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E-invoice Submission
Introduction
The E-Invoice Submission process is one of the most critical steps in the E-Invoice Module, ensuring that all finalized invoices are successfully submitted to LHDN (Inland Revenue Board of Malaysia) for validation and compliance. This guide provides a detailed breakdown of the submission workflow, covering the different stages that transactions go through—from initial posting to validation, error handling, and historical record-keeping.
The My E-Invoice Admin Applet is the primary tool used to manage the submission of invoices. This applet automates the submission process while allowing for manual control over individual transactions when necessary. Users can review, edit, and resubmit invoices that do not meet LHDN’s requirements.
Before proceeding, ensure that you have completed all necessary steps in the E-Invoice Creation section, Once a sales or purchase document is created and finalized, it will automatically be routed to the My E-Invoice Admin Applet for submission. This applies to both individual and consolidated invoices, ensuring that all transactions are processed according to LHDN’s validation requirements.
The submission workflow ensures that invoices are properly recorded, validated, and sent to LHDN, maintaining compliance with regulatory standards and providing a clear audit trail for all transactions.
Understanding the My E-Invoice Admin Applet
The My E-Invoice Admin Applet serves as a centralized hub for managing invoice submissions. This tool facilitates:
Transaction Submissions: Handles individual and consolidated submissions to LHDN.
Document Processing: Supports various document types, including sales invoices, credit/debit notes, and post-cash bills.
Compliance Verification: Ensures that all submitted invoices meet LHDN’s validation requirements.
Error Handling and Rejections: Allows users to review errors, correct missing information, and resubmit invoices.
Historical Tracking: Provides detailed submission records for auditing and compliance purposes.
Posting Queue – Initial Transaction Review
When the My E-Invoice Admin Applet is accessed, the Posting Queue is the first section displayed. This queue lists all finalized invoices ready for submission.
Key Features of the Posting Queue
Invoices that meet all LHDN requirements are automatically added to this queue.
Automatic Submission: Transactions in the queue are processed every 15–20 minutes if all required fields are completed.
Manual Submission: Users can manually submit invoices by selecting the checkboxes and clicking the "Submit" button.
Processing Status:
PROCESSED – The invoice has been successfully updated and submitted.
UNPROCESSED – The invoice did not meet all requirements and needs correction.
Ensuring that invoices successfully enter the Posting Queue is crucial for smooth submission. Any invoices that do not meet LHDN's validation criteria will be redirected to the Batch Pool for further review.
Batch Pool – Handling Incomplete Invoices
The Batch Pool serves as a temporary storage area for invoices and documents that did not meet submission criteria, particularly for compliance with LHDN (Lembaga Hasil Dalam Negeri) requirements. When an invoice fails validation due to missing mandatory fields or incorrect data, it is placed in the Batch Pool instead of being automatically posted. This ensures that only accurate and complete financial documents proceed for submission.
The Batch Pool is designed to store documents that:
Require consolidated submission at a later stage.
Contain errors or missing mandatory fields preventing them from entering the posting queue.
Need manual review and correction before submission.
Error Handling
Users can view error messages associated with each document stored in the Batch Pool. These messages help identify the specific issues preventing submission. Some common errors include:
Missing mandatory fields (e.g., missing tax codes, invoice numbers, or customer details).
Incorrect formatting (e.g., invalid dates or duplicate invoice numbers).
Unlinked transactions (e.g., an invoice without a corresponding purchase order or payment record).
Once errors are identified, users can correct them directly within the system before resubmitting.
Correcting Errors in the Batch Pool
When a document is placed in the Batch Pool, it indicates that it did not meet the validation criteria for submission. To identify the reason:
Click on the document in the listing to open its details.
Scroll to the end of the document details page to locate the Validation Error Details.
The system will display specific reasons why this document is in the Batch Pool.
At this stage, users should review the error messages carefully and determine what updates are required then update the missing fields as per LHDN's requirements.
Submitting Documents from the Batch Pool
There are two ways to submit invoices from the Batch Pool, depending on whether you want to process multiple invoices at once or handle them individually.
1. Submitting Multiple Documents at Once
For users who need to process several invoices in bulk, the system allows selecting and submitting multiple documents at the same time.
Navigate to the Batch Pool Listing Page.
Use the tick box next to each document to select multiple invoices.
