E-Invoice
None of these applets creates an invoice. Your sales, point-of-sale and purchase applets do that, and finalising a document there is what brings it here. What these four do is report it to LHDN, let your buyer ask for their own e-invoice, and carry it over the Peppol network. Each one belongs to a different person. The E-Invoice module explains the machinery and the daily check; this page says whose screen each applet is, what it writes, and which one to open.
Which applet is whose
| Applet | Who opens it | Open it when | What it writes |
|---|---|---|---|
| My E-Invoice Admin | Your accounts team, and whoever owns e-invoice compliance at month end | A document has not reached LHDN, a sale is waiting for a person, LHDN rejected something, you need to cancel inside 72 hours, a buyer’s rejection request is waiting, or last month needs reconciling | E-invoice records, the pools and the queues, and buyer corrections back to the customer record. It makes no journal entry of its own. Only two cancellation choices reach your books: one voids the original document, one raises a reversal document |
| MY E-Invoice Portal | Your customer, on a login you have linked to their customer account | A buyer wants their own e-invoice for a receipt, or wants to reject one inside 72 hours | The buyer’s customer record, the e-invoice fields on the receipt, the pool row it picks up, the new e-invoice record and its place in the submission queue, and rejection requests. It checks a tax number with LHDN but submits nothing itself |
| My Peppol Admin | Your team, and only if you exchange documents over Peppol | You want to see what was built and sent over Peppol, resend a failed transmission, or read what arrived for your Peppol IDs | Peppol documents and their queues. No accounting entries |
| Peppol AP Admin | BigLedger, as operator of its own Peppol access point | Not for your own traffic. Its inbox screens show the data of the tenant you are signed in to, so on your tenant they are empty | Nothing you would use |
Giving someone My E-Invoice Admin gives them every company in the tenant. The company and branch on its listings are filters you choose, not limits on what a user may see. A group that wants one company’s staff kept out of another company’s e-invoices has to decide that by who holds the applet. The applet itself cannot divide it.
The switches are not in these applets
Nearly everything that decides whether a document reaches LHDN or Peppol is set somewhere else. This table is the one to read when you cannot find a setting.
| You want to… | Where it is |
|---|---|
| Switch e-invoicing on for a company, choose sandbox or production, check the issuer type | Organisation → company → E-Invoice tab |
| Switch Peppol on, add the company’s Peppol participant ID and mark one default, or tick the peppol notification box | Organisation → company → Peppol Config tab |
| Give a customer or supplier a tax number, identity, e-invoice address or Peppol ID | Customer Maintenance, Supplier |
| Decide individual or consolidated for one sale, or skip its e-invoice | On the document itself, in the sales or point-of-sale applet |
| Make sure the background runs fire | Scheduler |
Which applet sees a document, stage by stage
From the moment you finalise a sales document, four applets can show it, at different moments. The module page draws the LHDN path. This table shows where on screen each stage appears.
| What happens | Where you see it |
|---|---|
| You finalise a sale in the sales or point-of-sale applet. If its company has e-invoicing on, it is queued for routing | My E-Invoice Admin → Posting Queue (a sale of RM 10,000 or more marked for consolidation goes straight to the Individual Pool instead) |
| Separately, at the same moment, if its company has Peppol on, a Peppol row is written, whether or not e-invoicing is on. It needs the e-invoice follow-on job switched on for your tenant and the document not marked Skip E-Invoice. It does not wait for LHDN and checks no buyer fields. A second row can follow once LHDN accepts the submission | My Peppol Admin → Waiting Queue |
| The routing run makes an e-invoice record, or parks the document to wait for a person | My E-Invoice Admin → To IRB E-Invoice, or a pool |
| A buyer asks for their own e-invoice for a receipt still waiting for the month’s consolidation. It is built and queued at once, with no approval step | The buyer, in the Portal; logged on My E-Invoice Admin → Internal Submission → Portal Request |
| The record is sent, and the status check fetches LHDN’s verdict | My E-Invoice Admin → Internal Submission |
| The Peppol sweep builds the Peppol document, checks it and sends it, ten rows of each kind per run. It is not one of the clocks a tenant is given, so nothing moves the queue unless it is scheduled or someone presses Process | My Peppol Admin → Internal Submission → To Peppol AP, then Queue, then History |
| A buyer rejects a validated e-invoice through the Portal | My E-Invoice Admin → Cancellation → Rejection Requests, waiting for you |
| A supplier’s Peppol document arrives for one of your Peppol IDs. It is routed to you by the ID you registered | My Peppol Admin → External Reception → From Peppol AP |
Why your buyer has an applet of their own
A shop does not make a walk-in customer open an account to buy a charger. The sale goes to a cash customer and is finalised, and the sales and point-of-sale screens do not let you change a finalised document’s customer afterwards. Then, a few days later, the buyer asks for an e-invoice in their company’s name. The Portal exists for that buyer. It lets them complete the e-invoice buyer details, which are kept separately from the account the sale was billed to. The cash bill’s journal and stock are untouched; only its e-invoice fields change.
