Self-Service Refund Note

A refund note confirms that money has been returned to the buyer. Use it when the business event involves a repayment rather than only a reduction of the original invoice value.

Important: Before creating a refund 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 refund note

  1. Open Self-Service → Refund Note.
  2. Select Create New Refund 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 the refunded lines.
  8. Review the footer totals and select Submit Refund Note.

The original-invoice selection establishes the billing reference. Confirm that the selected invoice belongs to the same customer and relates to the repayment being documented.

Complete refunded 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 refund amount agrees with the repayment made to the customer.

Bulk import using Import From Excel

Select Import From Excel to open the refund-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 refund note

Depending on its status, the workspace provides Edit Refund Note Header, Add Product/Item, Clone Refund Note, Delete Refund Note Draft, Void Refund Note, Cancel Refund 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 → Refund Note and confirm that the repayment information and original-document reference are correct.