Step-by-Step Guide to Manual E-Invoicing Through the MyInvois Portal

Navigating the LHDN MyInvois Portal: A Comprehensive Manual Guide

The Inland Revenue Board of Malaysia (LHDN) has introduced the MyInvois portal as the official platform for businesses to submit e-invoices directly. While integrated solutions offer streamlined workflows, many businesses may initially opt for the manual approach through the official portal.

This step-by-step guide walks you through the complete process of manually creating and submitting e-invoices through the MyInvois portal, based on the official LHDN e-Invoice Guidelines.

Prerequisites for Using the MyInvois Portal

Before you begin creating manual e-invoices, ensure you have:

• MyInvois Account: Register your business on the MyInvois portal
• Business Information: Your company's registration details and Tax Identification Number (TIN)
• Customer Information: Complete details of your invoice recipients
• Invoice Details: Itemized list of products/services with accurate pricing
• Supporting Documents: Any attachments required for the invoice

Step 1: Accessing the MyInvois Portal

To begin the manual e-invoicing process:

1. Visit the official MyInvois portal at https://myinvois.hasil.gov.my
2. Click on the "Login" button in the top right corner
3. Enter your registered username and password
4. Complete the security verification if prompted
5. Upon successful login, you'll be directed to the MyInvois dashboard

Step 2: Navigating to the E-Invoice Creation Section

From the dashboard:

1. Locate and click on the "E-Invoices" menu item in the left navigation panel
2. Select "Create New E-Invoice" from the dropdown or submenu
3. The system will load the e-invoice creation form

You'll now see a multi-section form that requires information about your business, the customer, and the invoice details.

Step 3: Completing Seller Information

The first section requires information about your business (the seller):

1. Verify your pre-populated business name and registration number
2. Confirm your Tax Identification Number (TIN) is correctly displayed
3. Enter or verify your business address details:
   • Street address
   • City
   • Postal code
   • State
   • Country (Malaysia will be selected by default)
4. Provide contact information:
   • Phone number
   • Email address
   • Contact person name (optional)
5. Click "Next" or scroll down to proceed to the buyer information section

Step 4: Entering Buyer Information

Next, you'll need to provide details about the invoice recipient:

1. Enter the buyer's registered business name
2. Provide their business registration number (if applicable)
3. Enter their Tax Identification Number (TIN) if available
   • For Malaysian businesses, this is mandatory
   • For overseas customers, follow the country-specific identifier format
   • For individual consumers, this field may be optional depending on the transaction type
4. Complete the buyer's address information:
   • Street address
   • City
   • Postal code
   • State/Province
   • Country (select from dropdown)
5. Add buyer contact details:
   • Phone number
   • Email address (where the e-invoice will be sent)
6. Click "Next" or scroll down to proceed to the invoice details section

If you frequently invoice the same customer, the MyInvois portal allows you to save buyer information for future use. Look for a "Save Customer Information" checkbox or similar option.

Step 5: Creating the Invoice Header

The invoice header contains the general information about the invoice:

1. Enter or generate a unique invoice number (following your company's numbering system)
2. Select the invoice date (typically today's date)
3. Set the invoice due date
4. Select the payment terms from the dropdown (e.g., Immediate, Net 30, etc.)
5. Choose the invoice currency (MYR will be the default)
6. Select the applicable tax scheme:
   • Sales and Service Tax (SST)
   • No Tax
7. Add any purchase order reference numbers if applicable
8. Include any additional notes or payment instructions in the designated field

Step 6: Adding Invoice Line Items

Now you'll need to add the individual items or services being invoiced:

1. Click on "Add Item" to create the first line item
2. Enter a description of the product or service
3. Specify the quantity
4. Select the unit of measure (e.g., each, hour, kg, etc.)
5. Enter the unit price (excluding tax)
6. Select the appropriate tax category:
   • Standard Rate (currently 10%)
   • Zero Rate
   • Exempt
   • Not Subject to Tax
7. The system will automatically calculate:
   • Line amount (quantity × unit price)
   • Tax amount based on the selected tax category
   • Total line amount including tax
8. Click "Add Item" again to add more products or services as needed
9. Review the automatically calculated invoice totals:
   • Subtotal (sum of all line amounts before tax)
   • Tax total (sum of all tax amounts)
   • Grand total (subtotal + tax total)

