AI ACCOUNT Accounting Software Guide

If you have any questions about the software, please feel free to email us at [email protected] for inquiries.

First Time Login

** You can check your spam mail folder, as the reset password email and 2FA email may have been directed there. **

For first-time users, please visit https://app.ai-account.com/ and follow the steps outlined below:

Click on “I forgot my password.”

Enter your email address and click “Send Reset Password Email”. You will receive an email from our system, allowing you to set a new password and log in to your account.

Enter your email and password to log in to your account.

Thereafter, enter the verification code sent to your email and click ‘Verify’.

Customise Plan

Customise Plan (Create Your Own Login Page)

You can create a personalised login page with your own logo, allowing your customers to log in to AI Account and see your company branding. This lets you white-label the accounting software, making it easier to resell to your customers.

To set it up, click on Custom Login.

Next, fill in your desired URL name, upload your branding logo, and enter a welcome message for your customers. Click Save. Then, click the copy icon beside the URL to copy and share it with your customers.

Your customers can then use the custom URL to log in and see your branding on the login page, as shown below.

Customise Plan (Create Your Referral URL)

In Custom Login Settings, you’ll find the Referral URL. Enter your own preferred URL, save it, and share it with your friends. When a referral is successful, we’ll process your referral fee.

Your friend can submit their interest and we’ll then contact them to set up a free trial or a package that suits their needs.

Customise Plan (Group Access with Unlimited Company Support)

When clients sign up for the Customised Plan, you will receive Group Access with support for an unlimited number of companies.

A group will be created under your brand.

You can assign Group Admins (input the email at the Username box and click ‘Submit’) and grant them ‘full permission’ as needed. Group Admins with full permission can add or remove other Group Admins within the group.

Group Admins also have the ability to add new company within the group.

Customise Plan (How to Create a New Company)

After clicking into your group, click “Add New Company” to create a new company account.

Fill in the required fields (at minimum, the company name and country), then click Next.
Note: The default tax codes for the selected country will be automatically set based on your country selection.

Enter the Incorporation Date (entries before this date are not allowed), Accounting Year Start Date, and Accounting Year End Date, then click Next.

Click Add Currency to set the company’s Home Currency (also known as the functional currency).
Select the currency and click Submit, then click Next.
Note: The home currency cannot be changed after setup. If the company wants to change its home currency, a new company must be created.

The Default Chart of Accounts will be automatically created. If no customisation is needed, simply click Next.

To add your staff or client as a user for the newly created company, go to the “Add New Users” section and follow the steps there if needed.

Customise Plan (How to Add Tags to Each Company)

For Group Admins with full access, you can add or edit tags for each company. This feature allows you to group clients (e.g., those under the same group) by assigning specific tags. You can also use tags to differentiate between companies with the same name, such as tagging one as “HQ” and the other as “Branch”.

Customise Plan (Get your Certificate)

After logging in, open your Group and click the ‘Export Certificate’ button at the top right to download your Certified Partner certificate.

Supported Countries

AI Account currently supports the following countries. We’ve customised the chart of accounts and local tax codes for each:

• Australia
• Bermuda
• British Virgin Islands
• Brunei Darussalam
• Cambodia
• Canada
• Cayman Islands
• China
• Hong Kong
• India
• Indonesia
• Lao PDR
• Malaysia
• Maldives
• Myanmar
• New Zealand
• Pakistan
• Philippines
• Singapore
• Taiwan
• Thailand
• United Arab Emirates
• United Kingdom
• United States
• Vietnam

E-Invoicing Support

We currently support e-invoicing in:

• Malaysia

Company Information

Complete the relevant fields that apply to your company.

Upload your company logo, and it will automatically appear on your invoices and quotes.

Security & Data Protection

AI Account is Singapore-headquartered (AI Account Pte. Ltd.) and our handling of personal data follows the Singapore Personal Data Protection Act (PDPA). Our Data Protection Policy explains what we collect, how we use and disclose data, and the legal bases for doing so. It also covers retention, access/correction rights, overseas transfers with PDPA-comparable protection, and is expressly governed by Singapore law.

We use layered protection: people (only authorised staff with clear rules), providers (reputable cloud infrastructure providers with strong safeguards), and technology (encryption and strong access controls). In addition, we maintain daily backups of production data to support business continuity. While no method of transmission or storage is 100% secure, we continuously review and enhance our measures.

Connections to our app are protected with modern TLS. An independent SSL Labs test of app.ai-account.com shows an A rating and TLS 1.3 support (assessed 19 Aug 2025), indicating a strong HTTPS configuration. 

SSL Labs Test Report

You can also verify our current safety status anytime via Google Safe Browsing’s Site Status checker for our app domain. Results are dynamic and reflect the status at the time you view them. 

Google Transparency Report

Systems Requirements

Recommended Browser

Latest Google Chrome

Exchange Rate

Exchange rate generated by the software is API from frankfurter.app

Clear Cache

Sometimes, you need to clear the browser cache to receive the latest software updates. Press Ctrl + Alt + Delete, and select the following items to clear:

Remember to choose the time range ‘All time’.

Key Functions

Chart of Accounts Setup

You can set up your Chart of Accounts at ‘Settings’ → ‘Accounts’

Chart of Accounts is created by default, suitable for most SMEs. You can add a new account or import one if needed.

The default chart of accounts is tailored to your country. For example, if the company is created as Malaysia, it will show EPF, SOCSO, and EIS accounts; if created as Singapore, it will show CPF accounts.

Chart of Accounts – Account Type

Use these account types when setting up your Chart of Accounts:

• Bank — For bank accounts and cash on hand. Selectable on payment and receipt transactions.
• Current Assets — For prepayments and deposits. Also used for trade receivables and inventory system accounts.
• Fixed Assets — For fixed assets. Selectable in the Fixed Assets and Expenses module.
• Income — For sales revenue. Selectable on sales transactions.
• Other Income — For non-operating income. Selectable in manual journals.
• Cost of Sales — For costs directly tied to sales. Selectable in the Expenses module.
• Expense — For operating expenses. Selectable in the Expenses module.
• Other Expense — For non-operating expenses (e.g., interest on borrowings, income tax, exchange gains/losses). Selectable in manual journals.
• Current Liabilities — For accruals, advance receipt, and short-term borrowings. Also used for trade payables and GST payables system accounts.
• Non-current Liabilities — For long-term borrowings.
• Equity — For share capital and similar equity accounts.
• Non-current Assets — For long-term investments.
• Customer Deposits — For deposits received from customers. Selectable on sales and receipt transactions.
• Supplier Deposits — For deposits paid to suppliers. Selectable on expenses and payment transactions.
• Expense – Bank Charges — For bank fees. Selectable in the Expenses module and on sales receipts.
• Current Assets – Receipt — For amounts recorded on sales receipts (commonly Sales Prepaid Tax).
• Current Liabilities – Payment — For amounts recorded on expense payments (commonly withholding tax).

Inventory system accounts are fixed and managed by the system — no setup or mapping is required. The system automatically posts to Inventory (asset) for stock movements, Sales (revenue) for sales transactions, and Cost of Goods Sold (expense) when inventory is sold.

Chart of Accounts – Receipts and Payments

There is an account type “Current Assets – Receipt”. Accounts of this type can be selected when creating a receipt, e.g.:
1-8000 Sales Prepaid Tax

There is an account type “Current Liabilities – Payment”. Accounts of this type can be selected when creating a payment, e.g.:
2-4100 Expenses Withholding Tax

You can use the default accounts or create your own similar accounts.

Chart of Accounts – Borrowings

Borrowings are interest-bearing debts (e.g., bank loans, credit lines).

Record short-term portions under ‘Current Liabilities’; longer terms under ‘Non-current Liabilities’.

Use an ‘Other Expense’ account type for interest charges.

If the account type is Current Liabilities or Non-current Liabilities, tick ‘Financing and Borrowings’.
If the account type is Other Expense, tick ‘Interest on Financing and Borrowings’.

After these settings are applied, the cash flow statement will report these accounts under Financing activities.

Chart of Accounts – Investments

Investments are long-term financial assets we hold (over 12 months).

Record them as Non-current Assets.

If the account type is Non-current Assets, tick ‘Investments’.

After these settings are applied, the cash flow statement will report these accounts under Investing activities.

Chart of Accounts – Account Grouping

In the Accounts section, you can configure Account Grouping (via the top right button) and then generate the Balance Sheet (Group) and Profit and Loss (Group) reports, which will reflect the groupings you’ve defined.

Click Add New Account Group.

Select the Account Type you want to group, enter the Group Name, and choose the accounts to include for reporting. Thereafter, click on ‘Create Grouping’.

Note: You cannot post double-entry journals or transactions to the Account Group. It’s for header-level reporting/presentation only.

Chart of Accounts – System Account

You may rename or hide any system-generated default account (e.g., Sales, Expenses) except for the following accounts (Status = System Account), which are locked for automation and cannot be modified:

• Trade Receivables
• Other Receivables
• Inventories
• Fixed asset account (Default)
• Trade Payables
• Other Payables
• GST Payables
• Expenses Withholding Tax
• Retained Earnings
• Sales Inventories
• Service Charges
• Sales of Fixed Assets
• Cost of Goods Sold
• Depreciation
• Impairment Loss
• Loss or (Gain) on Disposal
• Exchange loss or (gain) (trade)
• Exchange loss or (gain) (non-trade)
• Rounding Differences

Chart of Accounts Export and Import

You can export the full chart of accounts to Excel using the ‘Export’ button, make your changes in Excel, and then import the file back into the system to update the chart of accounts. Note that some accounts—such as system accounts—cannot be modified; if you try, you’ll see a warning.

To hide unused accounts in bulk, import an Excel file where the ‘Hide Account’ column is set to “Yes” for the accounts you want to hide.

Chart of Accounts Measurement

For Account Type = Income, Expense, or Cost of Sales:

• You can set the Measurement (default: Unit).
• When you use these accounts in Sales or Expense transactions, the selected measurement appears next to the account name.
• To show the measurement on tax invoices, tick “Display Quantity and Unit Price in Exported Quotes and Sales Invoices” in Invoice Settings.
• This setup is suitable for recording inventory on a periodic basis.

Opening Balance Recording

You can use Manual Journal entry to record opening balance. Example, the cut off is 1 Jan 2022, you are recommended to key in the opening balance on 31 Dec 2021. So when you generate the prior year balance sheet report on 31 Dec 2021, it can reflect the number accurately.

Watch the video below to learn how to enter your company’s opening balances using a manual journal.
Opening Balance Recording (Video)

For foreign currency opening balances, you can record each in a separate manual journal, as each manual journal can record only one type of currency. Alternatively, you can record them in one manual journal and adjust it with another journal, as shown below.

Opening Balance Recording (Fixed Assets Module)

Fixed Assets — how to bring in opening balances (simple example)

Some clients want to import fixed assets with full details. You can do this in the Fixed Assets module.

Example (numbers): Cost = $1,000, Accumulated Depreciation = $200. Opening balance date = 1 Jan 2025.

Step 1 — Add the asset

Enter the asset with its original purchase date and original cost ($1,000).

Step 2 — Set depreciation

Depreciation start date: use your opening balance date (e.g., 1 Jan 2025).
Remaining useful life: set the years left from the opening balance date (total life minus the years already used).

Step 3 — Bring in accumulated depreciation ($200)

From the top-right menu, select ‘Add Depreciation Manually’ to record prior depreciation. Use a date before the opening balance (e.g., 31 Dec 2024), then post::
Dr Depreciation expenses $200
Cr Accumulated Depreciation $200

Step 4 — If the asset was already paid in a previous year

You may also record the payment (credit bank) using the appropriate past date.

Effect of Steps 1–4 (illustration):
Fixed Asset + $1,000
Accumulated Depreciation – $200
Bank Balance – $1,000
Depreciation Expense + $200

Compare to your assumed actual opening balances (example as at 1 Jan 2025):
Bank Balance + $2,000
Fixed Asset + $1,000
Accumulated Depreciation – $200
Retained Earnings – $2,800

Step 5 — Bring the bank to the true opening amount with one manual journal

To move bank from –$1,000 (after you re-entered the old payment) to the actual opening +$2,000, post manual journal entry on 31 December 2024:

Dr Bank + $3,000
Cr Retained Earnings – $3,000

This single entry aligns the books so the final opening balances tally on 1 Jan 2025.

Note: The $200 prior-year depreciation you posted (dated 31 Dec 2024) closes into Retained Earnings at year-end, which is why it’s not shown as an “Expense” line in the opening trial balance—its effect is already included in the –$2,800. 

Opening Balance Recording (Account Receivables (Sales Module))

Sales (AR): bring in opening receivables with invoice details (unpaid)

Scenario / Dates
Opening balance date: 1 Jan 2025
Customer: ABC Pte Ltd
Invoice no.: INV-1001
Invoice date: 15 Dec 2024
Due date: 14 Jan 2025
Amount: $1,000 (no tax in this simple example)

Steps – Create the historical invoice (don’t mark as paid)

Go to ‘All Sales’ → ‘Add New Sale’

Enter the invoice with its original invoice date (15 Dec 2024), due date, invoice no., customer name, item/description, and amount $1,000. Click ‘Submit’

This preserves the correct ageing and keeps Account Receivables (AR) outstanding at opening.

What accounting entry this creates (on 15 Dec 2024)
Dr Trade Receivables $1,000
Cr Sales Revenue $1,000

Why this won’t inflate the new year’s revenue
Because the invoice is dated before your opening balance date (15 Dec 2024), the revenue sits in the prior year and gets closed into Retained Earnings at 31 Dec 2024.

On 1 Jan 2025, you start with the receivable outstanding, but no new revenue in the current year.

How your opening trial balance looks (as at 1 Jan 2025)
Trade Receivables +$1,000 (debit)
Retained Earnings –$1,000 (credit)
(That’s the balancing figure: Debits $1,000 = Credits $1,000.)

When the customer pays (in 2025)
Dr Bank $1,000
Cr Trade Receivables $1,000

That clears the outstanding receivable with no impact on prior-year revenue.