Once the necessary invoices are selected, click the "Submit" button at the top of the screen.
The system will validate the documents and submit them to LHDN if they meet the required criteria.
This method is efficient for handling large batches of invoices and ensuring all pending submissions are processed in one action.
2. Submitting Individual Documents
For cases where an invoice requires manual review before submission, users can process a single document at a time.
Double-click on the invoice in the Batch Pool Listing to open its details page.
Make necessary updates and click "Submit" to process the invoice individually.
This approach is useful for handling exceptions, correcting errors, or ensuring accuracy before submission.
Batch Submission vs. Individual Submission
There are two ways that documents leave the Batch Pool:
Batch Submission (Consolidated Processing)
Transactions under General Public will stay in the Batch Pool until the 7th of the following month for bulk submission.
Users must correct errors before this deadline to ensure inclusion in the next submission cycle.
Individual Submission (Customer-Requested Processing)
If a customer requests an individual submission, the document will be removed from the Batch Pool and processed immediately for internal submission.
This ensures faster validation for customers who need immediate documentation.
Automatic Submission of Batch Pool Invoices After Deadline
Invoices that remain in the Batch Pool beyond the 7th of the following month will be automatically processed by the system. This ensures that all transactions are submitted on time, preventing delays in compliance with LHDN’s e-invoicing regulations.
How the Automatic Submission Works
If an invoice is still in the Batch Pool by the 7th of the next month, the system will automatically submit it as a consolidated e-invoice to LHDN.
The system does not wait for further manual corrections once the deadline has passed.
Any unresolved validation errors will be included in the submission, meaning that incorrect or incomplete invoices might still be processed.
Tracking Resubmission Status
To ensure that documents are successfully processed, users should monitor their status in the Batch Pool:
If a document is successfully resubmitted, it will no longer appear in the Batch Pool.
If a document fails validation again, it will remain in the Batch Pool with updated error messages requiring further corrections.
Regular monitoring helps prevent delays and ensures financial data accuracy.
Internal Submission – Routing to LHDN
The Internal Submission - To IRB E-Invoice section is a crucial step in ensuring that all validated e-invoices are successfully submitted to LHDN (Inland Revenue Board of Malaysia). This process helps businesses comply with regulatory requirements and ensures that tax-related documents are properly recorded.
Overview of the To IRB Submission Process
Once an invoice successfully passes validation in the Posting Queue, it is automatically moved to the To IRB E-Invoice section. This confirms that the invoice meets all LHDN’s validation rules and is now ready for submission.
The system periodically submits these invoices automatically; however, users can also choose to manually submit selected invoices.
Once an e-invoice has been successfully submitted to LHDN (IRB), users can access the document and perform various actions, including viewing, exporting, emailing, and requesting a rejection if needed.
At this stage, the invoice has not yet been sent to LHDN but is in the final queue before submission. Users should verify that all transactions display the correct status before submission.
Accessing a Submitted E-Invoice
Users can view detailed information about a submitted transaction by double-clicking on an entry that has a "SUBMITTED" status in the To IRB E-Invoice section. This will open the full invoice details, including the QR code, item breakdown, and submission records.
Key Information Available in a Submitted E-Invoice
QR Code & Invoice Details (Main View)
Displays the official IRB-assigned QR code, which buyers can use for verification.
Includes essential invoice details such as transaction reference, company name, and tax information.
Line Items Tab
Users can see a detailed breakdown of the products or services included in the invoice.
Helps in cross-verifying item details before sending to the buyer.
Notification Tab
Shows whether the transaction was auto-created or manually processed.
Sending the E-Invoice via Email: Select the document from the listing then click the “Send Email” button.
The system will automatically send the e-invoice PDF to the buyer’s email address, which is stored in the Details Tab, this ensures that customers receive an official copy of their tax invoice for record-keeping and compliance.
Exporting the E-Invoice
Users can also choose to export the e-invoice for internal documentation, audit purposes, or manual sharing.
Requesting Rejection of a Submitted E-Invoice
In cases where an invoice was submitted incorrectly, staff can request a rejection. This option is only available if the invoice has already been submitted to IRB.
Important Considerations for Rejection Requests:
A request for rejection must be made within 72 hours of submission.
Once LHDN approves the rejection, the transaction is marked as canceled in the system.
