Step 3: Item Master Configuration

Step 3: Item Master Configuration

Introduction

Configure your Item Master in Zoho Books to align with e-Invoicing requirements. This ensures all product and service data is properly formatted for MyInvois submissions.

Unit of measurement with inventory integration

The following instructions is optional. and require additional subscription to Zoho inventory 

  1. Navigate to settings
  2. Navigate to Preference > General
  3. Activate Zoho Inventory Add-on
  4. Click Enable
  5. Save settings
Items will now have Unit of measurement field in the configuration, you may add or select whichever units are relevant to the item.

Find full list of units on LHDN website as follows:

WARNING: all unit of measurements are to use the unit name,
and be spelled and capitalized EXACTLY as in the LHDN table, any differences will be rejected by LHDN
 


Update Item Master (manual entry)

Before updating items, ensure all taxes that will be used has been created under Settings > Taxes and Compliance > Taxes
The following instructions are how to update items in the base version of Zoho books without any integrations 


  1. Navigate to Items > Items, then create a new item or select and edit the desired Good/Service.
  2. Update all relevant and mandatory fields
    1. Unit of measurment
      1. to indicate what units are used for each item unit. 
      2. Piece can be used if no unit is relevant. 
    2. Item Classification (Class) 
      1. A short description LHDN will use to categorize your item 
    3. Tax fields
      1. Define what tax is applied to the item
      2. select "Not Applicable" should no tax should be applied. 
    4. Product Tariff Code and Country of Origin
      1. Only necessary should the items be under tariffs or from other countries respectively
      2. If these fields are not applicable, enter 'NA' where appropriate.
  3. Save item
WARNING: Unit of measurement, Item classification classes and Tax types
are to be spelled and capitalized EXACTLY as in the LHDN code tables, any differences will be rejected by LHDN 

LHDN code tables all of the above are in the registry linked below: 


Update Item Master (bulk update)


How to export database for bulk updating

  1. Navigate to item module 
  2. Open the 3-dot menu on the top right of the page and select Export Items
  3. In the popup menu, set all details that are necessary
    1. It is advised to work entirely with the CSV format
    2. Set a specific period if only items within a certain time frame need updating
    3. Fill in a password for the document if necessary
  4. Export
  5. Open file
  6. Update relevant fields
    1. Usage units
    2. Tax type
    3. Item type
    4. Classification class
    5. eInvoice fields (prefixed with CF.)
  7. Save file in CSV format

Ensure all number data fields are formatted to be plain numbers without any decimals and units where applicable.

How to import database for bulk updating

  1. Navigate to Item module 
  2. Open the 3-dot menu on the top right of the page and select "Import Items"
  3. Drag and drop or upload file with the "upload" button
  4. To add all new data to all items, select "overwrite items" and click "next"
  5. Ensure all fields are assigned their corresponding data
    1. For empty fields that are duplicated of another field in the list, assign the data name that contains "_1" in it (refer to sec.37-45 in the video above)
    2. All eInvoice related fields are labeled CF. same as before, ensure all are matched.
  6. Click "next", and in the next window ensure no data is missing and there are no errors in the importing
  7. Click "import"
  8. Ensure all data is present and correct in every profile.