My E-Invoice for Customer & Supplier Applet

Purpose and Overview

The My E-Invoice for Customer & Supplier Applet is the centralized nerve center for an organization’s electronic invoicing operations. It provides a unified interface to manage e-invoice lifecycles for both Sales (Customer) and Purchase (Supplier) transactions. By integrating directly with tax authority platforms (such as LHDN MyInvois), the applet automates the validation, submission, and reconciliation of financial documents, ensuring seamless statutory compliance.

Key Features Overview

Who Benefits from This Applet?

Tax Compliance Officers:

• Centralized visibility into the compliance status of all company transactions
• Simplified management of batch and individual submission pools
• Efficient handling of document cancellations and rejections within legal timelines
• Direct access to monthly compliance reports for tax filing

Accounts Receivable & Payable Teams:

• Accelerated validation and submission of sales invoices to ensure faster customer payment
• Seamless reconciliation of supplier invoices against internal purchase records
• Real-time tracking of e-invoice statuses to resolve disputes quickly
• Automated notification of unsuccessful submissions for immediate correction

Finance Managers & Controllers:

• Reduced risk of non-compliance penalties through automated validation checks
• Comprehensive audit trails for every e-invoice event and interaction
• Improved accuracy in intercompany and external financial reconciliation
• Data-driven insights into e-invoice processing volumes and success rates

What Problems Does This Solve?

The E-Invoice Fragmentation Problem:

Implementing e-invoicing often introduces complex administrative overhead, especially when managing both sales and purchases:

• Fragmented workflows where sales and purchase e-invoices are handled in different systems
• Difficulty in monitoring the real-time status of thousands of high-volume submissions
• Manual reconciliation between internal accounting entries and external tax authority validations
• High risk of missing short submission or cancellation windows required by law
• Lack of centralized reporting for month-end tax audits

The Unified E-Invoice Solution:

• Dual-Side Hub - Manage both outgoing (Sales) and incoming (Purchase) e-invoices in a single dashboard
• Tiered Submission Management - Organize high-volume documents into batches or focus on individual urgent pool submissions
• Automated Posting Queue - Seamlessly pull data from core sales and purchase modules for compliance processing
• Intelligent Status Tracking - Real-time monitoring of document states from “Pending” to “Valid”, “Cancelled”, or “Rejected”
• Strategic Reconciliation Engine - Built-in tools for matching internal records with tax authority data on both the sales and purchase sides

Key Features Overview

Key Concepts

Understanding the E-Invoice Lifecycle

The applet manages the strategic movement of financial documents through several critical stages:

Unified Compliance Architecture

The system bridges internal systems with external regulatory bodies:

Internal ERP Modules (Sales/Purchase)
│
├── My E-Invoice Applet (Queue & Pool) ──→ The compliance gateway
│   │
│   └── Tax Authority API (LHDN/MyInvois) ──→ External validation
│       │
│       └── Reconciliation Dashboard ──→ Final financial confirmation

Quick Start Guide

For AR Staff: Processing Sales E-Invoices

Goal: Submit and validate outgoing invoices in 4 steps.

1. Monitor Queue: Go to the Posting Queue to view new sales invoices ready for processing.
2. Assign to Pool: select the documents and move them to the Individual Pool (for urgent) or Batch Pool (for bulk).
3. Trigger Submission: Initiate the submission process. The system will alert you if any data (like customer Tin number) is missing.
4. Confirm Status: Check the Reconciliation Sales Side view to ensure the documents are marked as “Valid”.

For AP Staff: Validating Supplier Invoices

Goal: Ensure incoming supplier invoices meet compliance standards.

1. Check External Reception: Go to the External Reception or Purchase Reconciliation tab.
2. Match Records: Match the incoming e-invoice data from the supplier with your internal Purchase Order or GRN.
3. Verify Validity: confirm the tax authority has validated the supplier’s submission.
4. Finalize: Update the internal record with the verified e-invoice UUID for audit purposes.

Configuration & Settings

Fine-tune the compliance environment through the Settings hub:

• Submission Logic: Configure batch sizes and retry intervals for high-volume periods.
• Branch Mapping: Link different physical branches to their specific tax authority credentials.
• Notification Alerts: Set up email or system alerts for document rejections or failed submissions.
• Personalization: Customize the pooling and reconciliation views to highlight high-value documents.

FAQ

Q: Can I cancel an e-invoice after it has been marked as “Valid”? A: Yes, but it must be done within the statutory cancellation window (e.g., 72 hours). Use the Cancellation tab to initiate this request.

Q: What happens if a submission is rejected by the tax authority? A: The document will appear in the Rejection queue with a specific error code. Correct the missing information in the master data (e.g., Customer Address) and resubmit from the pool.

Q: Does this applet handle both B2B and B2C transactions? A: Yes. The system can be configured to manage individual B2B submissions as well as consolidated B2C reporting requirements.

Q: Can I see the e-invoice QR code from this applet? A: Once a document is successfully validated, the system retrieves the official QR code and UUID, which can then be viewed or printed via the integration with your standard invoice templates.