🔧 Feature: Accept & Reject Buttons for Purchases

We’re excited to introduce the Purchase Review Workflow featuring "Accept" and "Reject" buttons. This enhancement streamlines the invoice approval process and aligns with LHDN’s e-Invoice validation protocols.

✅ Accept Workflow

• Action: When the "Accept" button is clicked:

  • A notification email is sent to the supplier confirming the approval.

• Email Content:

  • Subject: Transaction Accepted: [Transaction ID]

  • Body:

    Dear [Supplier Name],

    We are pleased to inform you that your transaction [Transaction Number] has been accepted by [Customer Name].

    This acceptance confirms that your invoice has been reviewed and approved in accordance with the buyer’s internal validation process.

    Thank you for your submission. If you require further details or assistance, please reach out to the buyer directly or via your service provider’s support channel.

    Regards,
    Link4 success team

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❌ Reject Workflow

• Action: When the "Reject" button is clicked:

  • A mandatory reason field appears to capture the justification for rejection.

  • The rejection reason is submitted to LHDN (Inland Revenue Board of Malaysia) in accordance with e-Invoice requirements.

  • A rejection notification is sent to the supplier via email.

• Email Content:

  • Subject: Transaction Rejected: [Transaction ID]

  • Body:

    Dear [Supplier Name],

    We regret to inform you that your transaction [Transaction Number] has been rejected by [Customer Name].

    Reason for Rejection:
    "[Rejection Reason]"

    Please take appropriate action to resolve the issue based on the feedback provided. You may refer to your accounting software, e-Invoicing system, or service provider portal to view and respond accordingly.

    Kindly note that unless a credit note, debit note, or refund note is issued, this document remains valid within the LHDN MyInvois system.

    For any questions, please contact the buyer or your system administrator.

    Regards,
    Link4 success team

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⏱ LHDN Rejection Compliance Rules

• Rejection is permitted only once per document.

• Rejection must occur within 72 hours from the e-Invoice validation timestamp.

• After 72 hours, the Buyer must request the Supplier to cancel the transaction or to issue a credit note, debit note, or refund note for any changes.

📌 Important Note for Suppliers (Invoice Issuers)

Once an invoice is rejected by the customer, it will be not be indicated on the Link4 dashboard.

Please refer to the email notification to take any necessary action.

The rejected document remains valid in LHDN’s system unless rectified by cancelling or issuing a credit, debit, or refund note.

📌 Important Note for Customers (Invoice Recipients)

Once an invoice is rejected, it will be flagged as rejected and continue to appear in the Purchases section of the Link4 dashboard.

Rejection must occur within 72 hours of LHDN validation and can only be done once.

If the rejection window has lapsed, correction must be initiated by the supplier through a credit, debit, or refund note.

Note: Even after rejection, the document remains valid in LHDN’s records until amended.

🛠 Additional Notes

• Comprehensive error handling is in place for both email delivery and LHDN submission failures.

• The UI has been upgraded to seamlessly integrate Accept/Reject buttons in the Purchases interface.

• Users will receive alerts in the event of email delivery issues or failed submission to LHDN.

⚙️ How to Enable This Feature

To activate the Purchase Review Workflow:

1. Go to Settings > Account.

2. Enable: “Review Purchase”.
   

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If you need assistance or have any questions, feel free to contact our support team.