Understanding MyInvois Mandatory Data Fields: A Complete Guide

Making Sense of the Required Data Elements in Malaysia's E-Invoicing System

One of the most critical aspects of complying with Malaysia's MyInvois e-invoicing requirements is understanding exactly which data fields are mandatory and how they should be formatted. The LHDN e-Invoice Guidelines specify numerous data fields, but not all are required in every situation.

This comprehensive guide explains each mandatory field in the MyInvois system, helping businesses ensure their e-invoices are fully compliant with all requirements.

Core Mandatory Fields: Required on Every E-Invoice

According to the official LHDN e-Invoice Guidelines, the following fields must be included on every compliant e-invoice:

1. Invoice Identification Fields

Field Name	Description	Format Requirements
Invoice Number	Unique identifier assigned by the seller	Alphanumeric string, max 50 characters, must be unique within your system
Invoice Issue Date	Date when the invoice was issued	ISO format: YYYY-MM-DD
Invoice Type Code	Specifies the invoice type	Standard code from predefined list: 380 (Commercial Invoice), 381 (Credit Note), etc.

2. Seller Information Fields

Field Name	Description	Format Requirements
Seller Name	Registered business name of the seller	Legal business name as registered with SSM, max 100 characters
Seller Business Registration Number	Official registration number	As issued by SSM or relevant authority, max 20 characters
Seller Tax Identification Number (TIN)	Tax identification assigned by LHDN	Valid TIN format for Malaysia
Seller Address	Official business address	Must include street, city, postcode, and country at minimum

3. Buyer Information Fields

Field Name	Description	Format Requirements
Buyer Name	Registered name of the buyer	Legal name of the customer, max 100 characters
Buyer Tax Identification Number (TIN)*	Tax identification of the buyer	Valid TIN format for the buyer's country (required for B2B invoices, optional for B2C)
Buyer Address	Customer's billing address	Must include street, city, postcode, and country at minimum

4. Invoice Line Item Fields

Field Name	Description	Format Requirements
Line Item ID	Sequential number for each line	Numeric value, starting from 1
Item Description	Description of the product or service	Clear description, max 256 characters
Quantity	Amount of the item being sold	Numeric value with up to 6 decimal places
Unit of Measure	Unit used for the quantity	Standard code (e.g., EA for each, KGM for kilogram)
Unit Price	Price per unit, excluding tax	Numeric value with up to 6 decimal places
Line Amount	Total price for the line (quantity × unit price)	Calculated value, must be mathematically accurate
Tax Category	Type of tax applied to the item	Standard code (e.g., SR for standard rate, ZR for zero rate)
Tax Rate	Percentage rate of the tax applied	Numeric value corresponding to tax category (e.g., 10.00 for standard rate)

5. Invoice Total Fields

Field Name	Description	Format Requirements
Invoice Subtotal	Sum of all line amounts before tax	Calculated sum of all line amounts, must be mathematically accurate
Tax Total	Total tax amount for the invoice	Calculated sum of all tax amounts, must match line item calculations
Invoice Total Amount	Total payable amount including tax	Sum of invoice subtotal and tax total, must be mathematically accurate
Amount Due for Payment	Final amount to be paid	Same as invoice total amount unless partial payments or credits apply

Conditional Mandatory Fields: Required in Specific Scenarios

Some fields are only mandatory in certain business situations:

1. Currency and Exchange Rate Information

When Required: For invoices issued in a currency other than Malaysian Ringgit (MYR)

Field Name	Description	Format Requirements
Invoice Currency Code	Currency used for the invoice	ISO 4217 three-letter code (e.g., USD, SGD, EUR)
Tax Currency Code	Currency used for tax reporting	Always "MYR" for Malaysian tax reporting
Exchange Rate	Rate used to convert foreign currency to MYR	Numeric value with up to 6 decimal places

2. Credit Note References

When Required: For credit notes (invoice type code 381) that reference an original invoice

Field Name	Description	Format Requirements
Reference Invoice Number	Number of the original invoice being credited	Must match a previously issued invoice number
Reference Invoice Date	Issue date of the original invoice	ISO format: YYYY-MM-DD
Reason for Credit Note	Explanation for issuing the credit note	Text description, max 256 characters

