#Default Values

Automatically populate missing invoice data using conditional and fixed default values for seamless Excel imports.

#What are Default Values?

Default values automatically fill in missing information during Excel import. They ensure your invoices have all required LHDN fields even when your Excel data is incomplete.

#Types of Default Values

#Fixed Defaults

Values that are always applied regardless of other data:

• Always set Currency Code to "MYR"
• Always set Tax Type to "01" (Standard Rate)
• Always set Exchange Rate to "1.0"

#Conditional Defaults

Values applied only when specific conditions are met:

• If Currency Code = "USD", then Exchange Rate = "4.2"
• If Customer Type = "Government", then Tax Rate = "0.0"
• If Product Category contains "Service", then Unit Code = "C62"

#Setting Up Default Values

#Accessing Default Value Management

1. Navigate to your template's Configure page
2. Click More Actions to access the dropdown menu
3. Choose either:
   • Conditional Defaults: For condition-based values
   • Fixed Defaults: For always-applied values

#Fixed Defaults

#When to Use Fixed Defaults

• Standard company information (tax registration, address)
• Common transaction types (currency, payment terms)
• Regulatory requirements (tax types, classifications)

#Setting Up Fixed Defaults

1. Click More Actions → Fixed Defaults
2. Select the Target Field you want to set a default for
3. Enter the Fixed Value to always use
4. Add an optional Description for documentation

#Fixed Default Examples

Currency Standardization

• Target Field: Currency Code
• Fixed Value: "MYR"
• Description: "All invoices in Malaysian Ringgit"

Tax Type Standardization

• Target Field: Tax Type
• Fixed Value: "01"
• Description: "Standard rate SST for all items"

Company Information

• Target Field: Seller TIN
• Fixed Value: "C12345678901"
• Description: "Company tax identification number"

#Conditional Defaults

#When to Use Conditional Defaults

• Currency-based calculations (exchange rates)
• Customer-specific rules (tax exemptions)
• Product-based classifications (unit codes, tax rates)
• Regional requirements (different tax rates by state)

#Setting Up Conditional Defaults

1. Click More Actions → Conditional Defaults
2. Select the Target Field to set the default for
3. Configure one or more conditional rules:
   • If Field: Choose the field to check
   • Operator: Select the comparison type
   • Value: Enter the value to compare against
   • Then Default To: Specify the value to use when condition is met
4. Add an optional Description for each rule

#Available Operators

• Equals (=): Exact match
• Not Equals (≠): Anything except this value
• Contains: Text contains this substring
• Starts With: Text begins with this value
• Ends With: Text ends with this value
• In List: Value is in a comma-separated list
• Not In List: Value is not in the list
• Greater Than (>): Numeric comparison
• Less Than (<): Numeric comparison
• Greater Than or Equal (≥): Numeric comparison
• Less Than or Equal (≤): Numeric comparison

#Practical Examples

#Currency and Exchange Rate Management

Scenario: Handle multiple currencies with appropriate exchange rates

Conditional Rule 1:
If Currency Code = "USD"
Then Exchange Rate = "4.20"

Conditional Rule 2:
If Currency Code = "SGD"
Then Exchange Rate = "3.10"

Fixed Default:
Exchange Rate = "1.0" (for MYR)

#Customer-Based Tax Rules

Scenario: Government customers are tax-exempt

Conditional Rule:
If Buyer Name contains "Government"
Then Tax Rate = "0.00"
Then Tax Type = "03" (Exempt)

#Product Category Automation

Scenario: Different unit codes for different product types

Conditional Rule 1:
If Item Description contains "Service"
Then Unit Code = "C62" (pieces)

Conditional Rule 2:
If Item Description contains "Software"
Then Unit Code = "C62" (pieces)

Conditional Rule 3:
If Item Description contains "Hardware"
Then Unit Code = "C62" (pieces)

#Regional Tax Variations

Scenario: Different tax rates by state

Conditional Rule 1:
If Buyer Address contains "Langkawi"
Then Tax Rate = "0.00" (Duty-free zone)

Conditional Rule 2:
If Buyer Address contains "Labuan"
Then Tax Rate = "0.00" (Duty-free zone)

