This guide will help you configure essential features such as e-Invoice, tax rates, document headers, document template, teams, warehouse, employees to suit your business requirements.

• General
  • e-Invoice Setup
  • Tax Settings
  • Document Header Configuration
• Default Payment Method
• Document Numbering and Templates
  • Numbering Format
  • Document Template
• Scheduling
• Warehouses
• Employees
• Terms
• Accounting Integration

1. Log in to Chillhub.
2. Open the user menu
   • Located on top right of the app toolbar
3. Navigate to the Settings menu.
   

Base Currency: The default currency used for all transactions and reports in the system.

Environment Selection
Choose the environment for your e-Invoice integration:

• Disabled: Turns off e-Invoice submission functionality.
• Testing: Post e-Invoice to MyInvois Testing(Sandbox) Portal
  • Purpose: Allow taxpayers to try the functions provided in the portal before using the actual (production) environment
• Production: Post e-Invoice to MyInvois Actual(Production) Portal.
  • Purpose: Enables taxpayers to submit e-Invoices with real information and use other related functions

Add Chillhub as your Intermediary:
To get started with e-Invoice, please set up the Chillhub app as your intermediary.

1. Access and log in to MyInvois Portal.
   • For Testing environment, navigate to MyInvois Testing(Sandbox) Portal.
   • For Production environment, navigate to MyInvois Actual(Production) Portal.
2. Follow the youtube video tutorial to learn how to setup MyTax and MyInvois to start using Chillhub to submit e-Invoice
   

   
   Intermediary details as follows:

   • Name: CHILLHUB VENTURES SDN. BHD.
   • TIN: C58669595080
   • BRN: 202401015650
     • Ensure all permissions are granted to the intermediary to allow full functionality

• SST Tax Rate: Enter your standard SST tax rate as a percentage. Example: Input “8” for 8% SST.
• SST Tax Type: Select the applicable SST tax type for your transactions.
  • Refer to: https://sdk.myinvois.hasil.gov.my/codes/tax-types/

Header Layout
Choose from the following layouts for your document headers:

• Logo Only
  • Use this when your uploaded logo already includes the company name and details.
• Logo + Details (Includes address, contact info, etc.)
  • Choose this if your logo has the company name but lacks contact details.
• Logo + Name + Details
  • Ideal when your logo does not include the company name or details
• Name + Details
  • Use this when no logo is available or needed.

Alignment:
Align the document header to the Left, Center, or Right
Text Position:
Adjust the header text to appear below, to the left, or to the right of the logo for optimal presentation.
Include Registration Number:
Enable or disable the display of your company registration number in the header.
Upload Logo

• Click Upload Logo and select an image file.
  • Alternatively, simply drag your logo file from your computer and drop it into the designated upload area

Preview.:
Preview your document header in the Preview section

Configure default payment methods for invoices, sales order and purchase order.

Configure numbering format and document templates for

1. Invoice
2. Quotation
3. Sales Order
4. Delivery Notes
5. Return Notes
6. Job Completion Notes
7. Purchase Order
8. Receipt
9. Credit Notes
10. Debit Notes
11. Creditor Statements
12. Debtor Statements
13. Self-billed e-Invoice

• Prefix: Add a prefix for your document number. Example: “INV-”.
• Sequence Length: Specify the number of digits in the sequence. Example: “4” generates numbers like “0001”.
• Date Format: Incorporate a date format (e.g., YYMM) into your document number.
• Reset Sequence on Date Changed: Enable if document number reset based on the date format. For example, if you choose “YYMM”, document numbers will restart at 0001 every new month
• Last Generated Sequence: Manually update the last document number to maintain continuity when migrating or transitioning to the new system.
• Preview: The system generates a preview of the document number format based on your inputs.

