My E-Invoice Admin Applet

Purpose and Overview

The My E-Invoice Admin Applet is the central hub for managing your company’s e-invoice compliance with LHDN (Lembaga Hasil Dalam Negeri) under Malaysia’s MyInvois mandate. It handles the complete lifecycle of every e-invoice — from staging documents in the Posting Queue and submitting them in bulk via Batch Pool, through to rejection resolution, cancellation management, and monthly compliance reporting.

Who Benefits from This Applet?

Accounts Payable Teams:

• Queue purchase invoices, credit notes, and debit notes for LHDN submission
• Track validation status of every outgoing document
• Resolve rejection errors without leaving the system
• Maintain a complete submission audit trail

Accounts Receivable Teams:

• Submit sales invoices to LHDN for compliance
• Monitor validation outcomes in real time
• Handle cancellation requests for validated invoices
• Ensure all issued invoices meet LHDN requirements

Finance & Compliance Officers:

• Oversee company-wide e-invoice compliance
• Run monthly discrepancy reports for audits
• Ensure submission deadlines are met
• Manage bulk submissions efficiently via Batch Pool

System Administrators:

• Configure submission settings and company details
• Manage LHDN API credentials and connectivity
• Monitor system health and batch processing queues
• Set up document type mappings and validation rules

What Problems Does This Solve?

The Manual E-Invoice Compliance Problem:

Without a dedicated tool, managing LHDN e-invoice compliance is fragmented and error-prone:

• Logging into MyInvois portal separately for every submission
• No visibility into submission status without manual checking
• Difficult to track which documents have been validated or rejected
• Rejection errors require manual identification and resubmission
• No centralised audit trail for compliance reporting

The My E-Invoice Admin Applet Solution:

• Posting Queue — Stage and review documents before sending them to LHDN
• Batch processing — Submit hundreds of documents at once via Batch Pool
• Inline error resolution — View and fix rejection errors directly from the interface
• Cancellation management — Submit and track cancellation requests from a single screen
• Complete audit trail — Full history of every submission for compliance reporting
• Monthly reports — Discrepancy reports to reconcile your records against LHDN

Key Features Overview

Key Concepts

Understanding the E-Invoice Flow

Every e-invoice submission moves through a defined lifecycle. Understanding this flow helps you act at the right stage:

Document Statuses Explained

What LHDN Validates

LHDN checks every document against MyInvois compliance rules before issuing a result:

Quick Start Guide

Get up and running quickly with these essential workflows.

For Finance Teams: Submit Your First E-Invoice

Goal: Get a document from staging to LHDN-validated in 5 steps.

1. Open: Go to My E-Invoice Admin Applet from the launchpad
2. Check Queue: Click Posting Queue in the left sidebar — find your document
3. Submit: Select the document and click Submit — it moves to Batch Pool for processing
4. Monitor: Click Batch Pool — the status column updates from Pending to Submitted or Rejected
5. Confirm: Click Internal Submission → Submission History — a Submitted status confirms LHDN acceptance

What happens next? Validated documents are available for Peppol distribution via My Peppol Admin Applet.

Pro Tip: Verify TIN and BRN are correct before submitting — these are the most common cause of immediate rejection.

For Finance Teams: Resolve a Rejected Invoice

Goal: Fix a rejected document and resubmit to LHDN.

1. Open Batch Pool: Click Batch Pool in the left sidebar
2. Find Rejected: Look for documents with Rejected status
3. Read Error: Click the document — read the LHDN error code and error description carefully
4. Correct: Fix the flagged field directly in the Batch Pool interface, or return to the originating Sales/Purchase applet for larger corrections
5. Resubmit: Click Resubmit — monitor for the updated LHDN response

Scenario — Wrong TIN:

Document submitted → LHDN returns: "Error: Invalid TIN format"
Action: Open document in Batch Pool → correct TIN field → Resubmit
Result: LHDN accepts document → Status: Submitted

Scenario — Mismatched Tax Total:

Document submitted → LHDN returns: "Error: Tax amount does not match line totals"
Action: Return to Sales Applet → correct line item tax → resubmit via Posting Queue
Result: LHDN accepts document → Status: Submitted

For Finance Teams: Run a Bulk Batch Submission

Goal: Submit multiple documents at once using Batch Pool.