Opening Balance Recording (Account Payables (Expenses Module))

Expenses (AP): bring in opening payables with bill details (unpaid)

Scenario / Dates
Opening balance date: 1 Jan 2025
Supplier: XYZ Supplies Pte Ltd
Bill no.: BILL-2001
Bill date: 20 Dec 2024
Due date: 20 Jan 2025
Amount: $800 (no tax in this simple example)

Steps – Create the historical bill (don’t mark as paid)

Go to ‘All Expenses’ → ‘Add New Expense’

Enter the original bill date (20 Dec 2024), due date, bill no., supplier name, item/description, and amount $800. Click Submit

This preserves correct ageing and keeps AP outstanding at opening.

What accounting entry this creates (on 20 Dec 2024)
Dr Expense $800
Cr Trade Payables $800

Why this won’t inflate the new year’s expenses
The bill is dated before your opening balance date (20 Dec 2024).
That expense belongs to the prior year and is closed into Retained Earnings at 31 Dec 2024.

On 1 Jan 2025, you start with the payable outstanding, but no new expense in the current year from this bill.
Opening trial balance (as at 1 Jan 2025)
Trade Payables –$800 (credit)
Retained Earnings +$800 (debit)
(Debits = Credits: $800 = $800.)

When you pay the supplier (in 2025)
Dr Trade Payables $800
Cr Bank $800

That clears the payable; no impact on current-year expense from this historical bill.

Opening Balance Recording (Inventory Module – perpetual method)

Inventory (Opening Stock): one clean way to bring it in

Goal: Show the remaining stock on hand at the start of your new year without messing up current-year P&L.

Key dates & names
Opening balance date: 1 Jan 2025
Transaction you’ll enter: a single purchase bill dated 31 Dec 2024
Supplier: “Opening Balance Supplier” (a dummy supplier you create for this purpose)

Example numbers
Item: Widget A
Quantity: 100 units
Unit cost: $10
Total cost: $1,000 (no tax in this base example)

Step 1 – Go to ‘Inventory List’ → ‘Add New Inventory’
Add your items (or click Import to upload a list). The items you create here will be available to select when you enter inventory purchase later.

Step 2 – Enter one historical bill for the remaining stock (31 Dec 2024)
Go to Inventory Purchase → Add New Inventory Purchase

Supplier: Opening Balance Supplier
Bill date: 31 Dec 2024
Line: Widget A, Qty 100, Unit cost $10 → $1,000

What it posts (perpetual inventory):
Dr Inventory $1,000
Cr Trade Payables $1,000

Why 31 Dec 2024? This keeps the purchase in last year, so you start 1 Jan 2025 with stock on the balance sheet (no new expense in the current year).

Step 3 – Choose how to “pay” that bill (two options)

Option A — Pay from Bank on 31 Dec 2024 (your original flow)

Record a payment on 31 Dec 2024:
Dr Trade Payables $1,000
Cr Bank $1,000

Opening (1 Jan 2025):
Inventory +$1,000
Bank is $1,000 lower (because you just recorded that prior-year payment)

Final alignment (same day, 1 Jan 2025):
Compare your ledger’s Bank to the actual closing bank (per statement at 31 Dec 2024).

If your ledger Bank is short by $1,000 (example: ledger shows $1,000; statement says $2,000), post one opening journal to align:

Dr Bank $1,000
Cr Retained Earnings $1,000

Now your opening balance sheet tallies.

Option B — Use an Opening Balance Clearing (contra/suspense) account

To avoid touching Bank before you finalise, mark the bill Paid on 31 Dec 2024 to the Clearing account instead of Bank:

Dr Trade Payables $1,000
Cr Opening Balance Clearing $1,000 (Newly created bank type account)

Opening (1 Jan 2025):
Inventory +$1,000
Opening Balance Clearing –$1,000 (credit)

Bank unchanged (you’ll set Bank to the actual opening per statement)

Final alignment (1 Jan 2025):
Once you confirm all real opening balances, clear the suspense to equity with one entry:
Dr Opening Balance Clearing $1,000
Cr Retained Earnings $1,000

The result is the same clean opening as Option A, but you never touched the Bank during setup.

Step 4 – How this affects opening Retained Earnings

On opening day (1 Jan 2025), P&L accounts are zeroed (they closed into Retained Earnings at 31 Dec 2024). Your Retained Earnings (opening) is simply the balancing figure so that:

Retained Earnings = Total Assets – Total Liabilities – Share Capital – Other Reserves

In Option A, you may need a Bank ↔ Retained Earnings top-up entry so Bank matches your statement.
In Option B, you’ll clear Opening Balance Clearing ↔ Retained Earnings to finish the balancing.

Final Tips

If you have many SKUs, put all opening quantities on one bill (multiple lines), dated 31 Dec 2024, to “seed” on-hand stock.

Keep supporting docs (stock count sheets, valuation method notes like FIFO/Weighted Avg) for your audit trail.

Opening Balance Recording (Inventory Module – periodic method)

If you use periodic inventory, bring in opening stock with one manual journal—no need to enter items one by one or create a supplier bill. Date it 31 Dec 2024:

Dr Inventory (Opening Stock) $X
Cr Opening Balance Equity / Retained Earnings $X

Fuller tip (Periodic inventory)
Using periodic inventory? Record the total opening stock with a single manual journal (no purchase bills per SKU required). First total up your closing stock value as at 31 Dec 2024 (qty × cost, per your count/valuation). Then post:

Dr Inventory (Opening Stock) $X
Cr Opening Balance Equity / Retained Earnings $X

If you prefer, credit an Opening Balance Clearing account and later clear it to Retained Earnings when you finalise all opening balances.

For step-by-step workflows on inventory recording, refer to Inventory Recording.

Opening Balance Recording (Retained Earnings)

Final step: set the true opening Retained Earnings so the balance sheet balances

After you’ve re-created all historical items (e.g., unpaid invoices/bills, prior-year payments/receipts, manual depreciation dated before the opening date), you must net everything off and bring Retained Earnings to the correct opening figure. This is normal and ensures the balance sheet balances on 1 Jan 2025.

What to do:

Step 1 – Confirm your true opening balances from your prior-year trial balance and statements (as at 31 Dec 2024):
Bank closing balance
Trade Receivables (outstanding invoices)
Trade Payables (outstanding bills)
Fixed assets and accumulated depreciation
Any other assets/liabilities (tax, loans, etc.)
Share capital (if any)

Step 2 – Compare vs what’s now in your ledger after you re-entered the history.

If Bank (or any other balance) doesn’t match the true opening, plan a single opening-date journal to fix it.

Step 3 – Post one balancing journal on 31 December 2024 to set Retained Earnings to the required amount.

If you need to increase Bank to the true opening:
Dr Bank / Cr Retained Earnings (for the difference)

If you need to reduce Bank to the true opening:
Dr Retained Earnings / Cr Bank (for the difference)

Retained Earnings is the balancing figure after all prior-year revenue/expense effects have closed out. In short:
Retained Earnings (opening) = Total Assets – Total Liabilities – Share Capital – Other Reserves (credits shown as negative if you use that sign style).

Retained Earnings

(3-0000) Retained Earnings are generated based on the period you select in Financial Settings (Incorporation Date), Balance Sheet Start Date and End Date by default.

You can select the period you want to generate a prior year balance sheet or previous month balance sheet. Example, if your company year end is 31 Dec 2022, you can generate the previous year balance sheet by indicating the start date as 1 Jan 2021 and End date is 31 Dec 2021.

Example, if you select  Balance Sheet Start Date and End Date, start from 1 Jan 2022 to 31 Aug 2022, then the Balance Sheet “Current Year Earnings” will be for the period from (Start Date) 1 Jan 2022 to (End Date) 31 Aug 2022, “(3-0000) Retained Earnings” in Balance Sheet will be cover the period “Incorporation Date” to Balance Sheet one day before the “Start Date”.

When you click on the “Current Year Earnings”, it will show the relevant profit and loss period that can match the number.

When you click on the “(3-0000) Retained Earnings”, it will show the “General Ledgers (Retained Earnings)” report that can match the number.

Import of Data

Our software supports data import for the following items using import templates:

• Contacts Import Template
• Sales Invoice Import Template
• Sales Receipt Import Template
• Expenses Bill Import Template
• Expenses Payment Import Template
• Inventory List Template
• Inventory Sales Invoice Import Template
• Inventory Receipt Import Template
• Inventory Purchase Bill Import Template
• Inventory Payment Import Template
• Fixed Assets Import Template
• Manual Journal Import Template

You can use these templates to import historical data from your previous accounting software, ERP system, or POS system. They are also suitable for importing the latest data or for day-to-day data entry — saving you time and eliminating the need to key in data manually one by one.

 Import of Contacts

Go to Contacts and click the Import button in the top-right corner.

Download the Template File, prepare the data, then upload and import it.

To update existing contacts, click the Export button to download the contacts in Excel format.

Fill in or update the necessary details in the Excel file.

Use the Import button again to upload the updated Excel file. The changes will be reflected in the AI Account software.

Import of Sales and Expenses transactions

When importing sales and expenses transactions, if the customer or supplier contact is not available, it will be automatically created based on the name input from your Excel import into the system.

For sales, you may optionally import the Remark column. In each import of sales or inventory sales transaction, the remark can only be entered on the first line of the invoice. Multiple remarks across different lines are not allowed, as each invoice supports only one remark field.

In the import template, any column labeled “For info only” is optional and can be omitted. If such a column is included, the information will be used to cross-check the system’s calculated amount during import.

Example: Importing Sales.
Go to ‘All Sales’, click ‘Import’, then click ‘Download template file’ to get the CSV template. Open the CSV and fill in the required details, then save it. Back in the software, click ‘Choose File’ to select your completed CSV and click ‘Import’. All valid sales will be imported. If any required fields are missing or invalid, a warning box will list what to fix. If you’re unsure, email us at [email protected] for assistance.

Import of Transactions in Foreign Currency

You can enter the Currency Code in the import template if you wish to import transactions in a foreign currency.

To find the correct Currency Code, please refer to the “Currencies” section at Settings.

If the Currency Code column is left blank, the transaction will default to the home currency. If you select the home currency as the Currency Code, the exchange rate will automatically be set to 1 in the system.

If the Exchange Rate column is left blank, the system will use the exchange rate from the first line of the same invoice number (if available) or the live exchange rate on the transaction date (if no exchange rate is provided).

When invoicing and recording payment in the same foreign currency, the system will automatically calculate the exchange gain or loss. Any difference between the exchange rate at the time of invoicing and at the time of payment will be posted as a foreign exchange gain or loss.

If you make a local currency payment and the amount exceeds the foreign currency invoice (after conversion), the difference will be posted as an exchange gain or loss. If the payment is less than the converted invoice amount, it will be recorded as a partial payment of the invoice.

Import of Inventory

When importing inventory items with different purchase costs, it is important to use separate item codes for each cost level. This is because the import process handles inventory by batch, and the system does not automatically adjust the cost of sales that occur between purchases.

For example, if you import Item A at $10 and later import the same Item A at $15 under the same item code, but sales take place in between those two imports, the system may not correctly calculate the average cost. The sales would have already reduced the earlier stock at $10, and adding new stock at $15 later will distort the average cost calculation. This leads to inaccurate cost of goods sold (COGS) and profit margins.

To avoid this issue, it is best to assign separate item codes for each different cost.

Alternatively, if you want to use the same item code, you must enter the transactions manually into the system in chronological order—ensuring that purchase and sales entries reflect the actual timeline. This approach helps maintain accurate inventory valuation and average cost calculation.

Automation for Data Importation

You can access the “Automation” section for step-by-step guides on how to automate key tasks, including scanning bank statements for automatic bank reconciliation, importing opening balances, and extracting sales and expense invoices from PDFs for seamless data import into our software.

Instructional videos are also available to demonstrate how the OCR and data import automation processes work.

Transaction Processing

Sales Quotes

You can create Quotes (Quotations) for either normal sales or inventory sales, as shown in the extracted image below.

You can then convert a Quote into an actual sale by clicking the “Create Invoice” button within the respective Quote transaction.

Delivery Order

You need to fill in the delivery address under the contact details to display it on the Delivery Order when exporting the PDF. If your customer has multiple delivery addresses, you can create multiple branch addresses, as shown here.

You can generate a Delivery Order for the inventory sales you’ve made. Remember to fill in the DO Number and Delivery Date so that this information appears on the generated Delivery Order.

Purchase Order

You can create a Purchase Order for either normal expenses or inventory purchases, as shown in the extracted image below.

You can then convert a Purchase Order into an actual purchase by clicking the “Create Bill” button within the respective Purchase Order transaction.

To include quantity in your exported purchase order, go to ‘Bill Settings’, tick “Display Quantity and Unit Price in Exported Purchase Orders” and click Save. The exported PDF reports for Purchase Order will then show the quantity and unit price.

Sales Recording

You can go to All Quotes or All Sales to start creating your quotes and sales transactions with quantity.

You can amend the tax invoice report output format in Invoice Settings.

Sales Receipt Recording

You can view the sales overview and, under Action, select ‘Add Receipt’ to record a receipt payment for a sales invoice.

To add payments for multiple invoices, click the Add Bulk Receipt button at the top.

Alternatively, open the sales transaction and click the Add Receipt button in the top-right.

You can also go to the All Receipts tab and click the Import button (top-right) to upload receipts in bulk via a CSV file.

Expenses Recording

You can go to All Purchase Orders or All Expenses to start creating your purchase order and expenses transactions with quantity.

You can amend the expenses report output format in Bill Settings.

Expenses Payment Recording

You can view the expenses overview and, under Action, select ‘Add Payment’ to record a payment for an expenses invoice.

To add payments for multiple invoices, click the Add Bulk Payment button at the top.

Alternatively, open the expenses transaction and click the Add Expense Payment button in the top-right.

You can also go to the All Expenses Payment tab and click the Import button (top-right) to upload payments in bulk via a CSV file.

Credit Note or Debit Note

Sales Recording (CN & DN)

For a Debit Note, you can create it by selecting the Type = Debit Note, then choosing the customer contact. After that, you can select the related sales invoice associated with this debit note. Enter the Debit Note number in the Invoice Number field.