Examples

1. Simple Sequential Numbering
   • Sequence Length: 6
   • Result: 000001, 000002, …
2. Simple Sequential Numbering overriding Last Generated Sequence
   • Sequence Length: 6
   • Last Generated Sequence: 143521
   • Result: 143522, 143523, …
3. Sequential Numbering with Prefix
   • Prefix: INV-
   • Sequence Length: 4
   • Result: INV-0001, INV-0002, …
4. Including Date in Document Number (Year-Month)
   • Prefix: INV-
   • Date Format: YYMM-
   • Sequence Length: 4
   • Result: INV-2311-0001, INV-2311-0002, … (for November 2023), INV-2312-0051, INV-2312-0052, … (for December 2023)
5. Reset Sequence Monthly with Date-Based Numbering
   • Prefix: INV-
   • Date Format: YYMM/
   • Sequence Length: 4
   • Reset Sequence on Date Changed: true
   • Result: INV-2311/0001, INV-2311/0002, … (for November 2023), INV-2312/0001, INV-2312/0002, … (for December 2023)
6. Common date format Tokens to use in date format
   • YYYY: Full year (e.g., 2023)
   • YY: Two-digit year (e.g., 23 for 2023)
   • MM: Month in two digits (e.g., 11 for November)
   • DD: Day of the month in two digits (e.g., 16)
   • HH: Hour in 24-hour format (e.g., 14 for 2 PM)
   • mm: Minute in two digits (e.g., 05)
   • ss: Seconds in two digits (e.g., 09)
   • Q : Quarter of the year (e.g. 1,2,3,4)
   • WW: Week of Year (e.g. 01, 02, 03)

• Subject: Default subject your documents using the provided text editor.
  • e.g. INVOICE FOR SERVICES RENDERED
• Footer: Add default footer content like payment instructions, disclaimers, stamp/signature line in the editor.
  • e.g. Kindly make payment to ABC BANK 1234 5678 and send the payment slip to 6012345678
  • Insert Signature Placeholder button: Adds a signature field into the document template, allowing customers to sign using the integrated digital pad. (available for delivery, return, job completion notes)

• Configure Schedule Start Time and Schedule End Time to align with business operation hours.

Designed for organizing and assigning teams to various scheduled jobs, such as service tasks or deliveries. Teams can be grouped and scheduled according to specific tasks, ensuring the right personnel are assigned to the right activities without conflicts.

• Add a Team
  1. Click Add Team (➕).
  2. Enter the Team name.
  3. Enter Team Category (for team filtering groups)
     Used to group teams for filtering purposes.
  4. Click Save (✔️).
• Edit a Team
  1. Click Edit (✏️).
  2. Update the team name or team category.
  3. click Save (✔️).
• Delete a Team
  1. Click Delete (🗑️) to remove a team.

Maintaining warehouses allows you to track multiple SKUs (Stock Keeping Units) across different warehouse locations. This ensures that you have real-time visibility into stock levels, which is critical for maintaining inventory accuracy and facilitating stock transfers.

• Add a Warehouse
  1. Click Add Warehouse(➕).
  2. Enter the warehouse name and press Enter or click Save (✔️).
• Edit a Warehouse
  1. Click Edit (✏️).
  2. Update the warehouse name and click Save (✔️).
• Delete a Warehouse
  1. Click Delete (🗑️) to remove a warehouse.

Assign a responsible employee, such as a salesperson or account manager, to oversee each transaction such as invoices, quotations, or purchase orders. This ensures clear accountability, proper handling, commission tracking and efficient process management.

• Add a Employee
  1. Click Add Employee(➕).
  2. Enter the employee name.
  3. Enter the employee role.
  4. Click Save (✔️).
• Edit a Employee
  1. Click Edit (✏️).
  2. Update the employee name, roles and click Save (✔️).
• Delete a Employee
  1. Click Delete (🗑️) to remove a employee.

Used to define standard payment or agreement terms that can be assigned to customers and applied to invoices, sales order and quotations.

• Add a term
  1. Click Add Term (➕).
  2. Enter the Term name.
  3. Enter Term Description
  4. Click Save (✔️).
• Edit a Term
  1. Click Edit (✏️).
  2. Update the term name or description
  3. click Save (✔️).
• Delete a Term
  1. Click Delete (🗑️) to remove a term.

Allows integration with supported external accounting systems to synchronize invoices, and payments between Chillhub and the accounting system.
Note: To enable accounting integration, please contact Chillhub Support to enable and install the required integration module.

• System: Select the external accounting system to integrate with. e.g. Autocount, SQL
• Effective Date: Specifies the date from which accounting synchronization becomes active.
• Default Debtor Code: Defines the default customer (debtor) code used when creating customers in the external accounting system. Commonly used for general or walk-in customers.