1. Go to Posting Queue: Click Posting Queue in the sidebar
2. Select Documents: Tick all documents ready for submission
3. Submit Batch: Click Submit — all selected documents are sent to LHDN together
4. Open Batch Pool: Click Batch Pool to see per-document results
5. Resolve Errors: For any Rejected documents, correct and resubmit within Batch Pool

Pro Tip: Group submissions by document type (all sales invoices together, then credit notes) for easier error tracking.

For Compliance Officers: Cancel a Validated Invoice

Goal: Submit a cancellation request to LHDN for a document already validated.

Step 1: Check Eligibility

• Confirm the document is within LHDN’s cancellation window
• Prepare the reason for cancellation

Step 2: Submit Cancellation (left sidebar → Cancellation)

• Locate the validated invoice in the list
• Click Request Cancellation
• Enter the cancellation reason (required by LHDN)
• Submit the request

Step 3: Monitor Status

• Approved → Document status changes to Cancelled — reissue a corrected invoice if the transaction is still valid
• Rejected by LHDN → Review the rejection reason and consult the latest LHDN MyInvois guidelines

1. Master List

The Master List is the complete view of all e-invoice documents in the system, regardless of status. Use it to search for any specific document, check its current state, or export records for reporting.

Tabs

What You Can Do

• Search — Find documents by document number, company, buyer, or supplier
• Export — Download the filtered list for external reporting
• Filter — Narrow by status, submission type, date range, or company
• View Details — Click any row to see the full document and LHDN submission outcome

2. Posting Queue

The Posting Queue holds documents that have been generated in Sales or Purchase applets and are ready to be submitted to LHDN. Think of it as a staging area — documents sit here until you review and submit them.

How Documents Enter the Queue

Documents appear in the Posting Queue automatically when:

• A sales invoice is approved in the Sales Applet
• A purchase invoice is confirmed in the Purchase Applet
• A credit note or debit note is finalised

Submitting from the Queue

1. Review the documents listed
2. Verify document amounts and entity details look correct
3. Select one or multiple documents
4. Click Submit — selected documents are sent to LHDN via Batch Pool

Column Guide

3. Batch Pool

The Batch Pool handles documents submitted in bulk. After you submit from the Posting Queue, documents appear here with their per-document LHDN validation results. Rejected documents stay in Batch Pool for inline correction and resubmission.

How Batch Pool Works

Submit from Posting Queue
    ↓
Documents enter Batch Pool
    ↓
LHDN validates each document
    ↓
Submitted ✓  →  Moves to Submission History
Rejected  ✗  →  Stays in Batch Pool for correction

Resolving Rejected Documents

Step 1: Identify the error

• Click the rejected document
• Read the LHDN error code and error description
• Identify which specific field failed validation

Step 2: Correct inline

• Edit the invalid field directly within Batch Pool (for minor field corrections)
• For larger structural errors, return to the originating Sales/Purchase applet

Step 3: Resubmit

• Click Resubmit on the corrected document
• Monitor for the updated LHDN response

Batch Pool Best Practices

✓ Check Posting Queue before submitting — catch obvious errors before LHDN sees them ✓ Resolve errors the same day — unresolved rejections delay compliance reporting ✓ Note the error code — each LHDN error code maps to a specific field and fix ✓ Submit off-peak when possible — faster LHDN response times outside business hours

❌ Common mistakes:

• Resubmitting without changing the rejected field — same error will return
• Ignoring the error code and guessing what to fix
• Leaving rejected documents unresolved past month-end

4. Individual Pool & Single General Pool

Individual Pool

The Individual Pool tracks documents that were submitted one at a time rather than as part of a batch. Use this when:

• A single document needs urgent submission outside the batch cycle
• You need immediate per-document LHDN feedback without waiting for a batch to complete

Single General Pool

The Single General Pool handles single-document submissions of a general (non-batch) type. Documents here follow the same validation process as Batch Pool but are tracked separately for reporting and audit purposes.

