.
Should I email approved invoices to clients/buyers after they are verified by the IRB portal?
Yes, emailing the LHDN-verified e-invoice to your buyer(s) is recommended. If you use Outlook, you can email directly from the UBS solution. You can download the document for other email clients and then email it.
Can Cash Sales include a QR code for customers to scan and fill in eInvoicing details, which are then automatically sent to LHDN for approval?
LHDN allows Cash Sales of general buyers to be grouped into a Consolidated Invoice format for verification. Ensure compliance with the rules of 100 lines and 5MB.
Can customer-required fields like TIN number, address, and email be auto-filled from the UBS database to avoid manual entry?
No, the customer database should already contain the necessary billing information. Ensure these details are properly set up in the system before starting eInvoicing. TIN is the only new requirement.
Can UBS eInvoicing handle the volume of transactions for a client generating 1800 to 2000 invoices monthly?
UBS eInvoicing functionalities are available in the Billing module. Consider how you plan to submit e-invoices to LHDN—whether piecemeal or in batches, daily or monthly.
Do dividends and foreign income need to be declared through eInvoicing?
Yes, as long as they are part of business reporting under self-billed invoice arrangements.
How do we submit claims to the government? Is eInvoicing required for government transactions?
Yes, eInvoicing ensures the government can validate billing legitimacy for payment.
How does digital signature work in UBS billing?
Digital signatures are compliant with the Malaysia Digital Signature Act of 1997 and are aligned with LHDN e-invoice practices. Currently, based on LHDN requirements, UBS customers who are going live do not need a digital signature. Further details will be provided in our upcoming webinar in July.
If an error occurs during submission to LHDN MyInvoice Portal, can users amend and resubmit the JSON format?
Yes, errors during submission mean the invoice is not validated and can be edited and resubmitted.
Can UBS generate a draft invoice copy for buyers to review before submission to LHDN?
Under e-invoice implementation, invoices not verified by LHDN are considered "Non Validated" and are akin to drafts.
How does Access UBS generate self-billed invoices from payment vouchers, e.g., commissions to third parties or rental payments to non-taxpayers?
Users must manually create self-billed invoices using the eInvoicing functions.
Will eInvoicing affect previously customized invoices and other documents like debit notes and credit notes?
Customize current templates to include QR codes and other eInvoicing details. A guide will be provided later.
Is there an eInvoicing feature in BSM and POS? How does BSM integrate with eInvoicing?
Currently, eInvoicing is only available in the Billing module.
Does UBS support API submission for eInvoicing?
Currently, direct submission to LHDN is supported.
How can we maintain Trade Debtors' and Non-Trade Debtors' TIN numbers since Access UBS does not have a separate menu screen for maintaining Debtors?
This functionality is available within the eInvoicing functions.
Is there an option to efficiently update required debtor/creditor fields other than manual updates, such as template updates, cloud updates, or other methods?
Configuration and mapping fields are available within the eInvoicing functions for such updates.
Is the UBS eInvoicing system confirmed to be released in July 2024? If so, what is the exact release date?
It is scheduled for mid-July.
When is the UBS eInvoicing system expected to be approved by LHDN?
There is no specific approval process by LHDN; depth sandbox testing is conducted to ensure all requirements are met.
Is there an MSIC column for Customer and Supplier? Is MSIC a mandatory field?
MSIC is not available in the Test Mode version. It will be included in the upcoming release.
What is the recommended screen resolution to view everything without scrolling horizontally?
A resolution of 100% or 125% is recommended.
Will consolidated eInvoicing combine invoice and cash sales together?
In Phase 1 of the release, it is advisable to separate invoices and cash sales. Invoices will require a TIN, which is not mandatory for cash sales.
Where can I obtain the Client ID & Client Secret?
You need to apply for these credentials from LHDN.
