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
• Document Numbering and Templates
  • Numbering Format
  • Document Template

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

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 step-by-step instructions from this guide to learn how to add intermediary. 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.

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 numbering format and document templates for

1. Invoice
2. Quotation
3. Sales Order
4. Delivery Notes
5. Purchase Order
6. Receipt
7. Credit Notes
8. Debit Notes

• 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

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 and press Enter or click Save (✔️).
• Edit a Team
  1. Click Edit (✏️).
  2. Update the team name and 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 and press Enter or click Save (✔️).
• Edit a Employee
  1. Click Edit (✏️).
  2. Update the employee name and click Save (✔️).
• Delete a Employee
  1. Click Delete (🗑️) to remove a employee.