5. Internal Submission

The Internal Submission section provides a full breakdown of all outgoing LHDN submissions, organised into sub-menus by submission type and status. Use these views to track the exact state of every document you have ever sent to LHDN.

To IRB E-Invoice

Shows all documents submitted to LHDN’s IRB (Inland Revenue Board) e-invoice portal. This is the primary outgoing submission view for tax invoice compliance.

Use this to:

• Confirm a document was transmitted to LHDN
• Retrieve the IRB tracking reference number
• Check submission date and time

Individual Submission

Lists all documents submitted individually (not as part of a batch). Useful when urgent documents were submitted one at a time and need separate tracking.

Consolidated Submission

Lists all batch (consolidated) submissions, showing the batch reference, total document count, and overall outcome. Drill into a batch to see the per-document result.

Scenario — Monthly batch review:

End of month: You submitted 150 invoices in 3 batches
Open Consolidated Submission → see all 3 batches listed
Batch 1: 50 docs → 50 Submitted ✓
Batch 2: 50 docs → 48 Submitted, 2 Rejected ✗
Batch 3: 50 docs → 50 Submitted ✓
Action: Go to Batch Pool → fix and resubmit the 2 rejected documents

Validation Queue

Shows documents that have been sent to LHDN and are awaiting a validation response. Under normal conditions this list should be short — documents pass through quickly.

Portal Request

Tracks every request made to the LHDN MyInvois portal — not just document submissions, but also cancellation requests and any query submissions. Use this as the raw portal-level log.

Submission History

The Submission History is the authoritative archive of every document ever submitted to LHDN through this applet. Every row includes the final outcome, Process ID, and timestamps.

What History Tracks:

Using History for Compliance Audits:

1. Filter by current month
2. Confirm all issued documents show Submitted status
3. Identify any remaining Rejected documents and resolve them
4. Export the filtered list for your compliance records

Email Dashboard

The Email Dashboard shows every automated email notification sent by the system in response to submission events — validations, rejections, cancellations. Use this to:

• Confirm a rejection notification was delivered to the finance team
• Check if a submission confirmation was sent to the right recipient
• Troubleshoot cases where a team member claims they didn’t receive an alert

6. External Reception & Reconciliation

The sidebar includes External Reception and Reconciliation sections that handle incoming e-invoices from suppliers and reconciliation of your internal records against LHDN’s data.

External Reception

Reconciliation (Purchase)

Reconciliation (Sales)

7. Cancellation

The Cancellation section has two sub-menus: Rejection Requests and Cancellation Queue.

Manage cancellation requests for e-invoices that have already been validated by LHDN. A cancellation voids the document — it is no longer a valid tax document once LHDN approves the request.

When to Cancel

LHDN Cancellation Policy

Cancellation Process

Step 1: Locate the document

• Go to Cancellation in the left sidebar
• Find the validated invoice by document number or date

Step 2: Submit the request

1. Click the document
2. Click Request Cancellation
3. Enter the cancellation reason (required by LHDN)
4. Confirm and submit

Step 3: Monitor the outcome

Scenario — Invoice sent to wrong customer:

Submitted invoice INV-2024-099 to Customer A ✗
Correct recipient: Customer B
Steps:
1. Go to Cancellation → find INV-2024-099
2. Request Cancellation → reason: "Incorrect buyer entity"
3. LHDN approves → INV-2024-099 status: Cancelled
4. Create new invoice INV-2024-100 for Customer B
5. Submit INV-2024-100 via Posting Queue → LHDN validates ✓

After Cancellation

Once cancelled:

• The document is no longer a valid tax document
• It remains in Submission History for audit purposes — it is not deleted
• A new invoice must be created, submitted, and validated before issuing to the customer

8. Monthly Report

The Monthly Report section has two sub-menus: Discrepancies Report and History.