Internal Submission Queue – Managing Rejected Invoices
The Internal Submission Queue is a critical step in the e-invoicing process that ensures all transactions are properly submitted to the Inland Revenue Board (IRB). This queue acts as an intermediary, handling transactions from the Posting Queue and Batch Pool, allowing for both automatic and manual submission.
Transactions that pass through the Posting Queue or Batch Pool are routed to the Internal Submission Queue. Here, they await submission to IRB via an automated or manual process.
The system periodically submits all eligible transactions to IRB without user intervention. Once a transaction is successfully submitted, it is removed from the Internal Submission Queue and stored in the Internal Submission History. This allows users to track past submissions and confirm successful processing.
Submission Status and Manual Submission
Users can check the submission status of each transaction in the Submission Status column in the listing. The different statuses indicate the progress of each document:
NOT_SUBMITTED – The transaction has not been submitted yet.
SUBMISSION_FAILED – The submission attempt was unsuccessful due to missing or incorrect information.
If a transaction is still marked as NOT_SUBMITTED, users have two options:
Manually Submit – Select one or multiple transactions and click the Submit button at the top of the listing.
Wait for Auto-Submission – The system will process submissions at regular intervals.
Once a transaction is successfully submitted, it is removed from the queue and transferred to Internal Submission History, ensuring a clear record of all completed submissions.
Handling Submission Failures
If a transaction has the status SUBMISSION_FAILED, it means that the document was rejected by LHDN due to missing or incorrect details.
To check why a submission failed:
Double-click on the transaction.
A side menu will open. Navigate to the last tab labeled "From LHDN".
This section displays an error message from LHDN, explaining why the document was rejected.
Example of a Submission Failure Message:
If the message states, "City is required - BUYER", this means the buyer’s city field was not entered correctly.
Solution:
Users should go to the relevant master applet (e.g., Customer Maintenance) to update the missing details. Once corrected, they can resubmit the document.
Internal Submission History – Tracking Past Submissions
All successfully submitted invoices are recorded in the Internal Submission History. This section allows users to review past submissions, check validation details, and download records for auditing.
Steps to Access Submission History
Select a submitted invoice from the list in the Internal Submission History page.
Navigate to the "From LHDN" tab to view submission details.
View submission details, including approval status
Understanding Submission Status
The screenshot displays a "Document Accepted" message, which means:
The document has been accepted by LHDN but is not yet validated.
Users must wait for LHDN to process the document and return a valid response.
Validation Status
If an invoice is validated, the system will display a confirmation from LHDN.
Users can then check the validation response to confirm if the invoice has been successfully processed.
Once validated, users can access the invoice's QR Code and printable format to share with customers.
Details Tab – Viewing and Sharing E-Invoice Information
The Details Tab provides a full view of an individual e-invoice, including essential invoice details that can be shared with the customer.
Access the Invoice Details
Users can scan the QR Code on a submitted invoice.
This opens the MyInvois Portal page (as shown in the screenshot), displaying the official e-invoice details.
The invoice contains the following information:
Supplier Name – The business issuing the invoice.
Buyer Name – The recipient of the invoice.
Total Payable Amount – The invoice’s total charge.
Issuance Date & Time – When the invoice was generated.
Submission Date & Time – When the invoice was officially submitted.
Validation Date & Time – When LHDN confirmed the invoice’s validity.
UUID (Unique Invoice Identifier) – The unique invoice number used for tracking in MyInvois Portal.
Sharing the Invoice with Customers
For individual invoices, this validation page and QR Code should be shared with the customer as their official e-invoice.
However, for consolidated invoices, there is no need to send individual e-invoices to customers. Instead, the business submits a summary of transactions to LHDN at the end of the month.
This ensures customers receive the required invoice proof while businesses comply with LHDN’s e-invoicing regulations.
Rejection and Cancellation Process
Rejection Requests Page
The Rejection Requests Page is where all cancellation requests for submitted e-invoices are stored. These requests can originate from various applets such as the Cancellation Tab in the internal sales applet or the customer portal, allowing internal staff or customers to submit a request for rejection if there is an error in the document.
The primary purpose of this page is to track, review, and process rejection requests for e-invoices that require cancellation or correction. This ensures that incorrect invoices do not proceed further in the e-invoicing process, maintaining compliance with regulatory requirements.
