MyInvois Setup Guide

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Proving a new company is live, and the four things that look like proof and are not

10 slides · about 10 min · Set up MyInvois and Peppol for a new company, 4 of 4

By the end of this guide, one real sale will have gone from your sales screen to LHDN and come back Valid — and you will know that the next thousand will do the same. The switching-on part takes an afternoon. The master-data clean-up behind it is what takes a week, and it is where every later problem is either prevented or created, so do not rush it.

Meet GadgetSphere

GadgetSphere Sdn Bhd is bringing three companies online at once: the retail company, the online arm and the distribution company. Each one is a separate taxpayer at LHDN, so each one needs its own authorisation, its own company identity and its own switch-on. The 22 branches sit underneath the retail company and need nothing of their own — but the ~85,000 customer records do, and that is the real work.

What you need to know first

BigLedger submits on your behalf — you never hold LHDN credentials. BigLedger is configured as your intermediary: you authorise it once on the MyInvois portal, and from then on every submission is signed with a token generated on behalf of your company’s tax number. There is no client ID to copy, no client secret to paste and no certificate to upload anywhere in BigLedger. If a checklist you have been given says otherwise, it is out of date.

The E-Invoice tab does have a Taxpayer ERP API Credentials block, and its own wording offers it as an optional way to pull inbound supplier e-invoices with your own MyInvois credentials. Leave it empty. Nothing in BigLedger reads those fields today, so filling them in changes nothing except that your client secret is now stored in a second place. Nobody in the BigLedger fleet has filled it in.

Order matters more than anything else on this page. E-invoicing must be switched on for a company before any document is finalised. This is not a preference — see Steps 3 and 4.

Before you start

You (or your tax agent) can log in to the MyInvois portal as your company, with rights to appoint an intermediary.
Your company’s legal details are to hand: tax number, registration number, service-tax number where applicable, industry classification code, and the registered address.
You know which BigLedger companies are in scope. One authorisation per taxpayer.
Your BigLedger onboarding contact is reachable this week. A few pieces of the plumbing are switched on for you, and it is much easier to confirm them now than to diagnose them in month one.

Step 1: Authorise BigLedger on the MyInvois portal

Outcome: LHDN knows that BigLedger may submit e-invoices on your company’s behalf.

MyInvois portal (LHDN’s own website), not BigLedger

Log in to the MyInvois portal as your company and appoint BigLedger as your e-invoice intermediary. You will be asked which permissions to grant.

Grant the full set of permissions. The single commonest hard setup failure is an authorisation where only one permission was ticked — and the symptom is not a helpful message about permissions. It is every submission failing. If you are unsure which boxes to tick, ask your BigLedger contact before you save the form rather than after.

Tell your BigLedger contact when the authorisation is in place. They complete the matching configuration on the BigLedger side, for both the test and the live environment.

This authorisation expires. Put the renewal date in a calendar now, with a reminder a month ahead. When it lapses, every submission for that company stops at once with an authentication error — “Access Token not available” — while every document looks perfectly fine. Teams lose days to this because the failure looks like a data problem and is not.

Step 2: Complete your company’s identity

Outcome: the supplier block of every future e-invoice is correct, because it comes from here.

Organisation Applet → your company → E-Invoice tab

Every sales e-invoice you send carries your own company as the supplier, built from this record. Fill in all of it:

Tax number, identity document type and value, business registration number
Service-tax number, if you are registered
Industry classification code and a business activity description
Address — line 1, city and state are all mandatory
Contact number, 8 to 20 characters (a short number, or a field containing “N/A”, fails)
E-mail address

Get this wrong and every document fails at once, across every branch and every customer — because the fault is on the supplier side of every e-invoice you send. When you are troubleshooting later and no single customer looks wrong, come back and read this record again.

Repeat for each company. GadgetSphere does this three times, once per legal entity.

Step 3: Choose the LHDN environment — before you turn anything on

Outcome: your documents go to the real LHDN, not to its sandbox.

Organisation Applet → your company → E-Invoice tab → LHDN Environment

Set it to PRODUCTION.

A blank LHDN Environment means the sandbox. BigLedger reads this field once per submission and falls back to SANDBOX when it is empty — so a company you enable before choosing the environment submits every document to LHDN’s test system. The sandbox returns the same statuses, the same LHDN unique identifier and the same QR code, so the documents read Valid and have been filed with nobody. Nothing on the screen, on the document or on the e-invoice tells you which environment it went to.

Set the environment first, then the status in Step 4. Getting the order wrong costs you a re-submission of everything that went to the sandbox.

This field is also what decides which of the two sets of credentials your BigLedger contact configured in Step 1 is used. If it is pointing at an environment nobody configured for your company, every submission fails with “No intermediary config found for company with guid … in <env> environment” — which is a different message from the lapsed-authorisation one, and means something different: nothing was set up on that side at all.

Step 4: Turn e-invoicing on — before you finalise anything

Outcome: the company is enabled, so finalised documents actually enter the pipeline.

Organisation Applet → your company → E-Invoice tab → e-invoice status

Set the company’s e-invoice status to enabled.

A document finalised while the company is not enabled is dropped silently. No queue row, no pool row, no error, no log entry. It simply never becomes an e-invoice, and nobody finds out until somebody reconciles the month and comes up short. Those documents then have to be found by query and pushed in by hand.