Discrepancies Report

Use this report at month-end to confirm that every document you issued has a corresponding validated record in LHDN:

1. Select the reporting period (month and year)
2. Run the report
3. Review the output:
   • Documents in your system but not in LHDN → submission may have failed
   • Documents in LHDN but not in your system → investigate unexpected submissions
4. Resolve any discrepancies before closing the month

Monthly Compliance Checklist:

1. Run Discrepancies Report for the month
2. All issued documents = Submitted in LHDN ✓
3. Zero unresolved Rejected documents ✓
4. No unexpected documents in LHDN records ✓
5. Export report and file for compliance records ✓

9. Tools

Bulk TIN Validation

The Tools → Bulk TIN Validation feature allows you to validate Taxpayer Identification Numbers (TINs) in bulk before submitting documents to LHDN. This is useful for catching invalid TINs early — before they cause rejections in Batch Pool.

When to use:

• Before a large batch submission — validate all buyer/supplier TINs upfront
• When onboarding new customers or suppliers — verify their TINs are LHDN-registered
• After receiving a batch of rejections due to TIN errors — identify which entities have invalid TINs

How it works:

1. Go to Tools → Bulk TIN Validation
2. Upload a file containing the TINs to validate
3. The system checks each TIN against LHDN’s registered records
4. Review the results — valid TINs are confirmed, invalid ones are flagged
5. Correct flagged TINs in the originating records before submitting documents

10. Configuration & Settings

Company & LHDN Setup

Before submitting any documents, confirm these are configured correctly by your system administrator:

LHDN API Credentials:

• MyInvois client ID and client secret
• Required for all API submissions to LHDN

Company Information:

• Taxpayer Identification Number (TIN) — must exactly match LHDN records
• Business Registration Number (BRN)
• SST Registration Number (if applicable)
• Company address as registered with LHDN

Document Type Mappings:

• Maps internal document types to LHDN document type codes
• Examples: Sales Invoice → INV, Credit Note → CN, Debit Note → DN

Submission Settings

Connectivity Check

Always verify your LHDN API connection before running bulk submissions:

1. Go to Settings → LHDN Connectivity
2. Click Test Connection
3. Confirm status: Connected
4. If failed: check API credentials, then check network access

11. Integration Points

With My Peppol Admin Applet

Validated e-invoices automatically become eligible for Peppol network distribution:

My E-Invoice Admin → LHDN validates → Status: Submitted
    ↓
My Peppol Admin → Waiting Queue → Peppol distribution to trading partner

The same Process ID is shared across both applets, enabling end-to-end tracking from LHDN submission through to Peppol delivery.

With Sales & Purchase Applets

Documents originating in Sales or Purchase applets flow into this applet automatically:

• The original document number is retained for cross-reference
• Submission status reflects back on the originating document
• No manual data transfer — the integration handles it end to end

With Organisation Applet

Company details (TIN, BRN, address) configured in the Organisation Applet are used in every e-invoice submission:

• Keep Organisation Applet details in sync with LHDN’s registered records
• Any mismatch between Organisation Applet data and LHDN records causes rejections

12. Common Issues

Document rejected immediately after submission?

• Open Batch Pool → read the exact LHDN error code and description
• Most common: invalid TIN format, missing BRN, wrong tax code, line total mismatch
• Fix the specific field flagged — not a general edit — and resubmit

Submission stuck in Validation Queue beyond 30 minutes?

• Go to Settings → LHDN Connectivity → Test Connection
• If disconnected: check API credentials and network access
• If connected: LHDN may be experiencing high load — wait and monitor
• If stuck beyond 2 hours: contact support with the Process ID

Cannot find a document in Submission History?