For a Credit Note / Refund Note, you can create the negative sales by selecting the Type = Credit Note / Refund Note, then choosing the customer contact. After that, you can select the related sales invoice associated with this credit note / refund note.

You can settle the credit note / refund note through the “2-3300 Sales Settlement” account. So both the invoices and credit note / refund note will offset their settlement in the “2-3300 Sales Settlement” account. Example:

1. Created the Sales Invoice.

2. Created the Credit Note (input like a normal Sales Invoice) below in the Sales section. The CN number can be entered in the “Invoice Number” field, and the amount should be negative since it is a credit note and will reduce the sales income previously invoiced to the client.

3. You can add the Receipt for the Sales Invoice and select the “2-3300 Sales Settlement” account. Select the amount to offset the Credit Note, and input the Credit Note number in the Transaction Reference field for easier tracking.

4. You can add the Receipt for the Credit Note and select the “2-3300 Sales Settlement” account. Select the amount to offset the Credit Note against the invoice, and input the Credit Note number in the Transaction Reference field for easier tracking.

5. Thereafter, you can see the Invoice unpaid amount becomes $50 after offsetting the issued Credit Note.

6. The Sales Settlement account will show as below and net off to zero.

Purchase Recording (CN & DN)

For a Debit Note, you can create it by selecting the Type = Debit Note, then choosing the supplier contact. After that, you can select the related purchase invoice associated with this debit note. Enter the Debit Note number in the Bill Number field.

For a Credit Note / Refund Note, you can create the negative expense and selecting the Type = Credit Note / Refund Note, then choosing the supplier contact. After that, you can select the related purchase invoice associated with this credit note / refund note.

You can settle the credit note / refund note through the “1-5500 Purchase Settlement” account. So both the invoices and credit note / refund note will offset their settlement in the “1-5500 Purchase Settlement” account. Example:

1. Created the Expense.

2. Created the Credit Note (input like a normal Expenses Invoice) below in the Expenses section. The CN number can be entered in the “Bill Number” field, and the amount should be negative since it is a credit note and will reduce the expenses previously billed from the vendor.

3. You can add the Payment for the Expenses Invoice and select the “1-5500 Purchase Settlement” account. Select the amount to offset the Credit Note, and input the Credit Note number in the Transaction Reference field for easier tracking.

4. You can add the Payment for the Credit Note and select the “1-5500 Purchase Settlement” account. Select the amount to offset the Credit Note against the invoice, and input the Credit Note number in the Transaction Reference field for easier tracking.

5. Thereafter, you can see the Invoice unpaid amount becomes $40 after offsetting the issued Credit Note.

6. The Purchase Settlement account will show as below and net off to zero.

Recurring Sales

You can create invoices automatically on a schedule (monthly, quarterly, etc.) from a chosen invoice template.

Create a recurring sale
1. Open the Recurring Sales module

2. Click Add New Recurring Sale (top-right).

3. Fill in the form
Name: An internal name (e.g., “Studio AAA – Support Retainer”).
Period: Choose Monthly, Quarterly, Half Yearly, Yearly.
Description: Optional note for your internal reference.
Invoice: Pick the existing invoice (in ‘All Sales’ module) to use as the template (its customer, currency, lines and taxes carry over).
Start Day (1–28): Day of the month/quarter to generate the invoice (e.g., 17).
Commencement Date: The first cycle’s reference date (e.g., 16-Oct-2025).
Ending Date (optional): Leave blank for ongoing; fill to stop on a specific date.
Billing Period (Optional): Enable to append a billing window to the last line (e.g., “17/10/2025 to 17/11/2025.”).
Billing Period – Text Display (Optional): Optional prefix (e.g., “Accounting software for period”).
Ignore Last Row Text (Optional): If the template’s last line is text-only line, tick this to skip that line when generating the invoice and avoid duplicating the billing-period text.

4. Click ‘Submit’ to activate. The entry will appear in the Recurring Sales list with Active status.

5. On the day after the job runs, you can open the record to see the generated invoice. Select the invoice number to open and verify it.

You can also see the Next Run Date beside the Start Day indicated below, so you’ll know when the recurring sales invoice will be generated next.

How the schedule works (examples)

Monthly, Start Day = 17
First invoice generates on 17 Oct 2025, then every 17th of the month (e.g., 17 Nov 2025, 17 Dec 2025, …).

Quarterly, Start Day = 17
First invoice generated on 17 Oct 2025, next on 17 Jan 2026, then 17 Apr 2026, etc.

If the selected Ending Date is reached, generation stops after that cycle.

What gets copied each cycle

Customer, addresses, currency, tax settings.
Line items, quantities, and unit prices from the chosen Invoice.
Remarks/Internal Note from the template invoice (edit the template if you want different wording).

Where to find generated invoices

Each invoice is created on the run day and appears under ‘All Sales’ (and is linked from the Recurring Sales record). Review/send at Email Center as per your normal process.

Edit, pause, or stop

Go to Recurring Sales, open the record:
1. Update fields (e.g., change Period, Start Day, Ending Date).
2. To permanently stop, set an Ending Date in the past or mark Set to Inactive.

Good templates = smooth automation

Before you create the recurrence:

• Build a clean invoice template with the correct customer, tax code, revenue account, and line items.
• Put any repeating billing-window text on the last line (or enable Billing Period so the system appends it for you). Tick Ignore Last Row Text to avoid duplication if applicable.

FAQs

Q: What if the month doesn’t have my Start Day (e.g., 29/30/31)?
A: Use a day 1–28 to avoid skipped months.

Q: Can I change prices mid-contract?
A: Yes—update the invoice template or edit the Recurring Sale and it will apply to future runs.

Q: When are recurring invoices generated?
A: The system runs once daily at 1:00 AM Singapore Time (GMT+8). Any Active Recurring Sale that meets the schedule will generate an invoice at that time (e.g., today’s date matches the Start Day, the Commencement Date is on/before today, and it hasn’t passed the Ending Date).

Cash Sales or Cash Expenses

To record cash sales or cash expenses, navigate to the “All Sales” or “All Expenses” section. When entering a new transaction, check the “Cash Sales” or “Cash Expenses” box at the bottom during the data entry, then select the appropriate bank or cash account.

Example:
Go to ‘All Sales’ and click ‘Add New Sale’.
Enter the sales details.
At the bottom, tick ‘Cash Sales’.
Select the bank account that will receive the cash.
Enter a transaction reference if any.
Click Submit to save the cash sale.

Use the similar steps for recording Cash Expenses at ‘All Expenses’ section.

Inventory Recording

Tip: Don’t mix methods for the same items/period. Choose Inventory Module (perpetual) or All Sales/All Expenses with end-of-period journals (periodic), so you don’t double count.

How the Inventory Module Works (perpetual method)

In AI Account, the Inventory module uses a perpetual method with moving average cost. That means:

• When you buy stock, the amount is recorded as an asset (Inventory) on the Balance Sheet. It is not an expense yet.
• When you sell items, the system automatically moves the relevant portion of Inventory into Cost of Goods Sold (COGS). That’s when your expense appears in the Profit & Loss.

Why you won’t see “Opening Inventory” and “Closing Inventory” lines in the P&L:

Because COGS is recognized automatically at the moment of sale, the P&L simply shows COGS. Your opening/closing inventory balances live on the Balance Sheet, not as lines inside the P&L.

Simple example (moving average):
Buy 10 units @ $5 → Inventory = $50
Later buy 10 units @ $6 → Total units 20; average cost = $5.50
Sell 15 units → COGS = 15 × $5.50 = $82.50; Inventory left = 5 × $5.50 = $27.50
Your P&L shows revenue and COGS $82.50 (no opening/closing lines). The $27.50 sits in Inventory on the Balance Sheet.

To record inventory purchases and sales, follow these steps:

1. + Add New Inventory
2. Record Inventory Purchase
   Double entry: Dr Inventory / Cr Accounts Payable
3. Record Inventory Sales
   Double entry (two parts):
   Dr Accounts Receivable / Cr Sales (Revenue)
   Dr Cost of Goods Sold / Cr Inventory (system uses the average cost at that date)

The double entry will be automatically generated, transferring the inventory to cost of sales when sales are recorded.

Please note that inventory entries must be recorded in chronological order. Purchases should be entered first, followed by sales. This is crucial because sales entries calculate the average inventory cost based on prior purchase records. If the entries are not entered in the correct sequence (oldest first), the cost of sales will be recorded incorrectly.

This is because the cost of sales is determined based on the average cost of inventory at the time the sales are recorded. Any backdated or misordered entries can distort the calculated average and lead to inaccurate accounting results.

To write off inventory, record a sales entry with the quantity you want to write off and set the unit price to zero.

Quick method: create a sales entry with unit price = 0 for the quantity to write off. The system will post Dr COGS / Cr Inventory (no revenue).

Alternative You Can Record Without the Inventory Module (periodic method)

If you prefer not to track stock item-by-item, you can use All Sales and All Expenses only. In this method, all purchases are expensed to COGS immediately, then you adjust at period end to bring closing stock onto the Balance Sheet.

Day-to-day entries
Purchases in All Expenses: map to Cost of Sales/COGS
Entry: Dr COGS / Cr Accounts Payable 

Sales in All Sales:
Entry: Dr Accounts Receivable / Cr Sales (Revenue)

Manual journals at month-/year-end
Bring in Closing Inventory (move part of COGS back to Inventory):
Dr Inventory (Balance Sheet)
Cr Cost of Sales (P&L)
Amount: the value of stock on hand at period end (from your count/valuation).

Reverse to create Opening Inventory on the first day of the next period:
Dr Cost of Sales (P&L)
Cr Inventory (Balance Sheet)

Other manual moves (when needed)
Increase Inventory (correction/extra stock): Dr Inventory / Cr COGS
Decrease Inventory (write-down/shrinkage): Dr COGS / Cr Inventory
Write-off to a dedicated account: Dr Inventory Write-off (expense) / Cr Inventory

Document your stock counts if you use the periodic method; your journal amounts should tie to those counts.

Optional: Use a monthly Manual Journal Template (Periodic method)

To speed up month-end (and avoid re-keying), set up manual journal import templates for your inventory adjustments. Each month you only change the date and amount, then import.

A) Create two templates
Beginning of Month (BOM) – Opening Inventory (Day 1 of new period)
Dr Opening Inventory – COS (Account Type = Cost of Sales)
Cr Inventory
Narration: “Opening inventory from prior period closing.”

End of Month (EOM) – Closing Inventory (Last day of period)
Dr Inventory
Cr Closing Inventory – COS (Account Type = Cost of Sales)
Narration: “Closing inventory per stock count.”

Tip: Last month’s Closing amount usually becomes this month’s Opening amount. Duplicate the EOM file, switch the date to the 1st, and swap the accounts/debit-credit for the BOM entry.

B) Monthly workflow (copy–edit–import)

End of month: perform stock count/valuation → determine Closing Inventory value.
Open EOM Closing template → update Date and Amount → Import.
Day 1 next month: duplicate the file as BOM Opening → update Date (1st of month) and Doc No → Import.
Reconcile: P&L shows ‘Opening Inventory – COS’ + Purchases – ‘Closing Inventory – COS’; Balance Sheet Inventory matches your count.

This keeps the classic “Opening/Closing Inventory” presentation on the P&L while making month-end a quick edit-and-import routine.

Bad Debt Recording

To write off trade and other receivables as bad debts, select the payment of the invoice and allocate it to the account “6-1003 – Bad Debt Expenses”. Thereafter, if GST was previously paid to the government, you can pass a manual journal entry to reverse the GST amount in order to claim it back from the government.

Example:
Dr 2-4000 – GST Payables
Cr 6-1003 – Bad debt expenses

Discount Recording

You can record the sales discount by following these steps:

1. Add an account in the “Chart of Accounts” as shown below.
2. Select the Sales Discount option when issuing an invoice.
3. Input a negative amount for the Sales Discount.

For expense discounts, you can create a “Expense Discount” account with an “expense” Account Type for discount recording purposes.

There are a few options where you can record your sales discount.

First, record it as a separate line like below

Second, you can record it as an Additional Charge so the discount shows after the subtotal. The steps are as follows:

1. Go to General Sale Settings,
2. Under Additional Charge 1, record it like below. For Description, enter “Discount” and a default amount (you can change this later when entering the sale, as each sale can have a different discount amount and %). For Account, select ‘Sales Discount’, and choose the tax code related to the discount.

3. When entering sales, click ‘Add Additional Charge’ to show the discount field.

4. Input the details: description with %, and the amount as a negative. Then click Submit.

5. Then you can generate the PDF tax invoice and see the discount listed like below.

Dividend Recording

For record of dividend paid adjustment, you can use manual journal, example as follows.

When you click the Retained Earnings at Balance Sheet

The system will bring you to the period of profit and loss which contribute to the retained earnings amount. For this situation, the Net Profit / (Loss) is not tally is due to the dividend adjustment of $100,000

You can go to General Ledger to find the retained earnings adjustment to reconcile the different

Withholding Tax Recording

For sales payment and supplier payment, it is required to withhold tax in Indonesia usually. You can post the withholding tax entry when you make payment

1. Select “Add Receipt” on the unpaid invoice
2. For Sales, you can select “Sales Prepaid Tax” to record the Prepaid Tax to government (withholding tax by customer, remind to get supporting documents from your customer)
3. For Expenses, you can select “Expenses Withholding Tax” to record the Withholding tax that pay to government (withholding tax pay to government for the expenses vendor invoice, remind to send the supporting documents to your supplier)

Delete Records

Sales Transactions

1. Go to All Sales.
2. In the Action column, click ‘Delete’.
3. If a payment/receipt is linked to the transaction, it will be deleted together with the sales transaction.

Receipts

1. Go to the All Receipts tab.
2. In the Action column, click ‘Delete’.
3. After the receipt is deleted, you can edit the related sales invoice.

Other Sections

Deletion works the same way in other modules. For example, in Manual Journal, use Action → Delete.

Payments for Multiple Invoices Recording

Your customer made a payment to you for multiple invoices. There are few ways to record this.

First method: You can record payments for multiple invoices at once using the “+ Add Bulk Receipt” or “+ Add Bulk Payment” button.

