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faq [2026/05/09 03:44] – [Jobs & Scheduling] chillhubadminfaq [2026/05/11 06:35] (current) – [System Setup] chillhubadmin
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-====== Chillhub FAQ ====== +====== Chillhub FAQ ====== 
-  +
-===== Invoice Issuance & e-Invoice Submission ===== +
-++++ Customer does not provide information — how to submit e-Invoice? | +
-If **partial customer information** is available +
-  * Fill in the Customer fields with the available details and enter “NA” for any missing information +
-  * In the LHDN e-Invoice section, enable **“Submit as Consolidated e-Invoice”** +
-  * Save the invoice as usual+
  
-If **no customer information** is available +===== General =====
-  * Enable **Anonymous Sales** (Customer fields will be disabled) +
-  * Save the invoice as usual +
-  * The transaction will be submitted as **Consolidated e-Invoice** to LHDN +
- +
-However, if the customer requests an e-Invoice (e.g. B2B transactions), full customer details must be obtained before submission.+
    
-++++ 
-  
-++++ How does Chillhub facilitate the submission of a consolidated e-invoice? | 
-  
-Chillhub submits all consolidated e-Invoices individually, with automatic submission scheduled **7 days** after the invoice is issued. 
  
-This allows the seller time to submit the invoice as an individual e-Invoice if requested by the customer.+++++ How can I track who made changes to records and when in the system? |
    
 +  - From **Main Menu** -> **Operational Data** -> **Audit Trail**
 +  - Add one or more **Criteria** to filter results:
 +    * **Date From/To** - View activities within a specific date range
 +    * **Entity Type** - Select the type of record (e.g. Invoice, Sales Order, Product)
 +    * **Action** - Type of activity performed (e.g. Create, Update, Delete)
 +    * **Username** - User who performed the action
 +    * **Transaction Ref.** - Reference number of the related document
 +    * **Changes** - Details of what was modified in the record
 +  - Click **Search** to view the matching audit trail records. 
 ++++ ++++
-  
-++++ I have issued an invoice with the Consolidated e-Invoice option enabled. How can I edit it? | 
-  
-This depends on the time elapsed after issuance: 
-  
-**Before the consolidated e-Invoice is submitted (within 7 days of issuance)** 
-  * You can edit the invoice 
-  * Complete the customer details 
-  * Disable the **Submit as Consolidated e-Invoice** option 
-  * Save the invoice as usual. 
-  
-**If the consolidated e-Invoice has already been submitted:** 
-  * **Within 72 hours** 
-    * You can cancel the invoice 
-    * Then issue a new invoice with the updated information 
-  * **After 72 hours** 
-    * Issue a Credit Note to reverse the original invoice 
-    * Then issue a new invoice with the updated information 
-  
-++++ 
-  
-++++ If a customer provides incorrect information and I have already submitted an e-Invoice, how can I edit it? | 
-  
-This depends on how much time has passed since submission to LHDN MyInvois: 
-  
-**Within 72 Hours** 
-  * You can cancel the invoice  
-  * Then issue a new invoice with the updated information 
-  
-**After 72 Hours** 
-  * Issue a Credit Note to reverse the original invoice 
-  * Then issue a new invoice with the updated information 
-  
-++++ 
-  
-++++ Why am I unable to edit an invoice after saving it as Issued? | 
-  
-An invoice is a legal document. Once it is saved as Issued, it becomes a formal financial record. Allowing modifications after it has been sent to a customer or reported to tax authorities may lead to compliance issues. 
  
-Any changes must therefore be made through proper adjustments, such as issuing a Credit Note or cancelling the invoice. +++++ How many decimal places does Chillhub support? | 
- +Chillhub supports different decimal precision depending on the field: 
 +  * Purchase Invoice Item Unit Price - up to **6 decimal places** 
 +  * Item quantities - up to **4 decimal places** 
 +  * Monetary fields (totals, amounts) - up to **2 decimal places** 
 + 
 +Note: Purchase Invoice Item Unit Price supports the higher precision (6 decimals) to handle rounding differences when allocating supplier invoice amounts across items.
 ++++ ++++
-  
-++++ After how many days can I no longer cancel an invoice and must issue a credit note? | 
-  
-According to the [[https://www.hasil.gov.my/media/fzagbaj2/irbm-e-invoice-guideline.pdf|e-Invoice guidelines (2.3.6)]], cancellations can only occur within ***72 hours of validation***. After this period, adjustments must be made through a debit or credit note, rather than modifying the original e-Invoice directly. 
-  
-++++ 
-  
-  
 ===== Sales ===== ===== Sales =====
    