User Actions
Users interacting with the Rejection Requests Page have the following options:
Approve the Rejection Request
Reject the Rejection Request
Place the Request on Hold
Each of these options allows the user to decide whether the document should be canceled, retained, or reviewed later.
How It Works:
Initiating a Rejection Request:
If an error is found in a submitted document, users can request a cancellation through an applet or the customer portal as explained here
The system will then log this request under the Rejection Requests page.
Viewing Pending Rejection Requests:
Users can see a list of all requested cancellations, showing the status, document number, and company.
Clicking on any request opens the Rejection Request Details tab, where users can review details before processing.
Understanding the Details Tab:
Remaining Hours for Cancellation: Displays the countdown timer indicating how much time is left before the cancellation request expires (e.g., 49 hours remaining).
Reason for Cancellation: Shows the reason entered by the requester (e.g., "Wrong buyer details").
System Processing Status: Indicates whether the request is In Progress, Completed.
Approval Status: Users can select from:
Approved - The request is accepted, and the document will be canceled.
Rejected - The request is denied, and the document remains valid.
On Hold - The request is temporarily put on hold for further review.
Processing a Rejection Request
When a rejection request is approved, the user must select a Processing Logic, which determines how the cancellation is handled. There are three main processing options:
1. Regenerate New E-Invoice
This option cancels the current e-invoice.
A new e-invoice is automatically generated for resubmission.
The original document is not modified, ensuring that the correction process does not affect the audit trail.
Example Use Case: If a minor mistake is found in an invoice (such as an incorrect address or buyer details), a new e-invoice can be generated with the correct information.
2. Void Original Document
This option completely cancels both the e-invoice and the original document.
A new document must be manually created and submitted again.
This ensures that the canceled document is removed from the system and does not proceed to tax submission.
Example Use Case: If an invoice was created by mistake or contains significant errors (such as incorrect amounts or missing line items), it is best to void the original document and create a new one.
3. New Reversal Document
This option does not cancel the current e-invoice.
Instead, the system generates a new reversal document that offsets the original transaction.
The reversal document type depends on the original transaction.
Example Use Cases:
Sales Invoice → Sales Return
Sales Debit Note → Sales Credit Note
Sales Credit Note → Sales Debit Note
Sales Refund Note → Receipt Voucher
Sales Cash Bill → Sales Return
This method is useful for adjustments without completely voiding the original document.
Once a processing logic is selected, click Process Request to complete the action.
The listing page will update with the new status of each request.
Cancellation Queue Page
The Cancellation Queue stores transactions that failed to be canceled from the LHDN (Inland Revenue Board) side.
How It Works:
Understanding the Cancellation Queue:
This page lists documents where the cancellation request was unsuccessful.
Clicking on a document opens the Cancellation Queue Details tab.
Viewing Cancellation Details:
Request Submission Status: Displays whether the cancellation submission failed.
Request Error Message: Shows the exact reason why LHDN rejected the cancellation request.
Processing Logic: Indicates the logic used for cancellation (e.g., Regenerate New E-Invoice).
Request Response: Displays any response from LHDN regarding the failure.
Resolving Failed Cancellations:
If the request failed due to an Access Denied error or other issues, users should review the error message and take corrective action.
Possible solutions include:
Verifying document details before resubmitting.
Checking compliance with LHDN requirements.
Contacting support if the issue persists.
Ensuring Compliance and Accuracy
The E-Invoice Submission process is designed to ensure that all transactions comply with LHDN regulations while maintaining accuracy in financial records. The My E-Invoice Admin Applet provides a structured workflow for reviewing, submitting, correcting, and tracking invoices, ensuring that no documents are lost or left unprocessed.
By following this guide, businesses can avoid submission errors, reduce processing delays, and ensure seamless compliance with tax authorities.
Video Guide : My E-Invoice Admin Applet
To enhance user understanding and provide a step-by-step walkthrough, a video tutorial of the E-Invoice Admin Applet. Watch the full tutorial here ↓
Next Step: My Peppol Admin Applet
With e-invoices successfully submitted, the next step is configuring the My Peppol Admin Applet to manage Peppol transactions, participant registration, and cross-border e-invoicing compliance. This ensures seamless integration with the Peppol network for secure and standardized document exchange.
Proceed to My Peppol Admin Applet
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