First, select the customer or supplier contact name. All outstanding invoices for that customer or supplier will then appear below. Next, enter the Date, select the account where you received or made the payment, and enter a transaction reference (to help track it in the bank reconciliation as a single item). Then, enter the amount for each invoice. For example, if you received a total payment of $750 to cover two invoices, enter the amounts accordingly, then click Submit to complete the process.

The bulk receipt or payment function is available under the Sales, Expenses, Inventory Sales, and Inventory Purchases sections.

Note: This feature applies only to payments or receipts in home currency. For foreign currency payments, you should record the payment separately for each invoice, as the system automatically calculates foreign exchange gains or losses.

Alternatively, you can add the payment separately for each invoice. For example, if the client paid you $1,000 for the three invoices, you can click “Add Receipt” on each invoice individually. This will show as three separate payments in the bank reconciliation, with a total of $1,000.

In the bank reconciliation, you can see the combined total of receipts with the same date and reference.

Second method: You can record the full payment as a customer deposit and later apply it to the individual invoices. Here’s how:

1. Create a new invoice and select the account “2-3000 Customer Deposits.”
2. Enter a separate invoice number (for payment tracking purposes) and the amount received from the client (e.g., $1,000), then click “Submit.
3. Then, click “+ Add Receipt” to record the payment received for this deposit invoice.

Enter the details and click Submit. The customer will now have a $1,000 deposit that can be used to offset the three invoices.

Next, go to each invoice, click “Add Receipt,” and select “2-3000 Customer Deposits” to apply the deposit towards the invoice and click Submit.

Once all invoices are settled, they will show as fully paid.

In the bank reconciliation, you will see only one payment entry. You can also check the aging report to confirm that the customer has no outstanding balance.

Third Method: You can record the full payment as a customer deposit via direct bank transaction and later apply it to the individual invoices. Here’s how:

1. Go to “Bank Reconciliation” and click “New Transaction”.
2. Select the bank account where the payment was received.
3. For the Account, choose “2-3000 Customer Deposits”.
4. Select the customer’s name under Contact. 
5. Enter the customer’s name and deposit details in the Reference field. (The reference will appear later in the bank reconciliation.)
6. Click Submit.

The customer will now have a deposit of $1,000, which can be used to offset the outstanding invoices. 

Next, go to each invoice, click “Add Receipt,” and select “2-3000 Customer Deposits” to apply the deposit towards the invoice and click Submit.

Once all invoices are settled, they will show as fully paid.

In the bank reconciliation, you will see only one payment entry. You can also check the aging report to confirm that the customer has no outstanding balance.

Bank charges imposed by bank when receipt of payments from customers

When a client makes payment for an outstanding invoice and there is a shortfall of balances due to bank charges imposed by the bank, you can select Account “Bank charges” during the Add Receipt recording.

If a client pays you via PayPal and you want to record the PayPal fee, you can create a bank charge account by following these steps:

1. Go to Accounts.
2. Click Add New Account.
3. Enter the details as follows:
4. Account Number: Based on your preferences
5. Account Name: PayPal Fee
6. Account Type: Expense – Bank Charges
7. Click Submit.

You can then select the PayPal Fee account when entering a receipt for a customer, as shown below.

Other transactions (e.g. interest income)

For received interest income or incurred interest expenses etc, you can input the details via a manual journal entry.

Customers / Suppliers

Create Contacts – Customers / Suppliers

For any new Contact, you need to input Name, select the Type, Trade or Non-Trade and Status

Once selected, you will not allow to change Trade or Non-Trade. The aging report will be generated based on the selection done in contact.

You can create branch billing and delivery addresses under each Contact. After that, when entering a quote or sales transaction, you can select the branch address to appear on the generated export PDF invoice.

You can create an internal tag for your contact.

This tag will appear in brackets in front of the company name during selection.

You can add multiple email addresses to a contact. When you email the contact from the Email Center, the message will be sent to all listed addresses. Separate multiple addresses with semicolons (e.g., [email protected]; [email protected]).

In cases where only one address is allowed (e.g., Malaysia e-Invoice), we’ll use the first address you enter.

Create Contacts – Default Account Type (Expenses)

You can set a default expense account type for each contact at the field “Default Account Type (Expenses)”. For example, if you choose Accounting Fee, then when you create an expense and select that contact, the Expense Account field will automatically be set to Accounting Fee, as shown below.

You can also import the “Default Account Type (Expenses)” using the Excel import — just fill in the account code as shown below.

Customer/Supplier Deposits & Director Due To/From

Where a balance appears on the Balance Sheet is decided by the account type you choose (asset vs liability). If you post the opposite sign, the system won’t auto-swap sides—it will show a negative.

Which account type to use (and why):

• Customer Deposits = money your company owes (advances you received, or Due to Director). Lives in Current Liabilities. Works in Receipts/Payments and tracks by Contact.
• Supplier Deposits = money owed to your company (prepayments you made, or Due from Director). Lives in Current Assets. Works in Receipts/Payments and tracks by Contact.
• Trade Receivables/Payables (System Account) = normal invoices/bills. Don’t park deposits here or you’ll get negative balances.
• Other Receivables/Payables (System Account) = sundry/non-trade; don’t park deposits here or you’ll get negative balances.

Tick ‘Hide Account’ to hide the Customer Deposits and Supplier Deposits accounts if you’re not planning to use them.

Amount due from/to Directors or related parties:

Generally, you can use the Default Account to record your related parties

(1-5100) – Supplier Related Parties

(2-3100) – Customer Related Parties

When you create the Director or Related Parties Name contact, tick Customer and Supplier (so they appear on both sides for Amount Due from or to Director).

If you don’t want to use the Default Account, you can create a separate account for Amount Due from/to Directors to better show it in the Balance Sheet report.

Example, create two accounts:

Amount Due to Director → set type = Customer Deposits (current liability).

Amount Due from Director → set type = Supplier Deposits (current asset).

Alternative simple setup (no Contact selection):

If Customer/Supplier Deposits are confusing, you can instead create

• ‘Amount Due from Director’ with account type ‘Current Assets’ 
• ‘Amount Due to Director’ with account type ‘Current Liabilities’. 

In this case, you don’t select a Contact; each director should have a separate account (e.g., “Amount Due to Director – ABC”, “Amount Due to Director – CDF”). 

Limitation: these accounts can be used only in the Manual Journal section (they won’t appear in Receipts/Payments).

Tips:

How to avoid negatives showing on the Balance Sheet:

• Posting an advance you received? Use Customer Deposits (current liability).
• Posting a prepayment you made? Use Supplier Deposits (current asset).

Need to pick a ‘Contact’ or use the Receipts/Payments function in the Sales and Expenses section? Use either the “Customer Deposits” or “Supplier Deposits” account types, not the generic Current Asset/Current Liability account type, which allows adjustment via manual journal entry only.

GST / SST / VAT

AI Account with Built-in GST, SST, and VAT Support.

GST Accrual Basis vs Cash Basis

Our system automatically generates country-specific tax codes. Go to Settings → Tax Codes, choose Sales or Expenses, and enable the codes you want to use for data entry. Codes that aren’t enabled won’t appear when you enter transactions. At the top of the Tax Codes page, you’ll also find a note explaining how each tax code works.

The GST / SST / VAT payable amount is recorded under account code 2-4000 GST Payables. When you make a GST / SST / VAT payment, you can post the entry to this account.

Our software allows you to easily switch between accrual basis and cash basis without any complex settings. How it works is explained below:

GST on Accrual Basis

For companies reporting GST on an accrual basis, you can generate the details from the GST Report.

The 2-4000 GST Payables account reflects GST based on accrual accounting. After you make payment to the authorities, this account usually returns to zero.

GST on Cash Basis

For companies reporting GST on a cash basis, you can generate the details from the GST Report (Cash Basis).

In this report, only payments that have been received (i.e., receivables settled) will show sales and GST amounts.

Any manual journal entries related to GST are treated as settled and appear in this report.

Since the 2-4000 GST Payables account is still recorded based on accrual accounting, after payment it may still show a balance corresponding to unpaid receivables.

You can reconcile the difference using the example below:

The company has 2 invoices: one paid and one unpaid.

In the GST Report (Cash Basis), GST recorded for the paid invoice is $16.

In the Aging Report (Trade and Non-Trade Receivables), GST for the unpaid invoice is $80.

Adding the GST from both reports ($16 + $80) equals $96, which matches the GST Payables shown on the Balance Sheet.

This way, you can verify that your GST Payables account reconciles correctly between the cash basis and accrual basis.

GST rounding differences

You can click following button to add GST Rounding Difference

Thereafter input the Difference in positive or negative amount, and select the correct Tax Code so it can show in the correct category in the GST report. Example this sales is 7% Standard rated Supplies, therefore the rounding difference can select 7% Standard rated Supplies

Then click submit to record the transaction

GST Treatment of Bad Debts under Accrual Basis Accounting

The sample below shows the gross amount displayed in the report. If you want to show only the input tax or output tax without the gross amount, you need to use a tax code that reflects only the output tax or only the input tax. Different countries may have different requirements, and you can check any specific country’s requirements in the Country section.

In some countries, if you make a sale and charge GST but the customer never pays you, you may claim back the GST previously paid to the government after meeting the required conditions. Below is an example of the double entries:

1️⃣ When you write off the bad debt (and claim back the GST):
You record the write-off and reduce trade receivables via “Add Receipt”:
Debit: 6-1003 Bad Debt Expense 1,090
Credit: 1-0000 Trade Receivables 1,090
(Assume total invoice was 1,090 including 90 GST)

Record the following manual journal entry to recognise that we need to claim a refund from the government:
Debit: 6-1003 Bad Debt Expense 1,000 (9% Standard rated Supplies) + GST 90
Credit: 6-1003 Bad Debt Expense 1,090 (0% No Tax)

2️⃣ Later, when the government refunds the GST:
You record the cash received from the government:
Debit: X-XXXX Bank 90
Credit: 2-4000 GST Payables 90

3️⃣ If the customer pays you after the bad debt was written off:
You reverse the bad debt expense and repay the GST to the government:
Debit: X-XXXX Bank 1,090
Credit: 6-1003 Bad Debt Expense / 8-9000 Other Income (Bad Debt Recovery) (9% Standard rated Supplies) 1000 + GST 90

Then, you repay the GST portion to the government:
Debit: 2-4000 GST Payables 90
Credit: X-XXXX Bank 90

In the GST report, you will see details as shown below.

GST Treatment of Unpaid Creditors under Accrual Basis Accounting

The sample below shows the gross amount displayed in the report. If you want to show only the input tax or output tax without the gross amount, you need to use a tax code that reflects only the output tax or only the input tax. Different countries may have different requirements, and you can check any specific country’s requirements in the Country section.

In some countries, if you make a purchase and claim input GST but do not pay the creditor within 12 months, you are required to repay the previously claimed GST input tax to the government. Below is an example of the journal entries:

Record the following manual journal entry to recognise the obligation to repay the input tax to the government:
Debit: 6-6210 GST Expenses 1,090 (0% No Tax)
Credit: 6-6210 GST Expenses 1,000 (9% Standard rated Purchases) + GST 90

If you subsequently pay the supplier after reversing the GST (after 12 months), you can reclaim the input tax with the following entry:
Debit: 6-6210 GST Expenses 1,000 (9% Standard rated Purchases) + GST 90
Credit: 6-6210 GST Expenses 1,090 (0% No Tax)

In the GST report, you will see details as shown below.

GST Treatment of Bad Debts under Cash Basis Accounting

The sample below shows the gross amount displayed in the report. If you want to show only the input tax or output tax without the gross amount, you need to use a tax code that reflects only the output tax or only the input tax. Different countries may have different requirements, and you can check any specific country’s requirements in the Country section.

In some countries, if you make a sale but the customer does not pay you within 12 months, you are still required to pay the tax (e.g., SST) to the government — even though you record tax on a cash basis. Below is an example of the double entries:

🔷 What happens?
📅 At invoice date → No SST is payable yet because you are on a cash basis.
⏳ After 12 months from invoice date → Even though the customer hasn’t paid, you must still pay the SST to the government.
📒 You keep the receivable from the customer on your books, but the SST is paid from your own funds.
💵 If the customer pays you later → No additional SST is payable because it was already paid at the 12-month point.

📊 Journal Entries
Scenario 1: After 12 months — pay SST even though not collected:
You can post a manual journal entry as shown below. The entry will be treated as paid in the manual journal, so the SST amount will appear in the GST Report (Cash Basis).
Debit: 2-4000 GST Payables 900 (0% No Tax)
Debit: 4-0000 Sales Income 10,000 (0% No Tax)
Credit: 4-0000 Sales Income 10,000 (9% Standard rated Supplies (Assumption)) + GST 900

You can settle the GST using the manual journal entry below.
Debit: 2-4000 GST Payables 900
Credit: X-XXXX Bank 900

In the GST report Cash Basis, you will see details as shown below.

Scenario 1.1: When customer eventually pays:
No further SST is payable because you already paid it at the 12-month mark.
You simply record the cash received and clear the trade receivable via “Add Receipt”

Then post the manual journal entry below to ensure the SST payable is not paid twice to the government and is properly reflected in the GST Report (Cash Basis). Since the trade receivable has now been paid and will appear in the GST Report (Cash Basis), but you have already paid this amount to the government earlier, you need to reverse it now to offset and show a zero balance.
Debit: 4-0000 Sales Income 10,000 (9% Standard rated Supplies (Assumption)) + GST 900
Credit: 2-4000 GST Payables 900 (0% No Tax)
Credit: 4-0000 Sales Income 10,000 (0% No Tax)

Scenario 1.2: When you write off the bad debt as customer not paid (and claim back the SST paid):
You record the write-off and reduce trade receivables via “Add Receipt”:
Debit: 6-1003 Bad Debt Expense 10,900
Credit: 1-0000 Trade Receivables 10,900
(Assume total invoice was 10,900 including 900 SST)

When you write off an amount as bad debt, the system treats it as paid and includes it in the GST Report Cash Basis. To recognize that we need to claim a refund from the government and to reverse the system’s assumption that the trade receivable was paid, record the following manual journal entry:
Debit: 6-1003 Bad Debt Expense 10,000 (9% Standard rated Supplies) + SST 900
Credit: 6-1003 Bad Debt Expense 10,900 (0% No Tax)
Credit: 2-4000 GST Payables 900 (0% No Tax)
Credit: 4-0000 Sales Income 10,000 (0% No Tax)
Debit: 4-0000 Sales Income 10,000 (9% Standard rated Supplies (Assumption)) + GST 900

In the General Ledger, it appears as shown below, showing an SST refund of 900 from the government.

