Self-Service Debit Note

A debit note records additional charges relating to an earlier e-Invoice.

Important: Before creating a debit note, ensure that the selected outlet has a Short Name configured. Self-Service requires the Short Name and uses it as the document-number prefix.

Create a debit note

  1. Open Self-Service → Debit Note.
  2. Select Create New Debit Note.
  3. Select the Customer, Outlet Name, and applicable Original Invoices.
  4. Choose whether to use Auto-Generate Number. If it is off, enter the Document Code.
  5. Complete Document Date, Preferred Submission, LHDN Submission, Sale Type, Currency Code, and Currency Rate as applicable.
  6. Confirm the customer email and select Create.
  7. Select Add Product/Item and add each additional product, service, or charge line.
  8. Review the footer totals and select Submit Debit Note.

The original-invoice selection establishes the billing reference. Confirm that the selected invoice belongs to the same customer and is the document receiving the additional amount.

Complete additional lines and totals

For each line, verify the classification, category, item code, description, quantity, UOM, unit price, discount, tax type, tax rate, tax-exemption reason, and additional charges. Use Add for a new line or Apply Changes after editing.

Review subtotal, total discount, additional charges, rounding, total excluding tax, total tax, total including tax, and grand total. Confirm that the debit note contains only the additional value being documented.

Bulk import using Import From Excel

Select Import From Excel to open the debit-note CSV/TXT import screen. Download the current CSV template, upload the completed file, select Validate Data, review the result, and then select Import Now. Eligible records can be queued for background upload. See Bulk Import.

Maintain an existing debit note

Depending on its status, the workspace provides Edit Debit Note Header, Add Product/Item, Clone Debit Note, Delete Debit Note Draft, Void Debit Note, Cancel Debit Note, and Print Preview.

Deleting removes an unneeded draft. Voiding marks the AECloud document as voided. Cancelling requests cancellation of an eligible submitted e-Invoice. Enter the requested reason carefully for a void or cancellation action.

After upload, monitor LHDN Submission → Debit Note. Ensure the additional amount and original-document reference are correct.