A worked example. Kenanga Hardware Trading Sdn Bhd wholesales building supplies — two staff in the office, about 120 invoices a month, four years of history in another accounting system. The finance lead runs the move.
What to bring — and how it actually gets in
Stated plainly: there is no bulk-import UI today, so the master data is re-entered by hand, and the honest move is to size that before starting rather than discover it mid-move. For Kenanga that meant: the company itself (ten minutes — the BRN, TIN and MSIC were already on file from the old system's setup), the 15 customers that generate 90% of the invoices (an afternoon), suppliers as their first bills arrive, and the 30 recurring catalogue items as Saved Products so invoice lines pre-fill (another afternoon). The long tail of one-off customers from four years ago doesn't come — history stays in the old system.
Opening balances go in through the accounting module's Opening Balances entry (Kenanga is on a plan that includes accounting; without it, you'd run invoicing in Bilvx and keep the ledger where it is).
The cutover
Pick a period boundary — Kenanga chose the first of the month — and make it a hard line: everything issued before it lives in the old system, which becomes read-only history; everything after is Bilvx. No parallel running of two live systems, which doubles work and guarantees drift.
Before moving volume, one real test: the finance lead took an actual order, entered it, and pressed Submit to LHDN — proving the TIN, the intermediary appointment and the data completeness end-to-end on one invoice. It validated. Then the other 119 that month followed a proven path instead of a hoped-for one.
What maps differently
The old system posted an invoice the moment it was saved. Bilvx separates the two: an invoice is a DRAFT — editable, deletable, nowhere near LHDN — until you submit it, and then its status (SUBMITTED, VALID, INVALID) is LHDN's answer, tracked automatically. The finance lead's habit of "save means sent" took a week to unlearn, in the right direction: drafts caught two pricing mistakes that the old system would have posted.
Credit notes work by reference: a credit note picks the original invoice so LHDN can tie the pair together — closer to how the mandate thinks than the old system's free-standing negatives.
The first month-end
Month-end in Bilvx: the bank statement imported and reconciled against recorded payments, then the reports — AR Aging to chase the two slow contractors, the Trial Balance to confirm the opening balances carried correctly, Profit & Loss for the accountant. The period then closes on the Periods page. The old system's final trial balance and Bilvx's opening one were compared line by line, once — after that, the old system was history.