In the GST Report (Cash Basis), on the day the amount is written off as bad debt, it will show the recoverable SST from the government as follows:

Later, when the government refunds the SST:
You record the cash received from the government:
Debit: X-XXXX Bank 900
Credit: 2-4000 GST Payables 900

Scenario 2: The customer was wound up before 12 months. You wrote off the debtor within 12 months, and no service tax needs to be paid.

You record the write-off and reduce trade receivables via “Add Receipt”:
Debit: 6-1003 Bad Debt Expense 10,900
Credit: 1-0000 Trade Receivables 10,900
(Assume total invoice was 10,900 including 900 SST)

When you write off an amount as bad debt, the system treats it as paid and includes it in the GST Report Cash Basis. To reverse the system’s assumption that the trade receivable was paid, record the following manual journal entry:
Debit: 6-1003 Bad Debt Expense 10,000 (9% Standard rated Supplies) + SST 900
Credit: 6-1003 Bad Debt Expense 10,900 (0% No Tax)

In the GST Report (Cash Basis), on the day the amount is written off as bad debt, it will show the SST as follows:

GST Recording When Functional Currency Differs from GST Currency

In some countries—such as Singapore—GST must be reported in SGD. This means that even if your company’s functional currency is USD, you must also record the SGD equivalent for each transaction. The same applies to input tax on expenses: record the exact SGD amount for GST reporting.

How to set this up in AI Account

Enable GST currency display: Go to Financial Settings, tick “Show GST Currency?”, and click Save.

Record transactions: In Sales and Expenses, a GST exchange rate field will appear. Use the system-populated rate or enter your preferred rate. The system will calculate the SGD amount to be used for GST reporting.

Generate the report: When you run the GST Report, the SGD amounts will be shown and can be used for your GST submission.

GST Module – Batch Bad-Debt / Unpaid-Creditor Adjustments

Use the GST Module to create batch manual journals to:

• Write off debtor invoices unpaid for more than 12 months (365 days) and claim back the GST/SST/VAT, and
• Reverse (pay back) previously claimed GST for unpaid creditor invoices older than 12 months.

Different countries have different rules. Ready-made templates are available per country, and you can create your own in Manual Journal Template Setup.

Steps

Click ‘GST Module’ from the menu.

Set the aging filter

• Choose Invoice Date or Due Date.
• Set Older than to 365 days.
• Enter today’s date as the “As at” date.
• Click Search.
• The system lists all invoices that are unpaid for more than 365 days as of today.

Select invoices
Tick the invoices you want to process (e.g., to write off and claim back GST/SST/VAT).
Important: Select invoices with the same GST rate only. Do not mix different GST rates in one batch, or the system will throw an error and the manual journal will not balance. Also separate trade and non-trade items: post trade invoices to Trade Receivables and non-trade items to Other Receivables; do not combine them in the same batch.

Create the journals
Click ‘Create Tag Manual Journal’.

Choose a template
Select the relevant template (e.g., “Bad debt write off”).

Preview and submit
Review the auto-generated adjustment. If everything looks correct, click Submit.

Confirm tags & reports
Refresh to see the manual journal tag attached to each processed invoice.

Open your GST report to see the GST refundable (for debtors) or GST to repay (for creditors), based on the journals created.

Unpaid creditors (input tax to repay)

Use the same steps for unpaid creditor invoices older than 12 months. Select the appropriate template so the system reverses (pays back) any input tax previously claimed.

Notes:

• Country rules differ. Always pick the template for your jurisdiction, or create one in Manual Journal Template Setup to match local requirements.
• Batch = faster. Handle many invoices at once—no need to post journals one by one.
• Audit trail. Tags on invoices make it easy to trace which journals were generated from the GST Module.
• Rate-by-batch tip. If you have invoices with multiple GST rates, run separate batches for each rate to keep journals balanced.
• Separate trade and non-trade items: post trade invoices to Trade Receivables and non-trade items to Other Receivables; do not combine them in the same batch.

Reverse Charge Recording for Import Service

First you will need to create a new Tax Code at Settings “Tax Codes”

When you enter your Imported expenses with Reverse Charge, you can select as follows

In the journal report, you can see the journal entry will record as follows

In GST report, you can see the details

Manual Journal

Manual Journal Entry

To create a manual journal, go to Manual Journal → Add New Entry.

You can add a description to each line; it will appear in the general ledger.
After submitting the journal, use the options in the top right to duplicate the entry or reverse it (if you want to).

Manual Journal Entry Tagging

For each transaction—whether it’s a Sale, Expense, Inventory Sale, Inventory Purchase, or Fixed Asset entry—you now have the option to tag one or more Manual Journal Entries. This allows you to easily track related manual journal entries linked to the original transaction.

For example, if you’ve created a GST adjustment as a manual journal for a sales transaction, you can tag it accordingly for better traceability.

You may also add a new Manual Journal Entry and tag it using the “Options” menu, as shown below.

Alternatively, you can go directly to the Manual Journal Entry and use the “Tag Transaction” option to link it to the relevant transaction.

You can also tag one Manual Journal Entry to another.

Banking & Cash

Bank Transactions

For transactions involving banks and balance sheet items, use the ‘New Transaction’ option under the Bank Reconciliation section.

For profit and loss transactions related to the bank, such as bank charges and interest income, you can also enter them via the ‘New Transaction’ option.

Transactions posted using this option will appear under Manual Journal.

Please note that the manual journal does not generate an automatic e-invoice. It is recommended to record your cash sales or expenses using the standard Sales or Expenses module. This ensures that receivable or payable contact details are captured, allowing the system to automatically generate or capture an e-invoice when applicable.

Bank Reconciliation Automation

First, you need to enter the transaction into the account (e.g., payment received or payment made). Then, you can import the bank statement, and it will automatically match and be marked as ‘tick’ if it corresponds correctly. You can see the detailed steps below.

You can import your bank statement in CSV format to automate the bank reconciliation process.

Select whether the bank account for reconciliation is in the home currency or a different currency to ensure the automatic matching is done correctly.

The system will automatically match and tick the entries that correspond. For unmatched entries, you can manually review and tick them. You can also save your work in progress and continue the bank reconciliation later.

Before completing the bank reconciliation, first click the button in the top-right corner to export the Bank Reconciliation Report, which lists all reconciled and unreconciled items for your review. Once you’ve verified the report, click ‘Reconcile’ in the bottom-right corner to finalize the reconciliation and record it in the system.

Projects Recording

You can use the project module to keep track of your projects and calculate each project’s profit.

The completion percentage is calculated based on:

Expense Total Amount / Budgeted Cost

You can tag sales invoices and expense invoices to the project. Each sale and expense can be tagged to only one project.

Fixed Assets

Fixed Assets Recording

You can record fixed assets in the account via the ‘Fixed Assets’ module. All double entries will be automatically generated when you input the details and submit. Do not duplicate entries in the expenses module.

For the disposal of fixed assets, you can click Options → Dispose. All double entries, such as gain or loss on disposal, will be automatically generated based on the sales proceeds you enter.

Alternatively, you can record a fixed asset in the ‘All Expenses’ section. Please note that you cannot run the automatic depreciation function if you record it this way. You will need to post the depreciation adjustment manually via a journal entry.

Fixed Assets Accounts – Steps to add Chart of Account

1. you need create one main account and 2 accumulated account in below format
2. Click Motor Vehicle, then connect the 2 accumulated account created
3. Then submit and will appear in Fixed Assets Module

Fixed Assets Run Depreciation

You can automatically run the double-entry depreciation record by entering the period ‘To’ and click “DEPRECIATE” for you to run the depreciation entry for the fixed assets entered into the software.

You can rollback incorrectly run depreciation by clicking ‘Rollback Depreciation’.

Related Parties

You can use the following Account to record for Related Parties, such as Director, Subsidiary, Related Company and etc balances.
1-5100 Supplier Related Parties
2-3100 Customer Related Parties

Example, You can create contact “Director A” – Other Receivables, then it will show when you select “2-3100 Customer Related Parties”

Expenses Paid on Behalf by Director

When a director pays an expense on behalf of the company, you can record it as follows:

First, create a contact named “Director Account.”

When recording the payment for the expense, select the account 1-5100 Supplier Related Parties and choose the contact “Director Account”

This records the expense as being paid on behalf of the company by the director.

Multi-Currency

Foreign Exchange Currency Setup

You can refer to the steps in ‘Customise Plan (How to Create a New Company)’. First, add the company’s Home Currency (functional currency). You may select any currency; the first currency you select will be treated as the Home Currency (also known as the functional currency).

If you are subscribed to the Premium Plan, AI Account will set up the Home Currency for you when we create the company at sign-up.

Note: Once set, the Home Currency cannot be changed. If the company needs to change its Home Currency, a new company must be created and the data migrated as opening balances.

You can view currency details at ‘Settings’ → ‘Currencies’.

For any foreign currency you no longer need, select Action ‘Hide’ to remove it from selection. It will move to the ‘Hide Currencies’ tab.

When preparing consolidated accounts, any entity with a foreign functional currency must be translated into the reporting currency for consolidation, with exchange differences recognised in equity. For details, see ‘Consolidation Account Automation’.

Kindly ensure a separate bank account , or separate contact be created for different currencies so you can do bank reconciliation, or keep track of your foreign currency customer and supplier clearer.

For foreign currencies other than the home currency, try to group the same foreign currency in a separate account. Avoid mixing different foreign currencies in one account as it can lead to incorrect calculations of the original currency.

For year-end exchange gains and losses (foreign currency revaluation) on foreign currency balance sheet items, you can record them with a manual journal entry in the home currency.

Foreign Exchange Currency – Year-End Revaluation

For year-end exchange gains and losses (foreign currency revaluation) on foreign currency balance sheet items, you can record them with a manual journal entry in the home currency.

Example:

Generate the general ledger for the foreign-currency account. In this example, the closing balance on 31 Dec 2025 is US$500.

If the year-end exchange rate is 1.29, the SGD equivalent should be SGD 645.00.

The account currently shows SGD 669.10, you need to recognise an unrealised exchange loss of SGD 24.10 (669.10 − 645.00).

Journal entry (home currency):
Dr Unrealised exchange loss (P&L) — SGD 24.10
Cr USD bank (revaluation) — SGD 24.10

After posting, the general ledger will reflect the correct SGD-converted amount at year-end (SGD 645.00) while the foreign-currency balance remains US$500.

Note: If the book value is below the revalued amount, reverse the entry (Dr the USD account; Cr Unrealised exchange gain).

For unpaid foreign-currency sales, the transactions will appear as ‘Unpaid’ in the Sales Listing. The outstanding amount represents a foreign-currency trade receivable that must be revalued at year-end. To record the exchange gain/loss adjustment, click Add Receipt.

Select the ‘Exchange Gain Loss Adjustment Only’ account, enter the foreign exchange gain or loss amount, and click Submit. The sales transaction will then be revalued to the year-end amount.

The expense transaction can be revalued to the year-end amount in a similar way.

Foreign Currency Transaction Recording

When entering transactions, you can select the desired foreign currency (make sure to add the foreign currency first in Settings → Currencies).

The exchange rate is automatically generated by the system based on the transaction date, but you can overwrite it by entering your preferred exchange rate.

When invoicing and recording payment in the same foreign currency, the system will automatically calculate the exchange gain or loss. Any difference between the exchange rate at the time of invoicing and at the time of payment will be posted as a foreign exchange gain or loss.

If you make a local currency payment and the amount exceeds the foreign currency invoice (after conversion), the difference will be posted as an exchange gain or loss. If the payment is less than the converted invoice amount, it will be recorded as a partial payment of the invoice.

Year End Closing or Change of Year End

You can go to Settings, and select Financial Settings

Input the New Start Date, New Year End Date, and Lock Date so the periods closed cannot change.

You can also fill up the lock date for any cut off date you want to lock the accounting period.

Click Save

Email Center

Send quotes, sales invoices, and official receipts to your customers directly from AI Account. You can also email purchase orders to your suppliers to place orders straight from the system.

Visibility settings

In Settings, you can set a ‘Hide Before Date’ for Quotes, Sales Invoices, Official Receipts, and Purchase Orders.

For example, if you enter 31 July 2025 in Quote Settings, any quotes dated before 31 July 2025 will be hidden from the Quotes tab and won’t be available to email.

Email defaults

In Quote Settings, Sales Settings, Official Receipt Settings, and Purchase Order Settings, you can configure:

• Email subject
• Email body
• Reply-To email (the address that appears when recipients click “Reply”)
• CC email (addresses to copy on outgoing messages)

Example

Sending from the ‘Sales’ tab

Select the sales records you want to email to your customer, or mark them as Not Applicable if you don’t want to send an email.

Click ‘Mail All Pending Sales’ to send emails for all items with Pending status that have a valid email address.

If a Status shows ‘Invalid Email’, it means the contact doesn’t have an email address. Edit the contact to add a valid email and the status will update.

Emails will automatically include a PDF attachment for quotes, invoices, official receipts, and purchase orders. To customize the PDF templates (such as the invoice header, quote footer, or other details), go to the settings menu under:

• Quote Settings
• Invoice Settings
• Inventory Sale Quote Settings
• Inventory Sale Invoice Settings
• Purchase Order Settings
• Inventory Purchase Order Settings
• Official Receipt Settings

Software Settings

You can adjust the settings in the sections below:

Financial Settings: Update the ‘Accounting Year Start Date’ and ‘Accounting Year End Date’ each year after the accounts have been closed. For example, after closing the accounts for December 31, 2022, update the ‘Accounting Year Start Date’ to January 1, 2023, and the ‘Accounting Year End Date’ to December 31, 2023. Set the ‘Lock Date’ to December 31, 2022, to lock entries on or before this date, making them non-editable. You can also update the ‘Credit Terms for Customers’ and ‘Credit Terms for Suppliers’ in this section.