Step 7: Adding Supporting Documents (Optional)

If required, you can attach supporting documents to your e-invoice:

1. Look for the "Attachments" or "Supporting Documents" section
2. Click "Browse" or "Upload File" to select documents from your computer
3. Select the document type from the dropdown menu:
   • Delivery order
   • Purchase order
   • Service agreement
   • Other supporting document
4. Add a brief description of each attachment
5. Click "Upload" to attach the document to your e-invoice

Note that the MyInvois portal typically accepts PDF, PNG, and JPEG file formats, with a maximum file size limit (usually 5MB per file).

Step 8: Reviewing and Validating the E-Invoice

Before submission, carefully review all the information:

1. Click on the "Preview" button to see how your e-invoice will appear
2. Verify all seller and buyer information is correct
3. Check that all line items, quantities, and prices are accurate
4. Ensure tax calculations are correct
5. Review any attachments to confirm they uploaded properly
6. Click "Validate" to have the system check for any errors or missing information

If the validation finds any issues, the system will highlight the fields that need correction. Make the necessary adjustments and validate again.

Step 9: Submitting the E-Invoice

Once your e-invoice passes validation, you can submit it:

1. Click the "Submit" button at the bottom of the form
2. Confirm your submission in the dialog box that appears
3. The system will process your submission and display a confirmation message
4. Take note of the e-invoice reference number provided for future reference

Upon successful submission, the MyInvois system will:

• Assign a unique MyInvois reference number to your e-invoice
• Generate a QR code for verification purposes
• Digitally sign the e-invoice to ensure authenticity
• Send a notification to the buyer's email address

Step 10: Managing Your E-Invoices

After submission, you can manage your e-invoices through the portal:

1. Return to the "E-Invoices" section in the left navigation panel
2. Select "View E-Invoices" to see a list of all your submitted invoices
3. Use the search and filter options to find specific invoices
4. Click on any invoice in the list to:
   • View the complete e-invoice details
   • Download a PDF copy
   • Check the delivery and read status
   • Issue a credit note if needed
   • View the audit trail of the e-invoice

Common Challenges with Manual E-Invoice Submission

When using the MyInvois portal manually, be aware of these common challenges:

Time-Consuming Process

Manual entry of invoice details can be time-consuming, especially for businesses that issue multiple invoices daily. Each invoice requires separate entry of all fields.

Data Entry Errors

Manual input increases the risk of typographical errors, which can lead to invoice rejection or compliance issues.

Session Timeouts

The portal may time out due to inactivity during invoice creation. Always save your progress periodically to avoid losing information.

Browser Compatibility Issues

Some users report display or functionality problems with certain browsers. If you encounter issues, try switching to Google Chrome or Microsoft Edge.

Limited Bulk Operations

The manual portal typically doesn't support bulk invoice creation or submission, making it impractical for high-volume invoicing.

How MyEzyInvois Simplifies the E-Invoicing Process

While the manual process through the MyInvois portal works for occasional invoicing, it can become cumbersome for regular business operations. MyEzyInvois offers a more efficient alternative:

• Streamlined Interface: Create invoices in minutes instead of navigating through multiple portal screens
• Customer Database: Store customer information for quick selection, eliminating repetitive data entry
• Error Prevention: Built-in validation catches errors before submission, reducing rejection rates
• Batch Processing: Create multiple invoices efficiently with time-saving features
• Direct LHDN Submission: Submit to LHDN with a single click, handling all technical requirements automatically
• No Registration Fees: Start using our platform with no upfront costs
• Multilingual Support: Work in your preferred language - English, Bahasa Malaysia, Mandarin, or Tamil

While understanding the manual process is valuable, MyEzyInvois can save your business significant time and reduce errors by automating the most tedious aspects of e-invoicing compliance. Our solution handles the technical complexities while providing a more intuitive user experience than the standard MyInvois portal.