With the experience of GST & SST in the past few years, many companies face a blind spot when implementing e-invoicing. They often believe it is solely the responsibility of the finance department or the backend accounting system. This assumption is incorrect. For e-invoicing, a significant part of the responsibility lies with the frontend operations, especially those in B2C businesses. You need to ensure that your Point of Sales (POS) system can generate e-invoices when requested by customers. The parking industry faces additional challenges, as the e-invoicing compliance may vary to a certain extent for different parking systems and payment methods.
After conducting seven webinars over the past two months, we have compiled a list of common blind spots in a Q&A format to clear some confusion. Here is the first Q&A Series:
1. In the past, when customers printed out parking transactions from their TnG e-Wallet or credit card statement as proof for parking claims, shouldn’t the bank or TnG be liable for issuing e-invoices?
In the e-Invoice era, the direct service provider or parking operator is liable for the e-invoice, not the payment gateway.
2. If customers use a parking app to request and obtain the e-invoice, does the responsibility of issuing the e-invoice fall on the parking solution providers?
No. The parking solution provider is just a vendor/supplier to the parking operator. The parking operator is still responsible for fulfilling e-invoice requests by their parkers.
3. How many days should we allow users to request an e-invoice? Can they log into my website and claim forgotten parking transactions from a month ago?
You should allow no more than 7 days for casual parkers to request an e-invoice, due to the 7th day of the past month consolidated e-invoice submission rule.
4. Corporate customers often change their season pass orders by adding or reducing their passes. How does this affect operations in the e-invoicing era?
If your PMS can handle credit notes (CN), it would be better in the e-Invoice era. This allows all e-invoice related transactions to be managed in one system, easing the consolidation and reconciliation process.
5. If a parker pays by cash via an Auto Pay Station, how do we identify the parker to issue an e-invoice?
The parker has to press for the parking receipt, scan a QR code/download the parking app, input the receipt number and TIN information, and request the e-invoice.
6. What if the car parking system breaks down? How do we issue an e-invoice to the parker if requested?
We suggest using a handheld validator to correct the parking fee, allowing you to print a parking receipt for parkers to claim an e-invoice if needed.
7. We offer complimentary parking for hotel guests; do we still need to create an e-invoice?
If complimentary parking means free parking for hotel guests, then no e-invoice is needed.
8. Is PMS integration with the accounting system mandatory? Can we use the MyInvoice portal to manually amend any CN, DN, or refund?
The MyInvoice portal can be used to issue e-invoices, CNs, DNs, and Refund Notes. However, you may face difficulties integrating with your accounting system for account consolidation.
9. How much will it cost to integrate your system with our accounting system?
The cost depends on the level of integration. If it’s a one-way integration from our system to the accounting system, you may use a CSV file or our API. These options are free from TimeTec. Check with your accounting system vendor for their API integration charges.
10. Will TimeTec provide an e-Invoice QR code poster design with brief instructions to display at the exit for casual parkers?
Yes, we will provide our parking customers with the poster design along with brief instructions.
11. Is the parking app only to be installed by parkers? Is the TimeTec Parking App already integrated with our current cashless system?
The parking app is a better option for parkers who require e-invoices regularly. For TimeTec parking customers, our parking app is integrated with all our parking systems, including season parking, casual, and valet.
12. If we have 1000 transactions a month, do all 1000 transactions have to be keyed into the accounting system one by one?
No, you don’t need to key in transactions manually one by one. You can import all the transactions from the PMS via a CSV file or API integration.
13. If the PMS report differs from the TNG report and bankcard report, can we use the TNG report to issue a consolidated e-invoice?
No, you should use the PMS report for the consolidated e-invoice, as the PMS is considered your internal system for the parking operator. The TNG or Bankcard report can be used for reference.
14. Can the CSV file exported from the PMS differentiate which transactions require an e-invoice?
Yes.
15. Can I check if the e-invoice is in PDF format? Or what format is it in?
Yes, the e-invoice is in PDF format for customers’ view.
About TimeTec:
TimeTec Group was established in 2000. Over the past 20 years, the Group has developed three homegrown, globally recognized IT brands: FingerTec, TimeTec, and iNeighbour. These brands specialize in workforce management, security, smart parking, smart office, smart residential, and smart township solutions, harnessing the power of biometrics, cloud and edge computing, IoT, and AI technologies. All these solutions connect and reshape the landscape of work life and home life within a larger ecosystem.
Through an extensive network, TimeTec Group distributes its biometric hardware products and 18 cloud applications, including IoT devices, to more than 150 countries worldwide. Visit our company websites at TimeTec Cloud, FingerTec, iNeighbour, and TimeTec Building.
Various renowned clients have subscribed to TimeTec’s solutions, including IOI Properties, Putrajaya Holdings, Ibraco, Binastra, Thriven, Hock Seng Lee, QSR Brands, Central Sugars Refinery (CSR), Sunway Constructions, Mamee, Yakult, Nano Malaysia Berhad, and many more. The versatility and feasibility of TimeTec products also attract international customers from around the world, including Hong Kong, Dubai, Australia, South Africa, and beyond.
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