** You can update the credit terms for each customer or supplier under ‘Contacts’ if needed. Any contacts without updates will use the default credit terms specified in the financial settings. **

You can tick “Mark Description Field Optional” and Save. Then, in the All Quotes, All Sales, All Purchase Orders, and All Expenses sections, the description field will become optional to fill in.

Quote Settings: Update the notes in the quotes generated

Invoice Settings: Update the notes in the invoices generated.

Official Receipt Settings: Update the notes in the official receipts generated.

Accounts: A default Chart of Accounts is created, suitable for most SMEs. You can add a new account or import one if needed.

In the Accounts section, you can configure Account Grouping (via the top right button) and then generate the Balance Sheet (Group) and Profit and Loss (Group) reports, which will reflect the groupings you’ve defined.

You may rename or hide any system-generated default account (e.g., Sales, Expenses) except for the following accounts, which are locked for automation and cannot be modified:

• Trade Receivables
• Other Receivables
• Inventories
• Fixed asset account (Default)
• Trade Payables
• Other Payables
• GST Payables
• Expenses Withholding Tax
• Retained Earnings
• Sales Inventories
• Service Charges
• Sales of Fixed Assets
• Cost of Goods Sold
• Depreciation
• Impairment Loss
• Loss or (Gain) on Disposal
• Exchange loss or (gain) (trade)
• Exchange loss or (gain) (non-trade)
• Rounding Differences

Currencies: You can add additional currencies if necessary. The starting currency is the functional currency and cannot be modified. Create a new account if you need to change the functional currency.

Tax Codes: Set up GST, VAT, or SST as required. You can also select “Sales Tax” or/and “Expenses Tax” type if you want the relevant tax codes to appear in the sales or expenses sections. You can add the tax code that is more relevant to your city or country if it is not shown in the default tax codes.

Users: Add more users to the account. Permission ‘User’ will have full access to the account, Permission ‘Sales Only’ will restrict staff to the sales section only, and Permission ‘Read Only’ will allow staff to view the account without making modifications. For more information, please refer to the ‘Add New Users’ section.

Add New Users

1. First, go to Settings → Users
2. Click on “Add New User”
3. Enter the email address, select the user’s permissions, and click ‘Submit’ to complete the user addition process. The user should then visit the ‘First Time Login’ section to log in to their account and begin using the software.Permission ‘User’ will have full access to the account, Permission ‘Sales Only’ will restrict staff to the sales section only, Permission ‘Expenses Only’ will restrict staff to the expenses section only, and Permission ‘Read Only’ will allow staff to view the account without making modifications.
   

Default Description Settings – Sales and Expenses

In “Settings” → “Accounts” , you can assign a default description to any account type classified as “Income”, “Cost of Sales”, or “Expense”. Once saved, this description will automatically appear whenever you select that account in a sales or expense transaction, eliminating the need to retype it each time.

Default Tax Code and Pricing Settings – Sales

In “Settings” → “Accounts” , you can assign a default tax code and default pricing to any account type classified as “Income”. Once saved, this tax code and pricing will automatically appear whenever you select that account in a sales transaction, eliminating the need to retype it each time.

Default Description Settings – Inventory

In the Inventory List, select an item, enter a Default Description, and click Submit. Once saved, this description will automatically populate whenever you choose that item in any sales or purchase inventory transaction, so you no longer have to re-enter it each time.

Default Selling Price Settings – Inventory

In the Inventory List, select an item, enter a Default Selling Price, and click Submit. Once saved, this selling price will automatically populate whenever you choose that item in any sales inventory transaction, so you no longer have to re-enter it each time.

Default Remarks

In the Quotes and Sales settings, you can define a Default Remark that automatically appears whenever you create a new transaction. This field is useful for entering recurring details—for example, you might pre-fill it with:

“Courier slip number:
Courier vendor:”

When you raise a quote or invoice, these lines will appear by default, allowing you to fill in the specific slip number and vendor, and they will be included in the exported PDF report.

Default Tax

You can select Default tax code use for Sales and Expenses

So when you input Sales or Expenses, the default tax you tick will show and you can save the time to select it.

Top Notes and Bottom Notes Settings

Each settings section lets you control how the report’s Top Notes and Bottom Notes are shown.

For example, if you upload your company logo under Company Information, it will appear at the top of the Tax Invoice. If you prefer to show the logo in the Top Notes section instead, remove it from Company Information.

The Tax Invoice will display the logo as shown below.

For example, to edit Top Notes, go to Invoice Settings, update the content, adjust the font size, paste any image (Ctrl+V), and click Save. Tax Invoice will use your saved Top Notes.

If you want finer layout control, design the Top Notes in Word, take a screenshot of the exact area you need.

Then paste that image into Top Notes and click Save.

The generated Tax Invoice will display exactly as designed.

Similarly, you can configure Bottom Notes to appear at the bottom of the generated Tax Invoice.

Tax Invoice Settings

You can generate “Tax Invoice” report on the top right corner of each Sales.

Go to Invoice Settings, you can update the below items which will reflect in the Tax Invoice report

See the Top Notes and Bottom Notes Guide for details on customizing to your needs—such as adding an image to the top note or setting a specific font size.

Sample Report how it will be displayed in Tax Invoice Report

In Invoice Settings, go to the Default Remark section to create a remark template and, if needed, add custom input fields for Tax Invoices (e.g., courier slip number, order number). The Default Remark is inserted automatically whenever you create a new invoice, so you can pre-fill recurring lines such as “Courier slip number:” and “Courier vendor:” and simply complete the details for each transaction; these entries will also appear in the exported PDF Tax Invoice.

Tick “Show Delivery Address.” If the contact has a delivery address, it will be displayed on the generated Tax Invoice.

You can go to Invoice Settings, tick “Enable Quantity”, and click Save. After that, you will be able to enter the quantity in your normal sales transactions under the Sales section.

To include quantity in your exported documents, tick “Display Quantity and Unit Price in Exported Quotes and Sales Invoices” and click Save. The exported PDF reports for both Quotes and Sales will then show the quantity and unit price.

You can then go to All Quotes or All Sales to start creating your quotes and sales transactions with quantity.

Go to Invoice Settings,
(Optional) Tick “Show Numbering for Each Row in PDF”, then click Save.
(Optional) Tick “Hide the tax code from PDF when there is no tax”, then click Save.

After this, exported Tax Invoices, Debit Notes, Credit Notes, and Refund Notes will:

• show row numbering in the PDF; and/or
• omit the tax code when no tax applies (the tax table will not be shown).

Tick “Hide measurement in export PDF” and Save. The invoice will display only the quantity, and measurements won’t appear.

Tick “Show Contact Name Internal Tag in PDF Export” and Save. The invoice will display the customer name with the internal tag in front, as shown below.

You can set the prefix numbering for sales transactions in the section below. For details, see Prefix Number Settings.

Tick “Show the Final Total in Words” and Save. In Invoice generated will show the Currency and Amount in word after the grand total.

You can issue quotes and invoices in a foreign language if you wish. See Foreign Language Settings for details.

Tax Invoice Wording and Column Width Adjustment

If the Quantity and Measurement columns take up too much space on your tax invoice, you can shorten their labels to make those columns narrower.

Go to Language Settings and select English.

Edit the labels for Measurement and Quantity to your preferred abbreviations, then click Submit at the bottom.

Generate the tax invoice again. The Description column will now be wider, and the Quantity and Measurement columns will be narrower.

Tax Invoice Templates

You can create custom templates with different top notes, bottom notes, and languages.

The templates you create can be selected when you create a sales transaction. You can also add or manage templates in Quote Settings.

After you create a template, it appears in the list (see below).

When creating a Sales, select the template you created. This lets you apply different invoice templates to different sales.

Delivery Order Settings

In Delivery Order Settings, you can configure the delivery order report, including the top note, bottom note, delivery order name, row numbering in PDFs, showing the contact name and internal tag in PDF exports, and displaying a grand total for quantity.

Tick ‘Activate Prefix Number for New Sales’ and/or ‘Activate Prefix Number for New Inventory Sales’ to enable prefix numbers in the Sales section.

Once activated, a DO (Delivery Order) number will appear when you create a sale, and the delivery order date will default to today.

Expense Report Settings

You can generate an ‘Expense Report’ for each expense via the Export button in the top-right corner.

Configure the report’s header and footer notes in Bill Settings.

Inventory Purchase Report Settings

You can generate an ‘Inventory Purchase Report’ for each Inventory Purchase via the Export button in the top-right corner.

Configure the report’s header and footer notes in Inventory Purchase Bill Settings.

Fixed Asset Report Settings

You can generate an ‘Fixed Asset Report’ for each Fixed Asset via the Export button in the top-right corner.

Configure the report’s header and footer notes in Fixed Asset Settings.

Official Receipt Settings

You can setup official receipt settings at below

You can export the Official Receipt at each Receipt

Payment Voucher Settings

You can setup Payment Voucher Settings at below

You can open any payment and click the ‘Export’ button to export the payment voucher for that payment.

Statement of Account Settings

You can setup Statement of Account settings at below

You can export the Statement of Account at General Ledger (Contact)

Input the Contact and Account, select the relevant periods, and click Search before exporting the Statement of Accounts.

Manual Journal Voucher Settings

You can setup Manual Journal Voucher settings at below

You can export the Manual Journal Voucher at each Manual Journal

Prefix Number Settings

You can set a prefix for the running numbers in the following settings:

• Quote Settings
• Invoice Settings
• Purchase Order Settings
• Bill Settings
• Inventory Sale Quote Settings
• Inventory Sale Invoice Settings
• Inventory Purchase Order Settings
• Inventory Purchase Bill Settings
• Official Receipt Settings
• Expenses Payment Settings
• Inventory Receipt Settings
• Inventory Payment Settings
• Fixed Asset Payment Settings
• Fixed Asset Settings
• Manual Journal Settings

For example, in Quote Settings, you can set a prefix like “QUOTEST”. The next number defines the starting point of the running number sequence. If you enter a value such as 00069, the system will maintain a consistent 5-digit format (e.g., QUOTEST00069, QUOTEST00070, etc.).

Once a quote is created, the system will automatically increment the number for the next quote (e.g., from QUOTEST00069 to QUOTEST00070). However, if you manually enter a custom number or prefix when creating a quote, the system will not update the running number sequence for subsequent quotes.

The same logic applies to other modules such as invoices, purchase orders, and bills — each will follow its own prefix and running number sequence based on your settings.

Invoice Special Prefix Number Settings

In ‘Invoice Settings’ and ‘Inventory Sale Invoice Settings’, you’ll find the Middle prefix option for invoices.
If you set the Middle prefix to YYYYMM, the invoice number will auto-generate like this:
E.g. INVTESTA202510000704

You can also choose whether the sequence resets to 1 every month or every year when using the Middle prefix.

General Sale Settings

You can set up a Service Charge, which allows you to automatically generate an income item based on a specified percentage. This will be explained further in the next section.

You can also set up three Additional Charge to invoice clients below the gross amount, such as government taxes, miscellaneous income, or fees that you want to apply to every client — for example, shipping fees, discounts, etc.

Service Charges

If you have sales income (e.g., commissions, service charges) that you want to calculate as a percentage of sales automatically, you can configure it under General Sale Settings as follows:

• Tick “Has Service Charge”, and the service charge will appear by default when you create a sale.
• You can edit the default description if desired.
• Enter the percentage to calculate, e.g., 10%. The system will then automatically calculate and apply the service charge as 10% of the total sales gross amount.
• Select the default tax code to use for the service charge.

The account “4-8000 Service Charges” is used to record service charge income. You can rename this account if needed to reflect the nature of the income.

Example:
When you create a sale, the invoice will display the service charge as shown below.

You can also customize the default description (e.g., “Commission 10%”), and it will appear on the invoice with this description.

Additional Charge

If you have additional income to invoice clients below the gross amount, such as government taxes, miscellaneous income, or fees you want to apply to every client — for example, shipping fees, discounts, etc. — you can configure it under General Sale Settings as follows:

• Tick “Has Additional Charge”, and three additional charge fields will appear by default when you create a sale.
• You can edit the default description, default value, and default tax code for each field if desired.
• For each field, select the default account you want this charge to be posted to.
• You can also select the account “– EMPTY –” if you do not want to use the charge in that field.

Example:
When you create a sale, the invoice will display the additional charges as shown below. (In this example, only one field is used, described as Hotel fee.)

Language Settings

Update Report Labels

You can change report labels in Language Settings.

1. Go to ‘Language Settings’ → Language, then select ‘English’.

2. Edit the label you want to change — for example, change “Tax Invoice” to “Tax Invoice TEST.”

3. Open a Sales transaction and export the Tax Invoice.

4. The exported Tax Invoice report will now display “Tax Invoice TEST.”

To update labels on the PDF reports listed below, use the corresponding fields in Language Settings.

• Quote Settings
• Invoice Settings
• Inventory Sale Quote Settings
• Inventory Sale Invoice Settings
• Purchase Order Settings
• Inventory Purchase Order Settings
• Official Receipt Settings
• Payment Voucher Settings
• Manual Journal Voucher Settings
• Delivery Order Settings
• Statement of Account Settings
• Debit Note Settings
• Credit Note Settings
• Refund Note Settings

Using AI Account in a Foreign Language

You can view our software in your preferred language using Google Chrome’s built-in translation.

Steps
1. Open our software in Google Chrome.
2. Click the three dots in the top-right corner.
3. Select “Translate…”.

4. In the address bar, click the Translate icon.
5. Choose “Choose another language”.

6. Select your preferred language and click Translate.

The website will now appear in the language you selected.

Issuing Quotes and Invoices in a Foreign Language

Some countries require invoices to be issued in the local language (e.g., Burmese in Myanmar). To set this up:
1. Go to Language Settings.
2. Click Import (top right) and download the template file.
3. Open the Excel file and either add your own translations for invoice terms or use the default values provided.
4. Upload the Excel file and click Import. The language list will be added to your company.