3. Payment Instruction Information

When Required: When specific payment instructions are included with the invoice

Field Name	Description	Format Requirements
Payment Terms	Terms for when payment is due	Text description (e.g., "Net 30 days")
Payment Due Date	Date when payment is due	ISO format: YYYY-MM-DD
Payment Method	Method by which payment should be made	Standard code or text description
Payment Account Information	Bank account or other payment details	Formatted according to the payment method

4. Discount and Surcharge Information

When Required: When discounts or surcharges are applied to the invoice

Field Name	Description	Format Requirements
Discount Type	Type of discount applied	Code indicating whether discount is percentage or fixed amount
Discount Amount	Value of the discount	Numeric value with up to 2 decimal places
Discount Reason	Explanation for the discount	Text description, max 100 characters
Surcharge Type	Type of surcharge applied	Code indicating whether surcharge is percentage or fixed amount
Surcharge Amount	Value of the surcharge	Numeric value with up to 2 decimal places
Surcharge Reason	Explanation for the surcharge	Text description, max 100 characters

Common Data Validation Errors and How to Fix Them

When submitting e-invoices to the MyInvois system, these validation errors frequently occur:

1. Incomplete Buyer Information

Error: "Buyer TIN is required for B2B transactions"

Solution: Always collect and include the Tax Identification Number of business customers. For Malaysian businesses, this is a mandatory field in B2B invoices.

2. Invalid Tax Calculations

Error: "Tax amount calculation does not match tax rate"

Solution: Ensure that the tax amount for each line item is precisely calculated as (Line Amount × Tax Rate). Even small rounding differences can trigger this error.

3. Inconsistent Total Amounts

Error: "Invoice total does not match sum of line amounts and taxes"

Solution: Verify that your invoice total exactly equals the sum of all line amounts plus the total tax amount. This must be mathematically precise.

4. Currency Code Mismatches

Error: "Tax currency must be MYR for Malaysian tax reporting"

Solution: When using foreign currencies, always set the tax currency code to "MYR" and include the appropriate exchange rate.

5. Missing Mandatory Line Item Fields

Error: "Unit of Measure is required for all invoice lines"

Solution: Ensure every line item includes a proper unit of measure code, even for services (use "HUR" for hour or "DAY" for day).

Special Considerations for Different Business Types

Different types of businesses may have additional field requirements:

For Service-Based Businesses

Service providers should pay special attention to:

• Service Period: Include start and end dates for service periods
• Service Description: Provide detailed descriptions of services rendered
• Professional Credentials: Include any relevant license or registration numbers if you're in a regulated profession

For Retailers and E-Commerce

Businesses selling physical products should consider:

• Delivery Information: Include shipping dates, tracking numbers, and delivery addresses
• Product Identifiers: Add SKU or barcode information where available
• Return Policy References: Include reference to return and refund policies

For Construction and Manufacturing

These industries often need to include:

• Project References: Include project codes or reference numbers
• Progress Payment Information: Clearly indicate if an invoice represents a partial payment
• Material Specifications: Provide detailed descriptions of materials used

How MyEzyInvois Ensures Complete and Valid Data Fields

Understanding and correctly implementing all these mandatory fields can be overwhelming, especially for small businesses without dedicated accounting staff. This is where MyEzyInvois makes a significant difference:

• Intelligent Form Validation: Our system automatically identifies which fields are mandatory based on your specific invoice type and business situation
• Real-Time Error Detection: Get immediate feedback on missing or incorrect data before submission
• Field Format Enforcement: Proper formatting is automatically applied to dates, numbers, and codes
• Mathematical Validation: Tax calculations and totals are automatically verified for accuracy
• Guided Data Entry: Clear explanations and examples for each field make it easy to understand what information is required
• Customer Information Storage: Save buyer details once and reuse them without error-prone manual entry

With MyEzyInvois, you don't need to memorize all these field requirements. Our platform handles the technical complexities while providing a simple, intuitive interface. This ensures your e-invoices are always compliant with MyInvois requirements without requiring you to become an expert in data field specifications.

As Malaysia's most affordable plug-and-play e-invoicing solution with no registration fees, MyEzyInvois makes it easy to create properly formatted e-invoices with all required fields, helping you avoid validation errors and ensure compliance with minimal effort.