• Widen the date range filter — default may be set to today only
• Search by Process ID if you have it
• If the document never appears: check Posting Queue — it may not have been submitted

Cancellation request rejected by LHDN?

• Most likely cause: outside the cancellation window
• Check LHDN MyInvois guidelines for current cancellation eligibility period
• If within the window: review the rejection reason code provided by LHDN

Monthly Report shows discrepancies?

• Check Batch Pool for unresolved rejected documents in that period
• Verify no submissions failed at the Error status (before reaching LHDN)
• Re-submit any missing documents and re-run the report

Email notifications not being received?

• Check Email Dashboard — confirm the notification was actually sent
• If sent but not received: check spam folders and email server allowlists
• If not sent: verify notification settings in Settings → Email Configuration

13. Quick Reference

Menu Structure

Critical Terms

Process ID — Unique identifier assigned by LHDN per submission. Used to track a document across My E-Invoice Admin, My Peppol Admin, and LHDN’s own MyInvois portal.

TIN — Taxpayer Identification Number. Mandatory on every submission. Must match LHDN’s registered records exactly — even a formatting difference causes rejection.

Submitted — LHDN has validated and accepted the document. It is a legally recognised e-invoice.

Rejected — LHDN validation failed. Must be corrected and resubmitted before it has any legal standing.

Cancellation Window — The period within which LHDN allows a validated invoice to be cancelled. Requests outside this window are automatically rejected by LHDN.

When to Contact Support

• Documents stuck in Validation Queue beyond 2 hours with API showing Connected
• Batch Pool rejection errors with blank or unreadable error descriptions
• Cancellation denied with no clear reason code
• Process ID mismatch between My E-Invoice Admin and My Peppol Admin records
• LHDN API credentials need rotation or replacement

FAQ

Q: What is the difference between Batch Pool, Individual Pool, and Single General Pool? A: They track documents submitted via different methods. Batch Pool is for bulk submissions (multiple documents at once from Posting Queue). Individual Pool is for documents submitted one at a time urgently outside a batch cycle. Single General Pool tracks single-document general submissions that are not part of a named batch.

Q: A document shows Submitted in Batch Pool but I can’t find it in Submission History — where is it? A: Submission History has a date filter that defaults to a recent range. Widen the date range or search by Process ID. If it still doesn’t appear, the document may still be transitioning — wait a few minutes and refresh.

Q: Can I submit an invoice to LHDN directly without going through the Posting Queue? A: Posting Queue is the standard staging step, but Individual Pool and Single General Pool support direct individual submissions. Contact your system administrator if you need to bypass the batch cycle for an urgent document.

Q: My document was rejected for “Invalid TIN” but the TIN looks correct — why? A: LHDN validates TIN against their own database. Common causes of mismatch: extra spaces in the TIN field, incorrect format (prefix/suffix), or the TIN belongs to a different entity. Check the exact format registered in the Organisation Applet against LHDN’s records.

Q: What happens to a rejected document — does the customer receive it? A: No. A rejected document has no legal standing and should not be issued to the customer. Correct it, resubmit, and wait for a Submitted status before treating it as a valid tax document.

Q: Can I cancel an invoice after I have already sent it to the customer? A: Yes, but the cancellation must go through LHDN and be approved. Once LHDN approves, notify your customer separately that the document is void and issue a corrected replacement invoice.

Q: How do I know if a cancelled document is still visible for audits? A: Cancelled documents remain permanently in Submission History with Cancelled status. They are never deleted — this is intentional for audit trail purposes.

Q: The Email Dashboard shows a rejection notification was sent, but my colleague says they didn’t receive it — what do I do? A: First confirm the recipient email address in the Email Dashboard is correct. If correct, ask the recipient to check spam/junk folders. If still missing, check whether your email server has allowlisted the sending domain. Update notification settings in Settings → Email Configuration if the address is wrong.