#Advanced Conditional Logic

#Multiple Conditions for One Field

You can set multiple conditional rules for the same target field:

• Rules are evaluated in order
• First matching condition wins
• Use specific conditions before general ones

#Example: Tiered Discount Logic

Rule 1: If Total Amount > "10000" → Discount Rate = "0.10"
Rule 2: If Total Amount > "5000" → Discount Rate = "0.05"
Rule 3: If Total Amount > "1000" → Discount Rate = "0.02"

#Complex Text Matching

Use multiple operators for comprehensive coverage:

Product Service Classification:
Rule 1: If Item Description starts with "SVC" → Unit Code = "C62"
Rule 2: If Item Description contains "consulting" → Unit Code = "C62"
Rule 3: If Item Description ends with "service" → Unit Code = "C62"

#System-Generated Fields

Default values can target any system field, including:

• Fields mapped from Excel columns
• Fields not present in your Excel file
• Calculated fields that need base values

#Targeting Unmapped Fields

For fields not in your Excel file:

1. The system creates virtual mappings
2. Default values populate these fields automatically
3. No Excel column is required

#Example: Complete Invoice Header

Even if your Excel only has line items:

Fixed Defaults:
- Currency Code → "MYR"
- Tax Type → "01"
- Issue Date → [Current Date]

Conditional Defaults:
- If Customer Code starts with "GOV" → Tax Rate = "0.00"

#Best Practices

#Planning Your Defaults

1. Audit Missing Data: Identify what's typically missing from Excel
2. Define Business Rules: Document when different values should apply
3. Start Simple: Begin with fixed defaults, add conditions gradually
4. Test Thoroughly: Validate with historical data

#Conditional Logic Strategy

• Order Matters: More specific conditions should come first
• Cover Edge Cases: Plan for unexpected Excel values
• Document Rules: Use descriptions to explain business logic
• Regular Review: Update rules as business requirements change

#Performance Considerations

• Conditional defaults are processed efficiently
• No practical limit on number of rules
• Complex conditions don't significantly impact import speed

#Validation and Testing

#Testing Default Values

1. Create test Excel files with missing data
2. Import using your template
3. Verify defaults are applied correctly
4. Check LHDN compliance of final invoices

#Common Issues

• Condition Never Matches: Check spelling and case sensitivity
• Wrong Values Applied: Review condition order and specificity
• Performance Issues: Usually caused by overly complex text matching

#Integration with Other Features

#With Code Mappings

Default values and code mappings work together:

1. Code mappings transform existing Excel values
2. Default values provide missing data
3. Combined coverage ensures complete invoice data

#With Column Mapping

• Default values can target any mapped field
• They can also target completely unmapped fields
• Virtual mappings are created automatically for unmapped targets

#Real-World Scenarios

#Accounting System Export

Fixed Defaults:
- Company TIN → "C12345678901"
- Currency Code → "MYR"

Conditional Defaults:
- If Account Code starts with "4000" → Tax Type = "01"
- If Account Code starts with "4100" → Tax Type = "02"

#E-commerce Platform

Fixed Defaults:
- Unit Code → "C62" (pieces)
- Tax Type → "01"

Conditional Defaults:
- If Product Type = "Digital" → Tax Rate = "0.00"
- If Customer Country ≠ "MY" → Tax Type = "04"

#Service Business

Fixed Defaults:
- Unit Code → "HUR" (hours)
- Currency Code → "MYR"

Conditional Defaults:
- If Service Type = "Training" → Tax Type = "02"
- If Client Type = "Government" → Tax Rate = "0.00"

#Troubleshooting Default Values

#Defaults Not Applied

• Check condition syntax and spelling
• Verify target field names are correct
• Ensure conditions match actual Excel data

#Wrong Values Applied

• Review condition order (first match wins)
• Check for overlapping conditions
• Verify operator selection (equals vs contains)

#Template Validation Errors

• Ensure default values meet LHDN requirements
• Check data type compatibility
• Verify business rule compliance

#Next Steps

After configuring default values:

1. Test your complete template with sample data
2. Monitor import results for accuracy
3. Refine conditions based on real-world usage
4. Document your configuration for team use