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Best Practices

Everything below exists because of one property of this module: nothing in it alerts you. No pool ages, no queue escalates, no e-mail arrives when LHDN rejects a document. The whole of your early warning is somebody opening a screen on a schedule. These are the schedules worth keeping.

1. Read the rejection list yourself, daily

  • Daily rejection audit: Read Internal Submission → To IRB E-Invoice daily in the MY E-Invoice Admin Applet and clear anything marked Invalid. Do not work from Submission History — it is a snapshot taken at submission time and will keep saying “Submitted” for a document LHDN has since rejected.
  • Verify tax numbers deliberately, because nothing verifies them for you. There is a Verify TIN action that checks a number against LHDN on demand. There is no automatic format check when a customer is created, and no business-registration-number check at all — so a tax number that is simply mistyped passes every screen in BigLedger and fails at submission, one document at a time. Run Verify TIN when you onboard a business customer, not when their invoice bounces.

2. Authorisation & Pool Hygiene

  • Diarise the intermediary renewal. Your MyInvois authorisation of BigLedger expires. When it lapses every submission for that company stops at once with an authentication error and no document has anything wrong with it. Set a reminder a month ahead. (There is no signing certificate to renew — BigLedger holds the credentials.)
  • Review the Individual and Single General pools weekly. Neither empties itself and neither raises an ageing alert; a document can sit in one for months as an unreported sale.
  • Reconcile before the 7th, not after it. Run Monthly Report → Discrepancies Report for the closing month and clear it while cancellation is still possible.

3. Plan month end around hours, not minutes

Submission to LHDN is serial — one document per call, roughly 600 to 3,000 documents an hour, with no parallelism anywhere in the path. The consolidated e-invoice for a month must be validated by the 7th of the following month. Start the run with days in hand, and never promise a customer an instant e-invoice during a month-end batch.

4. Capture identity at the counter for anything at or above RM 10,000

A retail receipt of RM 10,000 or more cannot be consolidated — it needs an individual e-invoice with a real buyer identity. Discovering that at month end means going back to a shopper you can no longer find. Make it a till rule, not a back-office cleanup.

5. Do not design a process around an approval or an alert

There is no approval step before an e-invoice is submitted; the trigger is the document reaching FINAL. And there is no ageing alert on any pool or queue. Any procedure that depends on the system telling somebody will quietly stop working the first week nobody checks.