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5.0 E-invoice Submission 

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5.0 E-invoice Submission 

Owned by Ghada Amgad
2024-Nov-17
4 min read

Please ensure you have already gone through all the steps from Chapter 4.0 before reading this page.

5.0 Access the My E-Invoice Admin Applet

5.0 Access the My E-Invoice Admin Applet

5.1 Posting Queue

When the applet initially opens, the ‘Posting Queue’ listing is displayed, which is the first icon on the left sidebar.

The user can see that the sales invoice created previously has been added to the queue here.

Only invoices that successfully meet the LHDN’s requirements will be listed in the Posting Queue.

Sales invoices in the queue are automatically processed every 15-20 minutes if all mandatory information is filled in during the creation of the general document. These invoices are moved to 'To IRB E-Invoice' under 'Internal Submission' in the side menu bar.

  • PROCESSED indicates a successful update.

  • UNPROCESSED means the update was not successful.

If users prefer to manually update invoices rather than wait for the auto-update

  • Check the boxes of the invoice you wish to submit to IRB, then click on the 'Submit' button.

Refer to the screenshot below

E-Invoice_20.png

This process ensures that sales invoices are kept up-to-date and submitted correctly.

For more information, click on the Posting Queue

5.2 Batch Pool

All Consolidated E-Invoice will be listed on this page.

For sales invoices that did not meet LHDN’s requirements or did not fulfill all the compulsory fields, they will be listed in the Batch Pool instead of the Posting Queue.

Handling Missing Information

  1. Click on the e-invoice that is listed in the Batch Pool.

  2. Navigate to the document details tab

  3. Check the Validation Error section to identify the missing information.

  1. Click on the e-invoice that is listed in the Batch Pool.

  2. Navigate to the document details tab

  3. Check the Validation Error section to identify the missing information.

Kindly refer to the screenshot below.

E-Invoice_25.png

You have until the end of the month to update the missing information and submit the invoice from the Batch Pool. If this is not done by the seventh of the next month, the system will automatically submit these records as consolidated e-invoices.

For more information, click on the Batch Pool.

5.3 Internal Submission - To IRB E-Invoice

All the E-Invoice from Posting Queue that have met all the requirements of the mandatory fields by LHDN will be routed here. The LHDN API will automatically call for the E-Invoices in this listing.

In ‘To IRB E-Invoice’, the E-invoice has not been submitted to LHDN yet, the list here is the E-Invoice that successfully met the requirement of the mandatory fields, and is yet to be submitted automatically or manually.

The list here will be automatically submitted periodically by the system.

To manually submit:

  1. Tick on the checkboxes of the E-Invoices you wish to submit manually.

  2. Click on ‘Submit’.

To manually submit:

  1. Tick on the checkboxes of the E-Invoices you wish to submit manually.

  2. Click on ‘Submit’.

For more information, click on the Internal Submission - To IRB E-Invoice.

5.4 Internal Submission - Queue

E-invoices that are submitted from 'To IRB E-Invoice' but get rejected by LHDN will be listed here. In the Internal Submission Queue Listing, the status will either be "Not Submitted" or "Failed".

To investigate a FAILED submission:

  1. Click on the transaction with FAILED status. A side menu will appear on the right.

  2. Navigate to the last tab labeled ‘From LHDN’.

  3. Review the message to understand the reason for rejection, which usually indicates that the document needs to be updated.

To investigate a FAILED submission:

  1. Click on the transaction with FAILED status. A side menu will appear on the right.

  2. Navigate to the last tab labeled ‘From LHDN’.

  3. Review the message to understand the reason for rejection, which usually indicates that the document needs to be updated.

  • Not Submitted: Indicates the transaction is still pending. You can manually submit these transactions or let the system process them automatically.

  • Not Submitted: Indicates the transaction is still pending. You can manually submit these transactions or let the system process them automatically.

Once a transaction is successfully submitted, it will be removed from this queue and transferred to the Internal Submission History, where it will no longer appear in the listing.

For more information, click on the Internal Submission - Queue.

5.5 Internal Submission - History

Once submitted to LHDN, the document moves to the history where you can see all the details by:

  1. Click into the submission from the list.

  2. Navigate to the ‘From LHDN’ tab.

  3. The details and reason of the accepted submission will be displayed here, whether it has been accepted by LHDN or if it requires validation.

  1. Click into the submission from the list.

  2. Navigate to the ‘From LHDN’ tab.

  3. The details and reason of the accepted submission will be displayed here, whether it has been accepted by LHDN or if it requires validation.

Upon validation, you can get the validation URL

For more information, click on the Internal Submission - History.

This is the general flow for all document types.

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