Set User Access for e-Invoice Validation Control on Purchase Transaction

Created by QNE Software Sdn bhd, Modified on Wed, 24 Sep at 5:04 PM by QNE Software Sdn bhd

Overview:

In QNE AI Cloud Accounting, e-Invoice compliance goes beyond just entering purchase transactions — it requires tight control over who can validate and submit self-billed e-Invoices. To support this, every e-Invoice transaction includes a Validation Control feature, designed to safeguard accuracy and ensure alignment with both internal procurement processes and the LHDN e-Invoice mandate.

Administrators can assign specific users with the authority to review, decide, and adjust the validation control of a purchase e-Invoice transaction before submission.

? For details on the different e-Invoice Validation Controls and their functions in QNE AI Cloud Accounting (QCA), refer here.

This article will guide you through the steps to configure user access rights for e-Invoice validation across key transaction forms such as Purchase Invoice, Purchase Debit Note, Purchase Return, and Cash Purchase so that your business e-Invoice workflow and compliance requirements are fully aligned.

Scenario:

Imagine your organization has multiple procurement staff entering purchase transactions, but only the Finance Manager is authorized to validate and submit e-Invoices to LHDN. To ensure that the business is aligned with the e-Invoice mandate and internal processes, users may set up different user roles:

Procurement Access – Multiple staff creating and saving purchase transaction drafts.
Finance Manager Access – The Finance Manager validates the e-Invoice, triggers LHDN validation, generates UUID, or performs submission.

In QNE AI Cloud Accounting, users can achieve this by configuring the access rights of the validation control on purchase e-Invoice transactions.

This setup ensures that unauthorized users are restricted from initiating or modifying internal e-Invoice processes, ensuring clear role segregation, accountability in e-Invoice workflows, and avoiding any compliance misconduct that could lead to heavy penalties.

Solution:

From the Navigation screen, go to Users and select User Roles.
The screen showing should be the User Roles creation platform. There are two (2) types of definition; System and User Defined. Click on Add. *You can only adjust the role for User Defined type ONLY. System type is for VIEW only.
Assign the name of the roles. Then, click OK. You may refer to the attachment for a sample.
After creating the role name, you need to assign the role with an action. Click on the role name to proceed.
Assign the necessary task for the roles in Data Permissions and Report Permissions.
Then, click on Feature Permissions. In this scenario example, we want to allow the Procurement Role to:
- Submit Self-Billed e-Invoice; and
- Not allowed to modify the Validation Control on the transaction.
  To achieve the role required for above, let’s focus on 2 e-Invoice permissions under Feature Permissions tab:
  - e-Invoice Validation Control
  - Allow to Submit e-Invoice
Click “+” on the left of the e-Invoice Validation Control label.
To ensure that the Procurement staff do not have the permission to modify/change the Validation Control of the purchase transactions as they prefer, you may disable the View & Update access of the Purchase Module.
- Toggle in Grey: Disabled
- Toggle in Yellow: Enabled
By disabling the View and Update permissions for the e-Invoice Validation Control in the Purchase Module, selected users will no longer be able to see or modify the validation control for any sales-related transactions. This restriction applies to:
- Purchase Invoices
- Purchase Debit Notes
- Purchase Returns
- Cash Purchases
  *Implementing this control helps safeguard compliance by preventing unauthorized staff from making changes that could lead to non-compliance issues or errors in issuing sales invoices.
  
  e-Invoice Validation Control Permission Control by Individual Transactions
Click “+” on Purchase to set permission on different Purchase Transaction forms individually.
There are two (2) scenarios for the settings on the highlighted Purchase documents.
- Scenario 1: Toggle ALL options as ON. The Procurement staff can now set the validation control for all purchase transactions to submit a self-billed e-invoice upon saving the purchase document created.
- Scenario 2: Toggle ALL options as OFF. Procurement staff can no longer be permitted to set the validation control for purchase transactions to trigger e-Invoice submission upon saving. This control is now hidden from their view, restricting them to only creating and saving the document.
Once all permissions have been set accordingly for this user role, assign it to a specific user. Go to Members tab and click Add Member.
Go to Members tab and click Add Member.
Select the user to be assigned to the role. Then, click OK.
If you are unable to find the email/user, you need to add the user into the database first. Go to the attached link below should you need to freshen your memory on it:

https://support.qne.com.my/support/solutions/articles/81000413292-how-to-invite-user-with-email-address-in-qne-ai-cloud-accounting
As owner of the account, you can configure the validation control from the backend should you want to centralize settings for all purchase transactions created by the procurement staff. To do so, go to e-Invoice, then click e-Invoice Settings.
Click on General, then adjust the purchase transaction validation control under Default Transaction Validation Control.
Not sure what are the functions for the validation control? Go to the following link:

https://support.qne.com.my/support/solutions/articles/81000415930-how-to-configure-e-invoice-fields-validation-in-transaction

Congratulations! You have successfully assigned a user role that limits the capabilities of submitting Purchase -Invoices in QNE AI Cloud Accounting.