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   - Click Save   - Click Save
 ++++ ++++
 +
 +===== Invoice Issuance & e-Invoice Submission =====
 +++++ Customer does not provide information — how to submit e-Invoice? |
 +If **partial customer information** is available
 +  * Fill in the Customer fields with the available details and enter “NA” for any missing information
 +  * In the LHDN e-Invoice section, enable **“Submit as Consolidated e-Invoice”**
 +  * Save the invoice as usual
 +
 +If **no customer information** is available
 +  * Enable **Anonymous Sales** (Customer fields will be disabled)
 +  * Save the invoice as usual
 +  * The transaction will be submitted as **Consolidated e-Invoice** to LHDN
 +
 +However, if the customer requests an e-Invoice (e.g. B2B transactions), full customer details must be obtained before submission.
 + 
 +++++
 + 
 +++++ How does Chillhub facilitate the submission of a consolidated e-invoice? |
 + 
 +Chillhub submits all consolidated e-Invoices individually, with automatic submission scheduled **7 days** after the invoice is issued.
 +
 +This allows the seller time to submit the invoice as an individual e-Invoice if requested by the customer.
 + 
 +++++
 + 
 +++++ I have issued an invoice with the Consolidated e-Invoice option enabled. How can I edit it? |
 + 
 +This depends on the time elapsed after issuance:
 + 
 +**Before the consolidated e-Invoice is submitted (within 7 days of issuance)**
 +  * You can edit the invoice
 +  * Complete the customer details
 +  * Disable the **Submit as Consolidated e-Invoice** option
 +  * Save the invoice as usual.
 + 
 +**If the consolidated e-Invoice has already been submitted:**
 +  * **Within 72 hours**
 +    * You can cancel the invoice
 +    * Then issue a new invoice with the updated information
 +  * **After 72 hours**
 +    * Issue a Credit Note to reverse the original invoice
 +    * Then issue a new invoice with the updated information
 + 
 +++++
 + 
 +++++ If a customer provides incorrect information and I have already submitted an e-Invoice, how can I edit it? |
 + 
 +This depends on how much time has passed since submission to LHDN MyInvois:
 + 
 +**Within 72 Hours**
 +  * You can cancel the invoice 
 +  * Then issue a new invoice with the updated information
 + 
 +**After 72 Hours**
 +  * Issue a Credit Note to reverse the original invoice
 +  * Then issue a new invoice with the updated information
 + 
 +++++
 + 
 +++++ Why am I unable to edit an invoice after saving it as Issued? |
 + 
 +An invoice is a legal document. Once it is saved as Issued, it becomes a formal financial record. Allowing modifications after it has been sent to a customer or reported to tax authorities may lead to compliance issues.
 +
 +Any changes must therefore be made through proper adjustments, such as issuing a Credit Note or cancelling the invoice.
 + 
 +++++
 + 
 +++++ After how many days can I no longer cancel an invoice and must issue a credit note? |
 + 
 +According to the [[https://www.hasil.gov.my/media/fzagbaj2/irbm-e-invoice-guideline.pdf|e-Invoice guidelines (2.3.6)]], cancellations can only occur within ***72 hours of validation***. After this period, adjustments must be made through a debit or credit note, rather than modifying the original e-Invoice directly.
 + 
 +++++
 +
 ===== Purchase ===== ===== Purchase =====
    
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   - Save the delivery note and the purchase order.   - Save the delivery note and the purchase order.
 ++++ ++++
-===== Batch Import ===== 
-  
-++++ How to Batch Import Data into Chillhub? | 
  
-Refer to the guide below: 
-[[batch_import|Batch Import Guide]] 
- 
-++++ 
-  
 ===== Customer ===== ===== Customer =====
    
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 ++++ How can I create a recurring job? | ++++ How can I create a recurring job? |
    
