Sales document statuses

This page is for anyone who works with Receivables. It explains the status chip you see on each sales invoice, credit note, debit note and customer receipt.

These are the standard steps. Your administrator can change your organization’s workflows, so your buttons and steps may differ.

Invoices and debit notes

Draft ──Issue──▶ Issued ──Void──▶ Cancelled
  └──Withdraw──▶ Withdrawn

Status	What it means	What happens next
Draft	Being prepared. No number yet; the list shows Draft. Nothing is in the books.	The preparer can change it (Save draft), issue it (Issue invoice or Issue debit note) or Withdraw it.
Issued	Numbered, dated and recorded in the books. The customer owes it. It cannot be changed.	Record the customer’s payment as a receipt. Correct it with a credit note.
Withdrawn	A draft that was abandoned, with a reason. It never got a number and was never in the books.	Nothing. It is kept for the record.
Cancelled	An issued document that was voided. Its entry in the books was reversed. It keeps its number.	Nothing. Issue a new document if needed.

An issued invoice that has been fully paid still shows Issued. To see what is left to pay, open it and look at Outstanding, or show the Outstanding column in the list.

Credit notes

Draft ──Submit──▶ Pending approval ──Approve and issue──▶ Issued ──Void──▶ Cancelled
  │                     └──Reject──▶ Rejected ──Revise──▶ Draft
  └──Withdraw──▶ Withdrawn

Status	What it means	What happens next
Draft	Being prepared	The preparer selects Submit, or Withdraws it
Pending approval	Waiting for a second person, by default the owner	They select Approve and issue or Reject
Rejected	Sent back, with the approver’s reason	The preparer selects Revise, fixes it and submits again
Issued	Numbered and recorded in the books. Applied to its invoice.	Apply any leftover credit to another invoice
Withdrawn	A draft that was abandoned	Nothing
Cancelled	An issued credit note that was voided	Nothing

The person who prepared a credit note cannot approve it.

Receipts

Draft ──Record receipt──▶ Received ──Void──▶ Voided
  └──Withdraw──▶ Withdrawn

Status	What it means
Draft	Saved but not recorded. Nothing is in the books.
Received	Recorded, numbered and in the books. Its money is applied to invoices or held on account.
Voided	Recorded, then voided by a second person with a reason. Its entry and applications were reversed.
Withdrawn	A draft that was abandoned

Voiding an issued invoice, credit note or debit note

Void is for a document that was sent as an e-Invoice and whose e-Invoice ended up Invalid, Not sent or Cancelled (see the e-Invoice panel below). It needs a reason, and by default only your organization’s owner can do it. In every other case it is refused:

Situation	What you see when you try to void
The document was never sent as an e-Invoice	“This document was not sent as an e-Invoice. Correct it with a credit note.”
The e-Invoice is still being validated	“The e-Invoice is still being validated by LHDN. Try again in a minute.”
The e-Invoice is valid at LHDN	“Cancel the e-Invoice first (within 72 hours of validation). After that, issue a credit note.”
Receipts or credit notes are applied to it	“This document has payments or credit notes applied to it. Void those payments or reverse the offsets first.”

So for an ordinary mistake on an issued invoice, issue a credit note. Voiding cannot be undone.

The e-Invoice panel

If your organization sends e-Invoices, an issued document’s side panel shows an e-Invoice box near the top with its e-Invoice status:

e-Invoice status	Meaning
Queued, Sending	Waiting to go to LHDN, or on its way
Awaiting validation	Sent; LHDN has not answered yet
Valid	Accepted. The box shows the e-Invoice UUID, when it was Validated, a Copy link button for the validation link, and until when it Can be cancelled
Invalid	Refused by LHDN, with the reason
Not sent	Sending failed, with the reason
Cancelled	Cancelled at LHDN

People who manage e-Invoices also see Retry, Record portal check and Cancel e-Invoice here when they apply. Cancelling tells LHDN first, then voids the document and reverses its entry; it cannot be undone. Your adviser must confirm when an e-Invoice should be cancelled rather than corrected with a credit note.

If there is no e-Invoice box, the document has not been sent as an e-Invoice.