The same request can reach you three ways, and all three run the same step:
- The buyer’s own login, in the Portal, for a customer account you have linked to it.
- Your staff on the buyer’s behalf, from the Portal’s Settings → Customer Invitations. This works only for a customer account your own login is linked to.
- A form on your website (Storefront e-invoice), for buyers with no login at all.
None of the three waits for anybody’s approval. Every request accepted for processing is logged on My E-Invoice Admin → Portal Request, as SUCCESS or FAILED. A request refused at the door (a login not linked to the account, a receipt already requested or already consolidated) leaves no row. For a walk-in with no account and no website form, your staff complete the buyer on its Batch Pool row in My E-Invoice Admin and use Save and Resubmit.
The idea worth taking from this: the till does not have to collect tax numbers. A cashier who lets the queue move and sends the buyer to the Portal afterwards has handed that data entry to the one person who knows the details. The receipt only has to still be waiting when the buyer arrives. The Portal finds receipts dated from the first of the current month only. A receipt from last month is your staff’s job, in My E-Invoice Admin, before the month’s consolidation run takes it. Once a receipt is inside a submitted consolidated e-invoice, it cannot be lifted out for one buyer.
When two applets seem to do the same job
Fixing a buyer’s details: Portal or My E-Invoice Admin. The Portal is quicker when the buyer has a login and the receipt is from this month. My E-Invoice Admin covers everything else: a receipt still waiting there, an older receipt, a buyer with no account. The two write to different places. A pool’s Save and Resubmit corrects the e-invoice details on that one document and leaves the customer record as it was; to change the customer too, edit it in the pool’s own customer screen or in Customer Maintenance. The Portal writes to the customer record itself, and its Submit replaces that customer’s whole address book with the one address typed. A customer with a separate delivery address loses it, so whoever looks after customer records should know when buyers start using the Portal.
A buyer’s rejection: the Portal or the MyInvois portal. A rejection raised in the Portal becomes a request in My E-Invoice Admin, waiting for you. A rejection the buyer makes directly on LHDN’s MyInvois portal does not. BigLedger only copies its date onto the e-invoice record when it next fetches that record’s details from LHDN, which for a Valid record in practice means someone pressing Refresh, and nobody is told. Ask your B2B buyers to use the Portal, so their rejection reaches you while the 72 hours are still running.
Approving a rejection is a person’s decision, so check before you approve. The buyer chooses what should happen after the cancellation, and the Portal offers regenerate a new e-invoice. On a consolidated e-invoice that choice cancels it at LHDN first and then fails to rebuild. Before you approve any request from the Portal, check whether the e-invoice is consolidated. If it is, remember that cancelling it cancels every receipt inside it, not one buyer’s, and the receipts do not go back to the Batch Pool. If you still decide to cancel, set the processing logic to CANCEL_EINVOICE yourself first.
My Peppol Admin or Peppol AP Admin. My Peppol Admin is your company’s view of its own Peppol traffic. Peppol AP Admin is BigLedger’s console for the access point that carries everybody’s. If you are not BigLedger, the one you want is My Peppol Admin.
A supplier’s e-invoice: which applet, if any. One that arrives over Peppol appears in My Peppol Admin under External Reception. A supplier’s PDF that is e-mailed or uploaded is read in AP Automation, which matches it against what you received. One that exists only on MyInvois can be copied onto My E-Invoice Admin’s External Reception screens: a background run pulls what MyInvois lists as received into Queue, and a second run copies each row into From IRB E-Invoice. As installed, though, the pull asks MyInvois’s sandbox, not production, so your real suppliers’ e-invoices do not appear until BigLedger switches it to production. Even then they stop at From IRB E-Invoice: nothing matches them against your purchases. Incoming supplier e-invoices gives the monthly routine for checking those by hand, and who to ask about the switch.