-  - Go to {{mdi>calendar-month}} Scheduling at main menu  +  - Go to {{mdi>calendar-month}} **Scheduling** page 
-  - Select and click on the job entry +  - Select the job node in **Calendar View**  
-  - Click on the button  {{mdi>dots-horizontal?24}} +    * Alternatively, switch to the **List** tab and locate the job to be repeated 
-  - Select Repeat button {{mdi>calendar-repeat}}  +  - Click {{mdi>dots-horizontal?24}} button 
-  - Set the recurrence details: +  - Click {{mdi>calendar-repeat}} **Repeat** 
-    * Start Date and End Date +**Set recurrence details** 
-    * Frequency (Daily, Weekly, Monthly) +  - Enter **Start Date** and **End Date** 
-  - Click Generate Job +  - Select **Frequency** 
-  - Click Save+    * **Daily** – Job repeats every day 
 +    * **Weekly** – Job repeats on selected weekdays (weekday toggle buttons will appear) 
 +    * **Monthly** – Job repeats on selected days of the month (day selection toggles will appear) 
 +  - Enter **Every** to define the interval (e.g. every 2 weeks, every 3 months) 
 +**Generate and confirm jobs** 
 +  - Click the **Generate Job** button 
 +  - Review the generated jobs. Make any modification if necessary by clicking {{mdi>calendar-pencil}} button for the specific rows. 
 +  - Click **Save** to create the jobs.
    
 +[[schedule#recurrence_form|Scheduling Guide]]
    
 ++++ ++++
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 ===== Accounting ===== ===== Accounting =====
    
-++++ How can I confirm that all payments have already been reflected in the bank? |+++++ How can I perform bank reconciliation? |
    
-  - Go to Accounting +  - From **Main Menu** -> **Accounting** -> **Bank Reconciliation** 
-  - Click Bank Reconciliation +  - Select **Account** 
-  - Select Account and choose your bank account +  - Select **Month** or use the arrows to navigate. 
-  - Choose the month +  - Optionally, uncheck **Show Pending Reconciliation** to include already reconciled transactions. 
-  - Check "Show Pending Reconciliation" +  - Click **Fetch Transactions** button to load transactions for the selected account. 
-  - Click the button Fetch Transactions +  - Compare each transaction with your **Bank Statement** 
-  - Compare each transaction with your internal records +  - Tick the checkboxes for matched transactions, 
-  - If it matches, chek the checkbox +  - Click **Save** to complete the bank reconciliation.
-  - Repeat until all transactions are verified +
-  +
-++++ +
-  +
-++++ How can I check if a transaction has been edited? | +
-  +
-  - Go to Operation Data  +
-  - Click Audit Trail +
-  +
-Here, you can view: +
-  * Who made the changes +
-  * What changes were made +
-  * When the changes occurred +
-  +
-++++ +
-  +
-++++ How can I edit pricing in a bulk order? | +
-  +
-  - Go to Operational Data  +
-  - Go to Pricing +
-  - Click Download (in Excel) +
-  - Update the pricing in the Excel file +
-  - Upload the updated file (in Excel) +
-  - Click Submit+
    
 ++++ ++++
 +===== Sub-Users =====
 +++++  How do I enable the Sub-user add-on? |
 +Go to **User Menu** → **Subscription**.
  
-++++ How many decimal places does Chillhub support? | +In the **Add-On: 10 Sub-users** section, set the **Add-on Quantity** based on how many packs you need. Each unit represents **10 sub-users**. 
-**Chillhub supports different decimal precision depending on the transaction type and field:** + 
-  * Purchase quantity — up to 2 decimal places (e.g. 10.25) +For example: 
-  * Purchase amount — up to 4 decimal places (e.g. 10.2511) +  * Add On Qty 1 = up to 10 sub-users 
-  * Sales quantity — up to 2 decimal places (e.g. 10.25) +  * Add On Qty 2 = up to 20 sub-users 
-  * Sales amount — up to 2 decimal places (e.g. 10.25)+  * Add On Qty 3 = up to 30 sub-users 
 + 
 +Click **Save** to activate the add-on.
  
-Note: Purchase amount supports the highest precision (4 decimals) to accommodate minor rounding differences when keying in supplier invoices. 
 ++++ ++++
-===== Staff & Sub-Users =====+++++ How do I enable expense claim submission for employees in Chillhub |
    
