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CountServa

LHDN MyInvois e-Invoice

Updated · 1456 words · 8 min read

The e-Invoice workspace in CountServa files your invoices, credit notes, refund notes and self-billed documents with LHDN MyInvois, records the validation result and prints LHDN's QR code on the customer's copy. It also submits consolidated e-Invoices for walk-in B2C sales and shows documents at LHDN that involve your TIN. It is used by Malaysian businesses that must comply with the LHDN e-Invoice rollout.

The workspace has four pages in the sidebar under e-Invoice: Outgoing Documents, LHDN Inbox, Consolidated B2C and Setup & Credentials.

Before You Start

  • You need the Tax & e-Invoice access right. Submitting a consolidated e-Invoice needs approve-level access to that right.
  • Register with MyInvois and create an ERP connection in the MyInvois portal to get a Client ID and Client Secret.
  • Check your company TIN, registration number and MSIC code in Settings > Company Settings.
  • Capture a TIN and registration number on each business customer in Contacts.

Setup & Credentials

The e-Invoice Setup (LHDN MyInvois) page has four numbered sections: 1. Switched On, 2. LHDN Credentials, 3. Taxpayer Identity and 4. Digital Signature. Each shows Ready, Action Needed or Not Needed Yet.

Enter Your Taxpayer Identity

  1. Go to e-Invoice > Setup & Credentials.
  2. Under Taxpayer Identity on the e-Invoice, check the Registered Legal Name, Supplier TIN, Registration Number (BRN), SST Registration Number, MSIC Code, Business Activity Description, Email, Contact Number and address fields (Address, City, Postcode, State).
  3. Press Save Identity. Saving does not send anything to LHDN.

The Supplier TIN must be the taxpayer your credentials belong to.

Connect to LHDN

  1. Under Connection, choose the Environment: Sandbox (practice, no legal effect) or Production (live filings).
  2. Under Which Credentials Do We File With?, choose This Organisation's Own LHDN Credentials (recommended, so documents are filed under your own tax file) or The Platform's Shared LHDN Credentials (intermediary credentials).
  3. Enter the Client ID and Client Secret. When a secret is already saved, leave the field blank to keep it.
  4. Choose the e-Invoice Version and set a Default Item Classification, which is used for any line whose item has no classification of its own.
  5. Turn on Send e-Invoices to LHDN for this Organisation.
  6. Press Save Connection.
  7. Under Check the Connection, press Test Connection and confirm the taxpayer LHDN reports matches your TIN.

Signing Certificate

Version 1.0 - Unsigned (the Default) needs no certificate. Version 1.1 and Production filings need a digital signing certificate. Under Signing Certificate, upload the Certificate File (.p12 / .pfx), enter the Certificate Password and press Upload Certificate. The page then shows Issued To, Issued By, Serial and Expires, with the days left. Use Replace Certificate or Remove Certificate to change it. An expired certificate means documents will be rejected.

Outgoing Documents

e-Invoice > Outgoing Documents lists the documents you file with LHDN, split into tabs: Invoices, Credit Notes, Refund Notes, Self-billed and Self-billed Credits. Each row shows Date, Document, Total, Readiness and LHDN status, or Not Filed. The list shows the latest 100 documents, so narrow the date filter to see older ones.

File a Document With LHDN

  1. Post the invoice or credit note as normal.
  2. Go to e-Invoice > Outgoing Documents and open the document.
  3. Read the list under Fix These Before Filing and the notes under Worth Knowing.
  4. Fix any blocking issue, such as a missing buyer TIN, then return to the document.
  5. When it shows Ready for LHDN, press File with LHDN.
  6. Press Get the Result from LHDN to fetch the validation result.

After validation, the page shows the LHDN Validation details, the UUID, the Long ID and a QR code. Press Open the Official LHDN Validation Page to see LHDN's own record, or Download LHDN's Copy. The QR code is printed on the customer's copy.

A buyer with no TIN is checked against the LHDN general TINs. For a walk-in Malaysian buyer, CountServa uses the general public TIN EI00000000010.

Credit Notes

A credit note opens its own screen with Submit to MyInvois, Refresh Status, Cancel Document and Re-Submit. Blocking items appear under Errors (Must Fix Before Submission) and rejection reasons under Rejection / Error Details. You can download the UBL 2.1 Credit-Note Preview (JSON).

Debit Notes

To charge a customer more on an invoice you already issued, create an invoice for the extra amount. In its e-Invoice screen, under How Should LHDN See This Document?, choose 03 - Debit Note as the Document Type, select the original under Adjusts Invoice (Debit Notes Only) and press Apply. Then file it.

Check Exactly What Is Sent

Open Exactly What Will Be Sent (UBL 2.1 JSON) on the document to see the data sent to LHDN, and press Download to keep a copy.

Cancel, Fix or Refile

  • Cancel at LHDN cancels a validated document. Enter a reason for cancelling first. CountServa allows it only within 72 hours of LHDN validation, measured from the validation time LHDN returned. After that, the screen says the window has closed and you issue a credit note instead.
  • If the validation time is unknown, press Get the Result from LHDN first. CountServa will not cancel until it can verify the window.
  • If LHDN marks a document invalid, read the LHDN Response, which names the failing Field, fix the data and file again.
  • File It Again resubmits under the same number. You must tick the confirmation that the document will then exist at LHDN twice.

Consolidated B2C e-Invoices

When walk-in or general public customers do not ask for their own e-Invoice, LHDN lets you report those receipts together by the 7th of the following month. Each is sent classified as an LHDN consolidated (004) document.

CountServa lists posted invoices (issued, part paid or paid) in the period where the customer has no TIN and is an individual, foreign or exempt contact, or has no contact at all, and that have not already been submitted. Amounts are net of credit notes applied, and fully credited invoices are left out.

  1. Go to e-Invoice > Consolidated B2C.
  2. Choose the From and To dates and press Apply.
  3. Review the receipts. All are ticked; untick any you do not want to include.
  4. Press Submit Consolidated.

The button stays disabled until e-Invoicing is switched on with valid credentials, and when there are no receipts to submit.

LHDN Inbox

e-Invoice > LHDN Inbox shows documents at LHDN that involve your TIN, with Received and Sent views. Each row shows Type, Document, From, Issued, Total and Status (such as Valid, Invalid, Submitted, Cancelled or Requested for Rejection).

  1. Press Refresh from LHDN to fetch the latest documents.
  2. Press View at LHDN to open LHDN's record.
  3. To dispute a supplier's e-Invoice, enter why it is wrong and press Request Rejection.

CountServa accepts a rejection request only within 72 hours of the document's validation. After that, ask the supplier to issue a credit note. A rejection is a request: the supplier then cancels the document at LHDN.

Frequently Asked Questions

Why Was My e-Invoice Rejected?

The most common reasons are a missing or wrong buyer TIN, registration number or address. Open the document, read the LHDN Response, correct the contact and file again.

How Long Do I Have to Cancel an e-Invoice?

CountServa allows cancellation within 72 hours of LHDN validation. After that, issue a credit note, which is also filed with LHDN. Confirm the current window with LHDN.

Do Credit Notes Go to LHDN?

Yes. Posted credit notes appear under the Credit Notes tab of Outgoing Documents and are filed the same way as invoices.

Can I Use CountServa Before I Have a Certificate?

Yes. Version 1.0 filings are unsigned. You need a certificate for version 1.1 and for Production filings.

Which Sales Can Go Into a Consolidated e-Invoice?

Posted sales to buyers with no TIN, such as walk-in customers, that were not filed individually. Businesses in the excluded activities must file each sale individually.