If you have any questions about the software, please feel free to email us at in**@*******nt.com 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’.
Customised 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.
Customised 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.
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.
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’.
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.
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
- First, go to Settings → Users
- Click on “Add New User”
- 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.
Key Functions
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.
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.
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 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.
Discount Recording
You can record the sales discount by following these steps:
- Add an account in the “Chart of Accounts” as shown below.
- Select the Sales Discount option when issuing an invoice.
- 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.
Inventory Recording
To record inventory purchases and sales, follow these steps:
- + Add New Inventory
- Record Inventory Purchase
- Record Inventory Sales
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.
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
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.
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
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.
Bank Transactions
For transactions between banks and balance sheet items, use the “Bank Reconciliation” section.
For profit and loss bank related transactions, like bank charges and bank interest income, use manual journal entries.
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.
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.
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.
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.
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 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.
Fixed Assets Accounts – Steps to add Chart of Account
- you need create one main account and 2 accumulated account in below format
- Click Motor Vehicle, then connect the 2 accumulated account created
- 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”
Credit Note or Debit Note
You will need to create the negative invoice, and settle it through Customer deposit or supplier deposit account. So both the invoices and credit debit note will offset their settlement in Customer deposit or supplier deposit account.
Foreign Exchange Currency Setup
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.
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
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.
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
- Select “Add Receipt” on the unpaid invoice
- 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)
- 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)
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
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 3 items which will reflect in the Tax Invoice report
Sample Report how it will be displayed in Tax Invoice Report
Official Receipt Settings
You can setup official receipt settings at below
You can export the Official Receipt at each Receipt
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.
Reports
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.
Malaysia E-Invoices
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.
- Revenue Account: Match your accounts (type: Income/Customer Deposits) 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.
- 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.
At the “Submitted” tab, 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, please use the Manual E-Invoice tab.
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.
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.
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 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
- 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.
- 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”.
- 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
- Click on “Profile”
- Click on “Role Application”
- Select type of application “New Application”
- Select type of role “Business Owner”
- Key in personal tax file number (11 digit number)
- 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. - Click “Submit”.
- Signing field is popped out.
- Enter identification number.
- Enter correct password.
- Click “Signature” to continue the application.
- Click “Cancel” to return to main page.
- If application is success, successful notification is displayed.