This is the single most consequential ordering rule in e-invoicing. Enable the company first, then start finalising.

Step 5: Clean up your customer and supplier records

Outcome: documents flow straight through instead of piling up in pools.

Customer Applet / Supplier Applet → each record → E-Invoice details

This is the long part, and it is worth every hour. Each counterparty needs:

Tax number
Identity document type — business registration number for a company, Malaysian or foreign; passport for an individual who is not Malaysian; national identity number (NRIC) only for a Malaysian individual. The passport rule is about people, not about foreignness
Identity value — and if it is a national identity number, 12 digits with no dashes
An address flagged as the e-invoice address, complete with line 1, city and state
Contact number and e-mail

If a customer has several addresses, BigLedger sends the first one flagged as the e-invoice address, looking in the order shipping, then billing, then main. Flag exactly one and there is nothing to guess about later.

One thing to know before you start correcting records later: a document can carry its own copy of the buyer’s e-invoice details, typed straight onto it, and when it does the customer record is not read at all. See Which record does BigLedger actually send? — it explains the one rejection that otherwise makes no sense.

You do not need every walk-in customer to be perfect — counter sales without buyer details are reported through consolidated e-invoices instead (see Pools & Submission Routing). What you do need is every customer who buys RM 10,000 or more at a time, because those sales cannot be consolidated and will sit in a pool until somebody chases the details.

Step 6: Set the codes on your items

Outcome: lines are accepted instead of being rejected on their codes.

Doc Item Maintenance / Tax Configuration Applet

Each item needs an item classification code from LHDN’s list, an e-invoice unit of measure, and a tax type. BigLedger fills in defaults where you leave them blank — classification 022 Others, unit H87 piece, and a tax type derived from whether the line carries tax — but a wrong code that you have entered is sent exactly as entered.

On a brand-new tenant, LHDN’s reference lists (industry classification codes, units of measure) are not populated automatically. If those dropdowns are empty, that is what to report to your BigLedger contact — it is a one-off load, not a fault in your data.

Step 7: Confirm the background plumbing is switched on

Outcome: you know the pipeline behind the screens is running for your tenant.

E-invoicing runs on a set of background processors — the one that picks up finalised documents, the one that submits to LHDN, the one that polls for the validation result, the one that refreshes your authorisation token, and the one that consolidates each month. This is done for you during onboarding; there is nothing for you to configure.

What matters to you is knowing the symptom if one is missing: documents stop at one stage and never move on, with no error anywhere. If you see that — everything sitting in the posting queue, or everything Submitted and never becoming Valid — say exactly that to support. It is a much faster diagnosis than “e-invoicing is broken”.

Step 8: Send one document end to end

Outcome: proof, on a real sale, that the whole chain works.

Your sales applet → finalise one invoice, then My E-Invoice Admin Applet → Internal Submission → To IRB E-Invoice

Pick one straightforward sale — a named customer whose record you completed in Step 5, an ordinary amount, no foreign currency — and finalise it. Then watch it:

It appears in the Posting Queue — the holding area every finalised document passes through before BigLedger decides where it goes. It should not stay there long.
It becomes an e-invoice on Internal Submission → To IRB E-Invoice with status IN_QUEUE, then Submitted.
It becomes Valid, with an LHDN reference and a QR code on the printable version. On a quiet queue that takes a few minutes; BigLedger sends one document at a time, so anything already queued ahead of it goes first.

Internal Submission To IRB listing with one row per e-invoice and a status column showing Invalid and IN_QUEUE values — Internal Submission → To IRB E-Invoice — where you watch your first document, and every document after it.

If it stops at IN_QUEUE, read the error on the submission queue row. If it comes back Invalid, the reason is on the record and Validation Rules & Troubleshooting will name it.

What success looks like

Thirty seconds, on the company you just set up:

The company’s LHDN Environment reads PRODUCTION. Check this one first: every check below passes just as convincingly in the sandbox.
One real sale, finalised today, shows status Valid on Internal Submission → To IRB E-Invoice.
Its printable version carries an LHDN reference and a QR code.
Your supplier details on that e-invoice — your own company block — read correctly: right tax number, right address, right state.

If all four hold, that company is live. Repeat for the next one.

Common mistakes

Mistake	What you see	Fix
Enabling the company before choosing the LHDN environment	Documents come back Valid and LHDN has no record of them, because they went to the sandbox	Set LHDN Environment to `PRODUCTION`, then re-submit everything that went to the sandbox
Filling in the Taxpayer ERP API Credentials because the screen offers them	Nothing changes, and your MyInvois client secret is now stored in one more place	Leave the block empty; BigLedger’s intermediary credentials are the only path in use
Ticking only one permission when appointing BigLedger as intermediary	Every submission fails, with no data problem on any document	Re-do the authorisation on the MyInvois portal with the full permission set
Finalising documents before enabling e-invoicing for the company	Those documents never appear anywhere in e-invoicing — no pool, no queue, no error	Enable first. For documents already lost this way, raise a support request with the document numbers
Letting the intermediary authorisation lapse	Everything stops at once with an authentication error	Diarise the renewal a month ahead, at setup time
No address flagged as the e-invoice address	Documents pile up in a pool for a customer whose record looks complete	Flag one address per customer — shipping, billing or main
Waiting for a certificate to arrive	Setup stalls on a step that does not exist	There is no certificate for you to obtain or upload; signing is handled for you