VYROX xSERVA Campus Operations
Invoices and Consolidated Invoices in VYROX xSERVA
Invoicing in VYROX xSERVA lets you issue manual invoices to customer accounts, bill periodic charges such as quit rent, group individual invoices into a consolidated invoice, and cancel, void or adjust invoices in line with LHDN MyInvois e-Invoice rules. It is used by management offices on HomeServa, PropServa, SmartServa and SportServa to bill owners, tenants and members in Ringgit Malaysia (RM) with SST shown per line.
Recurring charges such as service charge, sinking fund and water bills are set up once and generated on schedule; see Setting Up the Billing Cycle. This guide covers invoices you create or manage by hand.
Before You Start
- You need a staff account with billing privileges. Sign in at the portal address your operator gives you and select the correct property.
- Set up your tax codes first under Settings > Consumption Tax Types, so you can pick a Tax Type on each line.
- Make sure the customer account exists. See Customer Accounts.
Where Invoicing Lives
Open the Invoicing tile from the home screen. A row of tabs across the top of the invoicing area takes you to each invoice type:
| Tab | What It Is For |
|---|---|
| Deposit Requests | Requesting deposits; see Deposits and Payments |
| Manual Invoices | One-off invoices you create line by line |
| Consolidated Invoices | One invoice that groups several unvalidated individual invoices |
| Quit Rents | Issuing quit rent invoices to units for a billing period |
| Fire Insurance Premiums | Issuing fire insurance premium invoices |
| Clamp Releases | Clamp release charges |
| Water & Sewerage | Meter-based water billing |
| Electricity | Electricity bills |
Create a Manual Invoice
- Open the Invoicing tile and choose Manual Invoices.
- Press Create Manual Invoice.
- Select the customer account.
- Add each line: Code, Description, Quantity, Unit Price and, if needed, Unit Discount.
- Choose the Tax Type for each line. The Tax Rate (%) and Tax Amount fill in from the tax type.
- If the customer has paid in advance, use Select Invoice(s) and Advance Payment to apply the prepayment against this invoice.
- Enter any Invoice Additional Discount Amount.
- Press Preview to check the layout, then press Create.
Invoice Totals Reference
| Field | What It Means |
|---|---|
| Subtotal Excluding Tax | Quantity times unit price, less line discount |
| Line Total Including Tax | Line subtotal plus its tax |
| Sum of Subtotals | Total of all line subtotals |
| Total Discount Value | Line discounts plus the additional discount |
| Total Excluding Tax | Amount before tax |
| Total Tax Amount | Total SST or other consumption tax |
| Taxable Amount | Portion of the invoice that is taxed |
| Total Including Tax | Amount after tax |
| Rounding | Rounding adjustment, based on your Rounding Precision setting |
| Prepayment Amount | Advance payment applied |
| Amount Due | What the customer still has to pay |
The Manual Invoices list shows Issued On, Issued By, Customer Account ID, Document No., Invoice Type, Total Amount Due, Paid and Receivable. Filter by month or year and press Done, or type in Search.
Bill Quit Rent to Many Units
- Open the Invoicing tile and choose Quit Rents.
- Press Add New Invoices.
- Choose which units to bill: all active accounts, or narrow by Block and Level, and exclude units with Except where needed.
- Set the period that the invoice bills for.
- Press Add.
The list shows Issued, Recipient, Period, Rate, Total, Paid and Outstanding for each invoice.
Create a Consolidated Invoice
A consolidated invoice groups individual invoices that have not been validated as e-Invoices into one document, following the LHDN approach for consolidated e-Invoices.
- Open the Invoicing tile and choose Consolidated Invoices.
- Press New Consolidated Invoice.
- In Unvalidated Individual Invoices, tick the invoices you want to include.
- Review the lines, tax and totals.
- Press Preview to see the INVOICE (PREVIEW) layout, which includes your TIN, BRN and SST No., the payment channels and the item list.
- Press Create.
From the preview you can also Send via Email, Download as PDF or Print. In the list, consolidated invoices show the category Consolidated.
View an Invoice and Its E-Invoice Status
Open any invoice from its list to see the full document: lines, tax summary, Previous Balance, Current Charge, Outstanding Balance, Grand Total, payment instructions and Associated Documents (receipts, credit notes and adjustments linked to it).
For e-Invoicing, the invoice page shows:
- Validate Invoice to submit the invoice to LHDN MyInvois.
- View e-Invoice once it is validated, together with the LHDN Validated e-Invoice UUID.
- Cancel e-Invoice, available only within the cancellation window.
The printed invoice carries a Scan for E-Invoice QR code. Your customer scans it to submit their own buyer details (such as TIN) and request a validated e-Invoice for that invoice, without calling your office. Details of the e-Invoice workflow are in e-Invoicing.
Cancel, Void, Reverse or Undo an Invoice
Press Terminate (or Undo, when shown) on the invoice. xSERVA chooses the correct method and explains it in a confirmation before anything happens:
| Situation | Result | What Happens |
|---|---|---|
| Latest invoice, no verified payment, no newer invoice after it | Undone | Removed as if it never existed; its number is reused |
| Within 72 hours of creation, no verified payment | Cancelled | Invoice number is kept for audit |
| More than 72 hours after creation | Voided | A credit note is issued, as the e-Invoice rules require |
| Has a verified customer payment | Reversed | Needs approval to issue a Refund Note; process the refund separately |
For a consolidated invoice, cancelling or voiding unlinks all its individual invoices and returns them to Unvalidated, so you can correct and reconsolidate them.
Voided and reversed invoices stay visible with the stamp VOIDED or REVERSED, and the related credit note can be printed. For partial corrections and refunds, see Credit Notes and Refunds.
Review Invoice Adjustments
- Open General Ledger > Invoice Adjustments.
- Choose Credit/Refund Notes or Debit Notes, or All.
- Use Search to find a customer or document.
Each row shows Issued, Customer Account ID, Document No., Invoice To Adjust, Original Amount, Adjustment and Amount After Adjustment, so you can see exactly how each invoice was changed.
What Your Customers See
Owners and tenants signed in to their own account see their invoices with Invoice No., Description, Total, Paid and Outstanding, and can press Pay to settle them. Payments are covered in Deposits and Payments.
Frequently Asked Questions
What Is the Difference Between Cancelled and Voided?
A cancelled invoice was terminated within 72 hours of creation and keeps its number for audit. A voided invoice was terminated after 72 hours and is offset by a credit note, as the e-Invoice rules require.
Can I Consolidate an Invoice That Is Already Validated?
No. Only unvalidated individual invoices appear for selection. A validated invoice is already its own e-Invoice.
How Does a Customer Get an E-Invoice in Their Own Name?
They scan the Scan for E-Invoice QR code on the invoice and submit their buyer details. You can also press Validate Invoice on the invoice page.
Why Can I Not Cancel an Invoice That Was Paid?
An invoice with a verified payment must be reversed instead. xSERVA asks for approval to issue a Refund Note, and you then process the refund.
Where Do I Set SST for Invoice Lines?
Create the tax type under Settings > Consumption Tax Types and choose it as the Tax Type on each line.