CountServa
Contacts and Items
Contacts in CountServa are the customers and suppliers you trade with, and Items are the goods and services you sell or buy. Setting them up properly means every quotation, invoice and bill fills in the right address, tax details, prices and accounts automatically, and your LHDN e-Invoices pass validation first time.
Before You Start
You need the Contacts & Items right with Create or Edit access.
Add a Contact
- Go to Contacts and press New Contact.
- Enter the Name and an Account Code (both required), and tick Customer, Supplier or both. Tick Related Party (MFRS 124) if the contact is a related party.
- Under Contact & Address, fill in the Contact Person, Email, Phone, Address, City, Postcode, State and Country. Add a Shipping Address if goods go elsewhere.
- Under e-Invoice Identification, choose the Entity Type and ID Type, then enter the Registration / ID Number, TIN, SST Registration No, MSIC Code and Business Activity Description. Press Save & check with LHDN to confirm the TIN exists in LHDN's register; the result shows Matched or Not found at LHDN.
- Under Grouping & Pricing, choose a Contact Group, Price Level and Credit Limit (RM).
- Press Create Contact (or Save Changes when editing).
The same contact can be both a customer and a supplier. The Contacts list shows each contact's Role and Tax Details.
Contact Fields
| Field | What It Means | Example |
|---|---|---|
| Account Code | Short code for the contact | C-0012 |
| TIN | LHDN tax identification number | C98765432100 |
| Registration / ID Number | SSM number, MyKad or passport number | 201901045678 |
| Credit Limit (RM) | Warning level for unpaid invoices | 20,000.00 |
| Price Level | Which price list applies | Wholesale |
| Business Activity Description | What the buyer does, used on e-Invoices | Retail of hardware |
Special Prices for a Contact
- Open the contact and go to Special Prices for this Contact.
- Press Add Special Price, pick an item and enter the Special Unit Price.
- Press Save Changes. That price fills in automatically when you bill this contact.
Customer Portal Link
Each customer can have a private Customer Portal link. Open the contact and press Create Portal Link, then Copy Link or Open Portal. Through it the customer sees their Outstanding Invoices, Paid Invoices, Statement of Account and any Quotations Awaiting Your Acceptance, and can press Accept on a quotation. Use Regenerate Link to replace an old link, or Disable Link to stop access (Re-enable Portal Link turns it back on).
Add an Item
- Go to Items and press New Item.
- Choose the Type: Goods or Service, and tick I'm Selling This, I'm Buying This and, for goods, Track Inventory.
- Enter the Name, SKU / Code and Barcode, and pick a Group.
- Set the Base Unit (UOM). Use Add Alternative Unit for boxes or cartons, with how many base units they contain.
- Enter the Sale Price and Purchase Price (Cost), with Sales Description and Purchase Description if they differ.
- Choose SST on Sale and SST on Purchase, and the MyInvois Classification Code.
- Choose the Income Account, Expense / Cost Account, and for goods the Inventory Account and COGS Account.
- For goods, set Low Stock Level, Reorder Level, Reorder Qty and Bin Location.
- Press Create Item (or Save Changes when editing).
On the Items list, filter by All Groups and All Types or Search, and press Manage Groups to maintain item groups.
Tracking and Pricing Options
- Serial / Batch Tracking can be None, Serial numbers (one per unit) or Batch and expiry date (FEFO).
- Add Quantity Break gives a lower price from a set quantity, either Percent off or a fixed Unit price becomes.
- Bonus Points per Unit and Stamps per Unit reward members who buy the item.
Importing Many Contacts or Items
There is no CSV import screen for contacts or items. To load a list in bulk, ask the AI Accountant chat to import it for you and review the result. Unpaid opening invoices and bills for your contacts can be pasted as CSV in Accounting > Opening AR / AP Items. See AI Accountant and Company Setup and Settings.
Frequently Asked Questions
Can a Contact Be Both a Customer and a Supplier?
Yes. Use one contact record. You can bill it on invoices and record its bills, and use Contras in the Accounting menu to offset the two balances.
Can I Delete a Contact?
A user with Void rights on Contacts & Items can delete a contact that no document points to, from the Delete this contact panel on the contact. A contact with documents cannot be deleted; press Deactivate instead.
What Is the Difference Between Goods and Service?
Goods are tracked in stock with quantities and cost. Services are not stocked and post straight to income or expense.
Where Do I Find the MyInvois Classification Code?
Pick it from the list on the item form. Choose the code that matches what the item is; if unsure, confirm the right code with your tax agent or LHDN guidance.