Next, set the language for each document type:
– Quote Settings
– Invoice Settings
– Inventory Sales Quote Settings
– Inventory Sales Invoice Settings

At the bottom of each settings page, under PDF Export Language, select the language you want to use for the exported PDF, then click Save.

You can now generate tax invoice PDFs (and quotes) in the selected foreign language.

HQ and Branch Setup Options

In most cases, HQ and branch are treated as separate company accounts in accounting software. This allows each entity to track its own sales and expenses independently and use its own invoice number prefix. You can create two separate companies in the system using the same company name and apply tags to identify one as “HQ” and the other as “Branch.”

You may also consider using our Consolidation feature to automatically consolidate financial data from both the HQ and branch accounts.

For Malaysia:

Some companies register both HQ and branch under the same legal entity, using the same Tax Identification Number (TIN) and Business Registration Number (BRN). Our software does not allow duplicate TINs by default. However, for situations where HQ and branch must share the same TIN and BRN, we can enable this manually.

To request this, please email us at [email protected] and we will assist you in setting up the duplicate TIN and BRN for the branch. Once this setup is complete, you will be able to issue e-invoices from both company accounts using the same TIN.

Please note: only one account should be designated as the ERP system for receiving e-invoices from suppliers, to avoid duplicate expense records.

Reports

Profit & Loss Report: By Function vs By Nature

Use Account Grouping function to control how Profit & Loss (P&L) lines roll up in reports. Once groupings are saved, run Profit and Loss (Group) to see the new structure reflected.

By Function: You want to show costs by operational purpose (e.g., Cost of Sales, Selling & Marketing, General & Administrative, R&D).

By Nature: You want to show costs by what they are (e.g., Salaries, Rent, Utilities, Depreciation) regardless of department or purpose.

GST Report (Cash Basis)

For Malaysia Services Tax, you need to report services tax based on payment basis. Therefore, you can generate the GST Report (Cash Basis) to get the amount of services tax invoices that have been paid by the customers.

Export to Excel (For FS)

You can export this report “Export to Excel (For FS)” and use it for import to FS software purposes. Remind to select the correct Yearly period and click search before export. When importing the FS software, remember to use the remove decimal point function in FS software to remove decimal points. Do let us know if you need assistance to prepare financial statements.

Consolidation Account Automation

Our software can help you set up a consolidation account to effortlessly combine financial data from multiple entities. To request this feature, please email [email protected] . This function is available as an add-on under the Customise Plan.

Example:

If you have two companies in your group that need to be consolidated, we recommend that all companies share the same financial year-end and financial period.

Access the Consolidated Group
Once the setup is completed, you will see your Consolidated Group listed on the dashboard.

Click on the consol group name to open the consolidated view.

Add User Access

If you would like to grant access to additional users, please email your request to [email protected] 

Create a Consolidation Year

Click + Add Consol Year, fill in the required details, and click Submit.

Note: A new consolidation year must be added for each financial year.

Add Companies to the Group

Select each company you want to include in the group and click Submit.

In the Company List, move the holding company to the top — the first company listed will be used as the base currency for consolidation.

Set Exchange Rates

Click on Consol Year List, then edit the exchange rates for any foreign subsidiaries.

The Translation Reserve for each subsidiary will be auto-calculated as the balancing amount after translation — P&L at the Average Rate, balance-sheet items at the Year-End Rate, share capital at its historical rate, and retained earnings from opening balance plus current-year profit (less dividends).

Add Consolidation Adjustments

Click Add Consol Adjustment and choose the type of adjustment:

Permanent: The adjustment will apply from the specified date onward, including future consolidation years.

One-Off: The adjustment will apply only to the selected consolidation year.

You can view all adjustments in the Consol Adjustment List.

Account selection rules:
1. You cannot select Translation Reserve, Non-Controlling Interest (NCI), or Current-Year Retained Earnings directly.
2. To adjust the current year’s earnings, post to an Income or Expense account so it flows through Net Profit/Loss.
3. To post to Translation Reserve or NCI, first create these accounts in the holding company’s Chart of Accounts. Once created there, they will be available for selection in Consol Adjustment.

Export the Consolidated Worksheet

Go to the Consol Year List section and click Export to download the consolidated worksheet in Excel format.

Note: The consolidation account updates in real-time. Any changes made to individual company accounts will be automatically reflected at the consolidated level.

Note: Do not delete any accounts at the company level that are used in consolidation adjustments. If such accounts are deleted, the consolidation account cannot be exported, as the related adjustments will become empty.

If there are any changes to the account number or account name, you must resubmit the consolidation adjustments to update the information before exporting the consolidated account.

Singapore

GST Treatment of Bad Debts (Singapore)

In Singapore, when claiming bad debt relief, you should report the amount in the input tax box only using the tax code “9% Bad Debt Relief.” If the bad debt is subsequently recovered, you should report it in the output tax box only using the tax code “9% Bad Debt Recovery.”

In Singapore, if you make a sale and charge GST but the customer does not pay you, you may claim back the GST previously accounted for and paid to the government, provided you meet the prescribed conditions for bad debt relief.

Below is an example of the double entries:

1️⃣ When you write off the bad debt (and claim back the GST):
You record the write-off and reduce trade receivables via “Add Receipt”:
Debit: 6-1003 Bad Debt Expense 1,090
Credit: 1-0000 Trade Receivables 1,090
(Assume total invoice was 1,090 including 90 GST)

Record the following manual journal entry to recognise that we need to claim a refund from the government:
Debit: 6-1003 Bad Debt Expense 1,000 (9% Bad Debt Relief) + GST 90
Credit: 6-1003 Bad Debt Expense 1,090 (0% No Tax)

2️⃣ Later, when the government refunds the GST:
You record the cash received from the government:
Debit: X-XXXX Bank 90
Credit: 2-4000 GST Payables 90

3️⃣ If the customer pays you after the bad debt was written off:
You reverse the bad debt expense and repay the GST to the government:
Debit: X-XXXX Bank 1,090
Credit: 6-1003 Bad Debt Expense / 8-9000 Other Income (Bad Debt Recovery) 1,000 (9% Bad Debt Recover) + GST 90

Then, you repay the GST portion to the government:
Debit: 2-4000 GST Payables 90
Credit: X-XXXX Bank 90

Malaysia

Malaysia E-Invoices

Our software is intelligent that when a sales invoice has items for which an e-invoice is not applicable, such as a client deposit, it will automatically exclude these items when sending the e-invoice to the client, ensuring only applicable details are sent.

In addition, you can receive supplier e-invoices directly in our software without needing to log in to the MyInvois portal, saving you time and hassle. Our software also allows you to efficiently track expenses awaiting e-invoices from your suppliers, follow up with them, issue self-billed e-invoices when necessary, or mark them as not applicable. What’s more, if you have multiple such expenses, you can easily send consolidated self-billed e-invoices, saving significant time compared to individual creation.

With our software, you’ll never have duplicate e-invoices, and every e-invoice sent or received is automatically tracked to ensure completeness. This gives you full confidence that nothing is missed, making LHDN and year-end audits hassle-free, as you can easily monitor and verify everything within the AI Account system.

This guide will walk you through connecting your AI Account to the MyInvois Portal, sending and receiving e-invoices, and utilizing the various e-invoice features within AI Account to streamline your processes and ensure compliance. Let’s get started!

Connect to MyInvois Portal

Click on “MY E-Invoice” to begin connecting your AI Account to the MyInvois Portal. Then, follow the step-by-step instructions provided in our software.

Connector Tab

This tab contains guide for users to add AI Account as Intermediary at MyInvois Portal.
You must have an account first on MyInvois Portal.
1. Go to Company Information and make sure you have filled the correct BRN and TIN. Also, make sure to fill out Contact Number, Company Email, and Address.

2. Go to MyInvois Portal and login using the company’s director account.

3. After login, click ‘MyInvois’ at the top bar.

4. Go to your profile on right top navbar, please see image below.

5. Scroll to bottom page there will be a table and click “Add Intermediary”.

6. At the Add Intermediary screen, fill the TIN, BRN, and our company name (TIN : C58923977050, BRN : 202401035225, Company Name : AI ACCOUNT SDN. BHD.). Company name needs to be in capital letters.

7. Set the representation date range and enable all permissions. Then, click ‘Add Intermediary’ button.

• For the “Representation From” field, you can use today’s date.
• For the “Representation To” field, you can use a date up to 10 years from today.

8. After successfully add intermediary, you will see our company on the Intermediary tab.

9. Go to settings tab and fill out the required information then save the settings.

10. You have successfully added AI Account as an Intermediary in MyInvois Portal and can start using the e-invoice feature.

Enable access to the Received tab to view incoming e-invoices in AI Account

By default, the MyInvois portal only lets intermediaries like AI Account access e-invoices submitted on your behalf. To manage received e-invoices in AI Account, you must grant additional access. Follow these steps to enable full access and use the Received tab.

11. On the representatives table, click “Register ERP”.

12. At the Add ERP System screen, fill out the ERP Name, Select the Client Secret expiration (3 Year is recommended), and optionally check Primary ERP System. When all field on the form is filled, click “Register” button.

13. After successfully registering, you will be given 1 Client ID and 2 Client Secret. Make sure to take note of this information and copy it to somewhere safe. Then check the confirmation box and click “Done” button. You will need this information to fill out the Client ID and Client Secret on the AI Account Settings tab.

14. Go to Settings tab and scroll down to the ERP Access Credentials section

15. Fill out the Client ID and Client Secret then click save. Below is an example of a filled Client ID and Client Secret. You will need to use the Client ID and one of the Client Secret that you have been given on step 13.

16. You have successfully granted AI Account full access to your received e-invoice. You can now use the received tab to manage e-invoice from other company.

Process Received E-Invoices into Accounting Entries

When you receive an e-invoice from your supplier, it will appear under the Received tab as shown below. Click ‘View’ to open it.

You can review the details and select the relevant green box to either connect to an existing entry already recorded in your account or create a new one if it has not been recorded yet. The received e-invoice will automatically link to it once you complete the process.

Import E-Invoice Data for Contacts

Once the connection is complete, go to the Contacts section and click the new tab “MY E-Invoice Customers Details Need.” This tab displays the missing information required for e-invoices, such as the BRN (Business Registration Number in the new format), SST number (if available), phone number, country, city, state, and address. Please use the dropdown options for country and state to ensure error-free data import. You can export into Excel file, update the required details, and then re-import it; the existing data will be replaced with the new information.

Thereafter, click on “Auto-fill TIN based on BRN,” and our software will automatically locate and populate your TIN number.

MY E-Invoice section

In the “MY E-Invoice” section, once your connection is complete, you’ll see the following tabs on the top bar:

• Submitted: This tab displays your sales entries. Click on an entry to send an e-invoice to your customer. If a contact’s email is provided, the system will automatically send the e-invoice to your customer. You may also export the e-invoice format and manually email it. Once an e-invoice is sent through, the customer will receive the e-invoice in their MyInvois portal.
• Received: E-invoices received from suppliers appear here. You can link these invoices to existing expenses or create new expense entries.
• Fixed Asset Sales: In the Fixed Asset section, any disposal will be reflected here, and an e-invoice can be triggered for the sale of the fixed asset under this tab.
• Revenue Account: Match your accounts (type: Income) to the appropriate classification code. The default code is 022 Other.Only the “Income” account type can be used to send e‑Invoices and assign a classification code.If an item does not require an e‑Invoice, select the classification code “EXMPT – Exempt from E‑Invoice”.Non‑Income account types (for example, customer deposit accounts) are automatically treated as EXMPT – Exempt from E‑Invoice.To collect non-refundable deposits from customers, record them in the Sales section using Account Type = “Income”. Since non-refundable deposits require an e-invoice, this setup allows you to select the classification code and send the e-invoice to the customer.If you need to issue an e-invoice for an account type classified as ‘Other Income’, it’s better to create a similar account with the ‘Income’ type. This way, you can record it in the Sales section and the e-invoice can be sent automatically. Otherwise, if recorded under ‘Other Income’, you’ll have to issue the e-invoice manually under the “Manual E-Invoice” tab.
• Inventory Account: Match your inventory list to the relevant classification code. The default is also 022 Other.
• Tax Code: This remains set according to the system default.
• Self-Billed E-Invoice: Issue self-billed e-invoices from this tab based on recorded expenses.
• Manual E-Invoice: Issue manual e-invoices here. These are not connected to any accounting record and are useful, for example, when a consolidated e-invoice has been issued and the customer requests a separate one to reverse part of the consolidated entry.
• Manual Self-Billed E-Invoice: Use this option to issue manual self-billed e-invoices when needed. These are not connected to any accounting record.
• Consolidated E-Invoice: Select invoices that haven’t been sent as individual e-invoices and easily submit them as a consolidated e-invoice to LHDN.
• Consolidated Self-Billed E-Invoice: Select invoices that haven’t been submitted as individual self-billed e-invoices and submit them as a consolidated Self-Billed E-Invoice to LHDN.
• Settings: Update your effective date for e-invoice implementation here if it was entered incorrectly during the initial setup.
• Connector: The steps provided here to add your AI Account as an intermediary in the MyInvois Portal.

Customise the E-Invoice Email to Customers

You can customise the ending of the E-Invoice email to customers by replacing the default “Thank you.” with your preferred content.

Steps for Sending an E-Invoice to Your Customer

Step 1: Enter your sales invoice details in the “All Sales” module by clicking “Add New Sale.”

Step 2: Navigate to the My E-Invoice Module. In the Revenue Account and Inventory Account tabs, select the correct classifications for your revenue and inventory accounts.

Step 3: Once the sale is created, the sales invoice will automatically appear as a line in the Submitted Section.

Step 4: Filter for invoices with Pending Status. If any warnings appear, click on them to view the errors and make the necessary corrections.

Kindly ensure that both the ID number and TIN number fields are filled in for the contact. If the customer is an individual and you wish to send an e-invoice using only the NRIC or only the TIN, the other required field should be filled with the recommended default number as per the E-invoice government guidelines.

Step 5: When there are no errors, select the invoices you want to send as E-invoices to your customers, and then click “Send E-Invoice.” The E-invoice will be sent automatically.