-++++ How can I enable my staff to submit their claims to Chillhub? | +**Setup: Create Sub-User Role** 
-  +  - Open **Sub Users** from User Menu 
-**Step 1: Set Permission** +  - Select **Sub-user roles** tab 
-  - Go to Sub-Users +  - Click **New** button to create a sub-user role. 
-  - Click Sub-User Roles +  - Set permissions as follows: 
-  - Update settings: +    * For employees, set **Business Transaction** → **Expense** → **Self-Service** 
-    * Set Expenses → Self-Service +      * Permission to create, view, and submit **own expenses only**. Approval access is not allowed. 
-    * Set Accounting (Chart of Accounts) → Select Only +    * For approvers, set **Business Transaction** → **Expense** → **Full Access** 
-  +      * Permission to view, create, edit, approve, reject, cancel, and manage **all expenses**.  
-**Step 2: Staff Submit Claim** +**Employee submit expenses** 
-  - Go to Expenses +  - Open **Expense** page from main menu 
-  - Click + New +  - Click the **New** button 
-  - Take a photo of the receipt (Amount and reference number will be auto-populated) +  - Upload **Receipts** or support documents 
-  - Review and confirm details +  - Select **Expense Account** 
-  - Click Save as Submitted+  - Enter all fields:  
 +    * **Date** 
 +    * **Description** 
 +    * **Amount** 
 +    * **Reference No.** 
 +  - **Save** the expense as **Submitted** 
 +**Manager approve expenses** 
 +  - Open **Expense** page from main menu 
 +  - Click **Select Status** and select **Submitted** 
 +  - Click {{mdi>pencil}} to open the expense 
 +  - Review details of the submitted claim 
 +  - Enter **Remark** if needed 
 +  - **Save** the expense as **Approved** or **Rejected** 
    
 ++++ ++++
    
-++++ If I have many staff members and want to give them login permissions, what should I do? |+++++ Can multiple users access Chillhub from different devices at the same time? |
    
-You can create sub-users and assign them specific access permissions. +A single account can be logged in and **used simultaneously across multiple devices**, and it may also be accessed by different users. 
-  * Each staff will have their own login + 
-  * Access can be controlled based on their role +However, for better control and traceability, especially in a multi-employee environment, it is recommended to create **Sub-Users** with individual login credentials and role-based permissions. 
-  * They can log in via: app.chillhub.com.my+ 
 +This allows you to: 
 +  * Assign **different access levels** for each employee 
 +  * Track actions by individual users (**audit trail**) 
 +  * Improve security and accountability
    
-Learn how to set up sub-users here: https://wiki.chillhub.com.my/doku.php?id=subuser +Learn how to set up sub-users [[subuser|here]]
-  +
-++++ +
-  +
-++++ How many people can log in at the same time? | +
-  +
-A single login can be used simultaneously across multiple devices and by different users. +
-  +
-If you need different permission levels and want to track actions by individual employees, you can create sub-users with specific roles and access rights. +
-  +
-Learn how to set up sub-users here: https://wiki.chillhub.com.my/doku.php?id=subuser+
    
 ++++ ++++
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 ++++ I just registered for Chillhub; what should I do now for setup? | ++++ I just registered for Chillhub; what should I do now for setup? |
    
-**How to set up system settings?** +Check out the [[initial_data|setup guide]] for step-by-step instructions on configuring your system, including settings, master data, inventory, pricing, and chart of accounts. 
-  +\\ This will help you get your Chillhub account fully ready for daily operations.
-Learn how to configure essential features such as e-Invoice, tax rates, document headers, templates, teams, warehouse, and employees: https://wiki.chillhub.com.my/doku.php?id=initial_data +
-  +
-**How to manage accounting settings?** +
-  +
-Learn how to: +
-  * Manage Chart of Accounts +
-  * Configure Financial Period at button {{mdi>calendar-range}} +
-  * Manage Account Rules at button {{mdi>gavel}} +
-  +
-Guide here: https://wiki.chillhub.com.my/doku.php?id=accountchart+
    
 ++++ ++++
  
-++++ What is the logo size I should prepare for Chillhub? |+++++ What is the recommended company logo format and size used in Chillhub? |
  
-\\ **Max width** — 567 pixels +Chillhub supports common web image formats, including **JPEG, PNG, GIF, WebP, SVG, and AVIF**. 
-\\ **Max height** — 132 pixels+\\ **Recommended maximum logo dimensions:**
  
-\\ If the logo exceeds these dimensions, it will be resized proportionally.+  * **Max width**: 567 pixels 
 +  * **Max height**: 132 pixels 
 + 
 +If the uploaded logo exceeds these dimensions, it will be **automatically resized proportionally** to fit. 
 + 
 +To upload your logo: 
 +  - Go to **User Menu** → **Settings** → **General** 
 +  - Upload your company logo in the designated section
  
 ++++ ++++
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 ++++ ++++
 +
 +++++ How do I perform a bulk data import? |
 +
 +Refer to the guide below:
 +[[batch_import|Batch Import Guide]]
 +
 +++++ 
 +
 +++++ How do I revise selling prices for all products and services at once?  |
 +
 +Refer to the guide below:
 +[[pricing#import_export_pricing_data|Import/Export Pricing Data]]
 +
 +++++
 +
  • faq.1778298285.txt.gz
  • Last modified: 2026/05/09 03:44
  • by chillhubadmin