Where the numbers on these screens come from
The module page explains the LHDN statuses. Three more figures on these applets are easy to misread:
- The Portal’s Remained Hours For Cancellation is counted in the buyer’s browser. The rule that counts is the backend’s check against LHDN’s validation time stored on the record. The countdown can still show time left after the real cut-off has passed.
- SUCCESS on Portal Request means the e-invoice was built and queued, at the moment of the request. It does not mean LHDN has it. The record’s own status on To IRB E-Invoice says that.
- SUBMITTED on My Peppol Admin’s To Peppol AP means handed to the sender, not delivered. A row in History is the receiving access point’s signed receipt. That receipt is the only proof of arrival BigLedger can show.
When it looks wrong
| What you see | Why | What to do |
|---|---|---|
| You cannot find where to switch e-invoicing on | It is not in these applets | Organisation → company → E-Invoice tab (table above) |
| Your customer cannot find their receipt on the Portal | The Portal searches only receipts still in the Batch Pool and dated from the first of this month. The Search By Pin tab does not send the PIN | Use Search By Date Amount with the full invoice number. Failing that, your staff complete the buyer on the pool row in My E-Invoice Admin |
| A customer’s delivery address has vanished from their record | A Portal or Customer Invitations Submit replaced their address book | Re-enter it from the last document that used it |
| The buyer says they rejected your e-invoice, but nothing has changed in BigLedger | They rejected it on the MyInvois portal, so no request reached you | Look the e-invoice up on MyInvois. Then cancel it in My E-Invoice Admin inside 72 hours, or issue a credit note after that |
| “A supplier sent us an e-invoice. What do we do with it?” | It depends on how it arrived | Peppol: My Peppol Admin → External Reception. A PDF: AP Automation. Only on MyInvois: it is not matched for you, so check it against your purchase by hand (guide) |
| Peppol AP Admin shows nothing | It is the access point’s console, not yours | Use My Peppol Admin |
| You registered a Peppol ID in My Peppol Admin and nothing changed | That screen saves nothing | On the company’s Peppol Config tab in Organisation, add the ID and mark one default, then complete Registration with the KYC PDF |
| Peppol is on, and documents sit in My Peppol Admin’s Waiting Queue | The sweep (EINVOICE_WAITING_QUEUE_TO_XAP_DOC_PROCESSOR) is not scheduled, or fires too seldom for your volume: each run takes ten rows of each kind | Ask BigLedger to schedule it, and ask how often it fires |
What these applets will not do, and who does it instead
- They are not where you correct your accounts. None of them posts a journal of its own. Only two cancellation choices reach your books: one voids the original document, the other raises a reversal document. Any other correction to the sale is a credit note or return, raised by whoever raises sales documents in the sales applet, and the e-invoice for it follows from that document.
- The Portal approves nothing. A buyer’s rejection request waits in My E-Invoice Admin until someone there approves it. Give that job to a named person who checks Rejection Requests every day, because the 72 hours run from LHDN’s validation, not from when you notice. They know it worked when the record on To IRB E-Invoice reads Cancelled.
- They do not match a supplier’s MyInvois-only e-invoice to your purchase. At most it is staged on External Reception. Somebody still has to check, by hand, that your purchases have validated supplier e-invoices behind them. The incoming supplier guide gives the monthly routine and says when it is done.
How you know the right people have the right applet
Run this once after setting up, and again after anyone changes logins or companies. It takes about five minutes.
- Your team sees your documents. In My E-Invoice Admin → Internal Submission → To IRB E-Invoice, find a document you finalised yesterday, or look for it in the pools. If you find it, the applet and the routing see your documents. The daily check that follows is the module’s five steps.
- A buyer login sees its own customer, if you use the Portal. Sign in as a buyer login, open the Account menu, and look for the customer account that login should act for. A login with no linked customer sees nothing at all.
- Peppol moves, if you use it. A document you finalised yesterday should be gone from My Peppol Admin’s Waiting Queue and present under Internal Submission → History. If it is still waiting, the sweep is not scheduled, or has not reached it yet. If it is on To Peppol AP with a Validation Error, read the error.