Alternatively, you can simply click “Send E-Invoice for All Pending Sales” without selecting any items. The system will automatically send out all E-invoices with Pending status and without errors. Afterwards, you can filter the remaining items and fix the errors if any.

Please note that the manual journal does not generate an automatic e-invoice. Therefore, if you wish to send an e-invoice related to manual journal, please use the Manual E-Invoice tab.

Step 6: To view the public link, open the relevant invoice and check the top section for the public E-invoice link.

Step 7: In the Submitted Tab under the action section, you can view the public link or export the E-invoice as a PDF to send to your customer. Alternatively, if the contact has an email address input, you can resend the E-invoice email to your customer.

Steps for Sending Consolidated E-Invoice

Supplier will be allowed to aggregate transactions with Buyers who do not require an e-Invoice on a monthly basis and submit a consolidated e-Invoice to IRBM, within seven (7) calendar days after the month end.

Go to the “Consolidated E-Invoice” tab and click on “Add Consolidated E-Invoice”.

You can select invoices for which an e-invoice has not been sent individually. After selecting, click Submit to send all selected items as a Consolidated E-Invoice to LHDN.

Steps for Sending Self-Billed E-Invoice

You can issue a Self-Billed E-Invoice under the “Self-Billed E-Invoice” tab.

All expenses and inventory purchases entered will appear in this section.

You can select specific expenses and mark them as Not Applicable if a Self-Billed E-Invoice is not required. For example, when a supplier’s revenue is below RM150,000, making them exempt from issuing an E-Invoice.

Please refer to the IRB E-Invoice Specific Guidelines to understand which transactions require a Self-Billed E-Invoice. Examples include:

• Goods sold or services rendered by foreign suppliers
• Transactions with individuals who are not conducting a business
• Interest payments
• More at IRB E-Invoice Specific Guidelines

For entries showing an error prompt, click on the error to view the error details and provide the required information. Once completed, you will be able to submit the Self-Billed E-Invoice.

If there are no errors, select “Create Self-Billed E-Invoice”.

Select the Supplier MSIC Code if available, or select “00000 Not Applicable” if you do not have this information.

Choose the relevant classification code.

Click Submit, and the Self-Billed E-Invoice will be sent to LHDN.

Steps for Sending Consolidated Self Billed E-Invoice

Go to the “Consolidated Self Billed E-Invoice” tab and click on “Add Consolidated Self Billed E-Invoice”.

You can select expenses that have neither been submitted individually nor marked as “Not Applicable.” After selecting these expenses, click Submit to send all selected items as a Consolidated Self-Billed E-Invoice to LHDN.

How to Reverse a Consolidated E-Invoice Amount and Issue It Individually

Steps to Reverse and Re-issue From a Consolidated E-Invoice (LHDN)

1. After you’ve submitted a consolidated e-invoice to LHDN and a customer asks for their own e-invoice, first reverse the portion you plan to issue individually (to avoid duplicate submission to LHDN).
2. Go to Manual E-Invoice → Create Manual e-Invoice.
3. Set Type of Document to Consolidated.
4. Enter the original consolidated invoice number in the Description, reference the specific invoice you are reversing (e.g., “Reverse INV-12345”).
5. Enter the amount as a negative value for the portion to be reversed and select the correct tax code. (Ensure the negative amount exactly matches the portion you will re-issue.)
6. Click Submit.
7. Now, you can create another Manual e-Invoice for the customer (individual issuance) and fill in all relevant details, then Submit.

How to obtain BRN Number (Business Registration Number)

1. Go to website https://www.ssm-einfo.my/

2. Need to register an account before you can check the BRN Number. Click ‘Register’ on the right top corner and fill in the necessary information.

3. Verify the email address in your email inbox

4. Go back to the website and login by entering your Username and Password

5. After login, click the Search Entity on the top right corner

6. Type the Company Name in the search box and the BRN will appear.

How to obtain SST Number (Sales & Service Tax Number)

1. Go to website https://sst01.customs.gov.my/account/inquiry

2. Select Name of Business in the dropdown and enter the company name, then click Submit

3. The SST Number will be appear, along with the other information such as service tax group and taxable service

How to obtain TIN Number (Tax Identification Number)

AI Account can automatically populate TIN number for you. You can also follow the manual steps below to search for your TIN number.

1. Go to LHDN websitehttps://mytax.hasil.gov.my

2. Proceed to Login (choose ID type, and enter the ID number and Password)

3. After login, click ‘Search TIN’at the top right corner

4.Click the dropdown and select ‘Individuals’ or ‘Other than Individuals’

5. Choose ID Type (select Identification Card No. or Passport No.)

6. Enter the 12 digits NRIC(without dash), then clickSearch

7. The TIN number will be shown in the tax payer information tab, you can copy and paste into the TIN number for issue e-invoice

How to login to MyInvois Portal under Sole Proprietor’s Account

1. If taxpayers are unable to see the Sole Proprietor’s name under “Switch Taxpayer”, then to logout from the MyInvois Portal by clicking the “Profile Icon”, and log in back via the MyTax Portal.
2. The Sole Proprietor’s name should appear. Then to register as taxpayer (sole proprietor) profile.
   • Terms & Conditions – Read and accept the terms and conditions, and proceed.
   • Taxpayer Profile – Fill up the postal code. Enter the SST registration number and tourism tax registration number if available or NA if not applicable. Check other information and ensure they are correct. Then click save.
   • Complete user profile.
   • Registration is completed and click “Finish Setup”.
3. If you still cant find your Sole Proprietor Taxpayer profile, you will need to register the Role Application (Business Owner) via https://mytax.hasil.gov.my/

Role Application (Business Owner) – Sole Proprietorship

1. Click on “Profile”
2. Click on “Role Application”
3. Select type of application “New Application”
4. Select type of role “Business Owner”
5. Key in personal tax file number (11 digit number)
6. Click “Upload File” to upload document/ file.
   Document to upload:-
   – Copy of business registration certificate or SSM profile; OR
   – Copy of the identification card for sole proprietorships without a business registration certificate.
7. Click “Submit”.
8. Signing field is popped out.
9. Enter identification number.
10. Enter correct password.
11. Click “Signature” to continue the application.
12. Click “Cancel” to return to main page.
13. If application is success, successful notification is displayed.

Australia

Business Activity Statement (BCA)

In Australia, your business is required to submit Business Activity Statement (BAS). The information needed to complete the BAS can be obtained from the GST Report.

The GST payable amount is recorded under account code 2-4000 GST Payables. When you make a GST instalment payment, you can post the entry to this account.

Our system automatically generates the relevant tax codes. You can select Sales or Expenses to enable the code for data entry purposes. If not selected, the code will not appear when entering transactions.

All relevant information can be found in the GST Report.

• For accrual basis, use the GST Report.
• For cash basis, use the GST Report (Cash Basis).

BAS Field References:

• G1: Total up the amount indicated as G1 in the report.
• G2: Total up the amount indicated as G2 in the report.
• G3: Total up the amount indicated as G3 in the report.
• G10: Total up the amount indicated as G10 in the report.
• G11: Total up the amount indicated as G11 in the report.

W1 – PAYG Tax Withheld – Total Salary, Wages and Other Payments:

• To easily obtain this information, you can create an Account Grouping for “W1 Total salary, wages and other payments.” This allows the data to be grouped together for easier extraction via reports. In the Chart of Accounts – “Accounts” section, configure Account Grouping (via the top-right button). Then generate the Profit and Loss (Group) reports, which will reflect the defined groupings.

Withholding Tax Accounts to Use When Recording Expense Payments:

• PAYG Withholding Tax Payable W2
• No ABN Withholding Tax Payable W4
• PAYG Other Withholding Tax Payable W3

These account balances can be used to complete the “PAYG Tax Withheld” section of the BAS.

For Income Tax Payable Recording:

• 2-6000 Current Income Tax Liabilities (similar to PAYG Instalment Payable)
• 9-3000 Income Tax Expense (similar to PAYG Income Tax Expense)

1A and 1B: Totals can be obtained directly from the GST Report.

4: Total is based on W5.

5A and 5B: Use accounts:

• 2-6000 Current Income Tax Liabilities
• 9-3000 Income Tax Expense

7 – Deferred Tax Payment: Use the accounts:

• Deferred Tax Expense
• Deferred Tax Liabilities

Canada

GST/HST/PST/QST

You may rename the following chart of accounts for consistency:

Our system automatically generates the relevant tax codes. You can select Sales or Expenses to enable the code for data entry purposes. If not selected, the code will not appear when entering transactions.

The GST/HST/PST/QST payable amount is recorded under account code 2-4000 GST Payables. When you make a GST/HST/PST/QST payment, you can post the entry to this account.

Summary Table

India

Our software does not currently support e-invoicing in India. You may consider using a dedicated e-invoicing solution for generating invoices and then importing the data into our software for accounting purposes.

GST

Our system automatically generates the relevant tax codes. You can select Sales or Expenses to enable the code for data entry purposes. If not selected, the code will not appear when entering transactions.

The GST payable amount is recorded under account code 2-4000 GST Payables. When you make a GST payment, you can post the entry to this account.

For transactions recorded with tax codes related to Intra-state GST (CGST + SGST), since our software does not currently display the breakdown, you will need to manually split the total GST 50:50 in your own working. Then, make two separate payments — one for CGST and one for SGST — to the 2-4000 GST Payables accounts.

New Zealand

GST

Our system automatically generates the relevant tax codes. You can select Sales or Expenses to enable the code for data entry purposes. If not selected, the code will not appear when entering transactions.

The GST payable amount is recorded under account code 2-4000 GST Payables. When you make a GST payment, you can post the entry to this account.

You need to use different tax codes for GST input tax claims on purchases and imported goods, as the GST form requires you to declare “Total purchases and expenses (including GST) – excluding any imported goods.”

All relevant information can be found in the GST Report.

• For accrual basis, use the GST Report.
• For cash basis, use the GST Report (Cash Basis).
  
  

Resident Withholding Tax (RWT)

You can record the Resident Withholding Tax (RWT) under account “2-4100 Expenses Withholding Tax”

Fringe Benefit Tax (FBT)

You must file FBT returns if all the following apply:

• You are an employer in New Zealand
• You provide non-cash benefits to employees, shareholder-employees, or their associates (e.g., personal use of company vehicles, subsidised goods, low-interest loans)
• You are registered as an FBT payer with Inland Revenue (IRD)

An FBT payer is a business registered with IRD to declare and pay tax on non-cash employee benefits.

• Registration is required if you provide fringe benefits.
• FBT obligations apply whether or not you are GST-registered.

You can use the following accounts to record Fringe Benefit Tax (FBT) transactions:

• Fringe Benefit Expense – to record the value of the fringe benefit provided to employees (this value should be GST-exclusive).
  Example:
  Record Fringe Benefit Adjustment
  • GST-inclusive fringe benefit value = $3,000
  • GST portion (Box 7 of FBT form): $3,000 × 3 ÷ 23 = $130.43
  • Net private-use value = $3,000 – $130.43 = $2,869.57

  Double Entry:

  • Debit – Fringe Benefit Expense $2,869.57 ← non-deductible portion
  • Debit – GST Payables $130.43 ← goes to GST return (Box 9) & FBT return (Box 7)
  • Credit – Motor Vehicle $3,000.00 ← goes to FBT return (Box 3)
• Fringe Benefit Tax Expense – to record the actual FBT payable to Inland Revenue, based on the fringe benefit value and applicable rate.
• Fringe Benefit Tax Payable – a liability account used to record the amount payable to IRD as declared in your FBT return.
  Example:Record the FBT Payable (Actual Tax)
  • You must now pay Fringe Benefit Tax to IRD on the $3,000 value.
  • FBT rate (Alternate Rate) = 63.93%
  • FBT payable = $3,000 × 63.93% = $1,917.90

  Double Entry:

  • Debit – Fringe Benefit Tax Expense $1,917.90 
  • Credit – Fringe Benefit Tax Payable $1,917.90

Box 3 of the FBT return requires you to report the total taxable value of fringe benefits, which must be GST-inclusive. As your accounting entry for “Fringe Benefit Expense” is recorded exclusive of GST, be sure to manually add the GST portion when completing Box 3 to reflect the full GST-inclusive amount as required.

If your company is GST-registered, remember to separately account for the GST portion of the fringe benefit value. The FBT return (Box 7) displays this GST component for reference only. The actual GST payable is declared and paid through your regular GST return (specifically in Box 9 – Adjustments to Output Tax), not through the FBT form.

If your company is not GST-registered, then:

• You do not include GST in your FBT calculations.
• You leave FBT return Box 7 blank.
• No GST is recorded or returned for fringe benefits.

United Kingdom (UK)

VAT

Our system automatically generates the relevant tax codes. You can select Sales or Expenses to enable the code for data entry purposes. If not selected, the code will not appear when entering transactions.

The VAT payable amount is recorded under account code 2-4000 GST Payables. When you make a VAT payment, you can post the entry to this account.

For steps on recording reverse charge for imported goods and services, please refer to:

/guide/#Reverse_Charge_Recording_for_Import_Service 

The reverse charge in the GST report must be manually identified and entered in the VAT return form to avoid reporting the gross amount as sales. Under the reverse charge mechanism in UK, only the output VAT is recorded, not the sales value.

Example:

VAT Return Boxes (Standard UK VAT Return)

All VAT relevant information can be found in the GST Report.

• For accrual basis, use the GST Report.
• For cash basis, use the GST Report (Cash Basis).
  
  

United States

Sales Tax

Our system automatically generates the relevant tax codes. You can select Sales or Expenses to enable the code for data entry purposes. If not selected, the code will not appear when entering transactions.

The actual tax on an invoice is calculated based on:
1️⃣ The customer’s address (jurisdiction)
2️⃣ The products/services being sold (some may be taxable, some exempt)

You can add more sales tax codes manually, specifying the rates you require.

The Sales Tax payable amount is recorded under account code 2-4000 GST Payables. When you make a Sales Tax payment, you can post the entry to this account.

Common 1099-Eligible Expense Categories

You can track 1099 payments using existing expense accounts by including “1099” in the account name for clarity.

Here are typical expense accounts (Chart of Accounts) you might use to track 1099 payments: