E-Invoice Operation

Submission

In the E-Invoice system, there are few types of documents that can be submitted. The table below shows how each document type in SQL Account is mapped to its corresponding E-Invoice document type. Refer to each section for more detailed information on the specific document types.

SQL Account Document Type	E-Invoice Document Type
Sales Invoice	Invoice
Cash Sales	Invoice
Credit Note	Credit Note
Debit Note	Debit Note
Payment Voucher	Self-Billed Invoice / Refund Note
Purchase Invoice	Self-Billed Invoice
Cash Purchase	Self-Billed Invoice
Purchase Returned	Self-Billed Credit Note
Purchase Debit Note	Self-Billed Debit Note
Receipt Voucher	Self-Billed Refund Note / Invoice

Single Submission

1. Click on MyInvois > Submit E-Invoice

   

2. If the submission is valid, you will see the screen below, where you can see the validated Invoice info from LHDN directly.

   NOTE

   Ensure that all required fields are correctly filled before submission to avoid errors. If the submission is invalid, you will need to correct the issues and resubmit.

   

Batch Submission

In the scenario where you already issued a lot of invoices but yet to submit E-Invoice, you can utilize the Batch Submission feature to submit them in single operation.

1. Click on MyInvois > Batch Submit E-Invoice

   

2. Apply the desired date range and untick any invoices that you do not wish to submit yet, then proceed to Submit.

   

3. Refer to Status column for each E-Invoice status. If there's any errors, go to the specific invoice and update the incorrect details then retry submission again.

   

4. Go back to browse screen, click Refresh to see the updated status.

   

Test E-Invoice Validation

important

The validation process utilizes the MyInvois Sandbox environment, meaning the documents will appear in your MyInvois Portal (Sandbox/Pre-production).

To use this feature, you must complete the Sandbox Credential Setup beforehand.

If you do not have the necessary permissions to submit an E-Invoice, you can now validate the E-Invoice during the issuance process.

This ensures that the invoice can be successfully submitted at a later stage.

1. After issuing an invoice, click MyInvois > Test E-Invoice Validation

   

2. If there's some missing data, error list or dialog will be shown, you can update the incorrect data and try validate again.

   Example error dialog:

   

3. If the validation is successful, you will see the following confirmation screen:

   

Consolidate

When the buyer does not require an e-Invoice, the supplier will issue a regular receipt, which does not need to be submitted for IRBM validation.

However, you are required to aggregate these transactions monthly and submit a consolidated e-Invoice to IRBM within seven calendar days after the month's end.

1. Click on MyInvois > Consolidate E-Invoice

   

2. Select the documents to consolidate:

   1. Choose the desired date range
   2. Tick Include unsubmitted E-Invoices if you want to include invoices with E-Invoice submission type. Refer to Step 4
   3. Click Apply

   

3. Review the aggregated invoice details and click Submit

   

4. If the consolidated E-Invoice is submitted successfully, you will see the following confirmation screen:

   

Cancellation

At the first 72 hours of an submitted invoice, you are able to cancel the e-invoice, then re-submit the same invoice again without issuing CN/DN.

In the first 72 hours period, you shall cancel the invoice and resubmit when:

1. There is a mistake in the submitted e-invoice.
2. Buyer rejected the invoice and you agreed with the rejection.

To cancel a submitted e-invoice:

1. Go to MyInvois > Cancel Validated E-Invoice.

   

2. Enter the reason for cancellation then Click Initiate Cancellation. To dismiss the dialog, Click Keep Document.

   

3. To verify the latest status, go to MyInvois > Check E-Invoice Status.

   

Report

Preview the report and you can see the E-Invoice validation QR code is embedded in the invoice.

Check Status

You can easily check the latest status of an invoice in SQL Account to ensure it has been submitted and processed correctly.

Check Status (Single Document)

1. Click on MyInvois > Check E-Invoice Status

   

2. You will be able to see the current status of the submitted invoice, along with the QR code and a validation page.

   

   NOTE

   If the invoice status is marked as invalid, a list of errors will be displayed. You can use this information to correct the invoice and resubmit it.

   

Batch Check Status

In certain situations, the status of your E-Invoices may not reflect the latest updates due to various factors such as:

• Slow or unstable internet connectivity
• Manual cancellation of an E-Invoice within the MyInvois Portal
• E-Invoice status showing as Submitted without further updates

To ensure that you are viewing the most up-to-date status of your E-Invoices, follow these steps:

1. Click the MyInvois button.
2. Select Batch Check E-Invoice Status.

This process will retrieve the latest status for all submitted documents, ensuring that your records are accurate and up to date.

Submission Log

You can view all past submission and cancellation log of an invoice.

1. Click on MyInvois > MyInvois Log

   

   

Purchase Documents Import

SQL Account offers two methods for importing purchase documents from the E-Invoice system:

• Single Import: Enables you to import individual documents.
• Batch Import: Allows you to import multiple documents at once.

To ensure proper import, it's important to understand how the document types in SQL Account are mapped to those received from the E-Invoice system. The table below shows how the document types in the SQL Account are mapped to those received from the E-Invoice system:

SQL Account Document Type	E-Invoice Document Type
Purchase Invoice	Invoice
Cash Purchase	Invoice
Purchase Returned	Credit Note
Purchase Debit Note	Debit Note

Single Import

You can view all received documents and single import into SQL Account.

1. Go to document detail screen and click on MyInvois > Single import E-Invoice

   

   

2. Choose the desired date range and press the Apply button to filter the documents

   

3. The table will display the list of E-Invoice documents your company has received

   

4. SQL Account will auto-map the supplier code if the supplier's TIN matches the TIN in Maintain Supplier

   NOTE

   We suggest adding the TIN for existing suppliers or creating a new supplier record

   NOTE

   A supplier code is required. An error message will appear if you attempt to import a document without a supplier code

   

   

5. Once you have selected the desired documents, click on the Import button to proceed with the single import

   

   

6. After reviewing the document details, click Save to complete the process

   

Batch Import

You can view all received documents and batch import into SQL Account.

1. Click on MyInvois > Batch import E-Invoice

   

   

2. Choose the desired date range and press the Apply button to filter the documents

   

3. There are two tables inside the form:

   • The upper table will display the list of E-Invoice documents your company has received
   • The lower table will show the item details for the document you have selected

   

4. You can select multiple documents using the checkboxes provided

5. SQL Account will auto-map the supplier code if the supplier's TIN matches the TIN in Maintain Supplier

   NOTE

   We suggest adding the TIN for existing suppliers or creating a new supplier record

   

6. A tax code is required for an item if the tax amount is greater than 0

   NOTE

   The document will displayed in red font if the tax code is missing when it is required

   

   

7. Once you have selected the desired documents, click on the Import button to proceed with the batch import

   

   

Rejection (Imported Documents)

At the first 72 hours of an received invoice, you are able to reject the e-invoice.

In the first 72 hours period, you shall reject the invoice when there is a mistake in the received e-invoice.

To reject a received e-invoice:

1. Go to MyInvois > Reject Validated E-Invoice.

   

2. Enter the reason for rejection then click Initiate Rejection. To dismiss the dialog, Click Keep Document.

   

Share PDF (Experimental)

You can share invoice PDF to SQL buyer.

1. Click on MyInvois > Check E-Invoice Status

   

2. Click on Share to share the invoice PDF with SQL buyer

   

3. Continue to choose the report format to share with SQL buyer

   

   

Download PDF (Experimental)

You can download the shared invoice PDF from SQL supplier.

1. Click on MyInvois > Download PDF from SQL Supplier (Experimental)

   NOTE

   The option will be enabled if the supplier uploaded the PDF