Common MyInvois Submission Errors and How to Avoid Them
A practical guide to understanding and preventing e-Invoice rejections in Malaysia.
Many Malaysian businesses implementing LHDN MyInvois e-Invoicing encounter submission errors during the early stages of their rollout. While frustrating, these errors are often caused by preventable data quality and process issues rather than fundamental technical problems.
Understanding the most common MyInvois submission errors—and why they occur—can help businesses reduce rework, avoid delays, and achieve smoother compliance. This article explains the typical issues encountered during e-Invoice submission and provides practical guidance on how to avoid them.
How MyInvois Validates e-Invoices
Before diving into specific errors, it's helpful to understand how MyInvois validates e-Invoices. The validation process occurs at multiple stages:
Pre-Submission Checks
Before an e-Invoice is submitted to MyInvois, businesses or their middleware platforms should perform pre-submission validation. This includes checking for missing mandatory fields, incorrect data formats, and logical inconsistencies.
Submission-Time Validation
When an e-Invoice is submitted to MyInvois, the platform performs real-time validation against the LHDN e-Invoice schema. If the data does not meet the required standards, the submission is rejected immediately with an error message.
Post-Submission Status Responses
After successful submission, MyInvois may still reject an e-Invoice during post-processing if additional validation checks fail. Businesses must monitor submission status to identify and address these issues.
For more information on validation and error handling, visit our validation and error handling feature page.
Common Data-Related Submission Errors
The majority of MyInvois submission errors are caused by data quality issues. Here are the most common examples:
Missing Mandatory Fields
MyInvois requires specific fields to be present in every e-Invoice submission. Common missing fields include:
- Supplier or buyer Tax Identification Number (TIN)
- Invoice date or due date
- Line item descriptions or quantities
- Tax breakdown (e.g., SST or service tax)
Why this happens: Many POS and ERP systems do not capture all required fields by default. Businesses must configure their systems to collect and export complete data.
Incorrect Buyer or Supplier Information
Errors in buyer or supplier details—such as incorrect business registration numbers, addresses, or contact information—are common. These errors often occur when data is manually entered or copied from outdated records.
Invalid Tax Identification Details
The Tax Identification Number (TIN) must be valid and correctly formatted. Submissions with invalid or missing TINs are automatically rejected.
Why this happens: Businesses may not have updated customer or supplier records with TINs, or the TINs may be entered incorrectly during data entry.
Incorrect Date or Currency Formats
MyInvois expects dates and currency values to be formatted according to specific standards (e.g., ISO 8601 for dates). Submissions with incorrect formats are rejected.
Why this happens: Different systems use different date and currency formats. Businesses must ensure their data exports are standardized before submission.
Errors Related to Consolidated Invoices
Consolidated invoices—where multiple transactions are grouped into a single e-Invoice—introduce additional complexity and potential for errors:
Incorrect Grouping Logic
Businesses may consolidate transactions over incorrect time periods (e.g., weekly instead of daily) or mix ineligible transaction types.
Ineligible Transactions Included
Not all transactions are eligible for consolidation. For example, B2B transactions typically require individual invoices, while B2C transactions may be consolidated. Including ineligible transactions results in rejection.
Misunderstanding Consolidation Rules
Some businesses treat consolidated invoices as simple summaries rather than formal e-Invoice submissions. This leads to incomplete or incorrect data.
For more information on consolidated invoices, visit our consolidated invoice feature page.
System and Integration-Related Errors
Technical issues with systems and integrations are another common source of MyInvois submission errors:
File Format Issues (CSV, XML, JSON)
When using file-based integrations (e.g., CSV or XML), incorrect file formatting—such as missing delimiters, incorrect encoding, or malformed data—can cause submission failures.
Why this happens: Different systems export data in different formats. Businesses must ensure their exports match the expected format for their middleware or MyInvois submission method.
Inconsistent Data Exports from POS or ERP
POS and ERP systems may export data inconsistently—for example, including extra columns, changing field names, or omitting required fields. This leads to validation errors.
Timing and Batch Processing Issues
For businesses using scheduled batch submissions (e.g., via SFTP), timing issues—such as submitting invoices before the transaction date or after the deadline—can result in rejections.
To explore integration options and best practices, visit our integrations page, including CSV integration and API integration.
Operational and Process-Related Issues
Beyond data and technical errors, operational process issues can also lead to submission failures:
Manual Handling Mistakes
When businesses rely on manual processes—such as manually uploading CSV files or re-entering data—human error becomes a significant risk. Typos, incorrect file selections, and missed steps are common.
Lack of Validation Before Submission
Some businesses submit e-Invoices without performing pre-submission validation. This results in avoidable rejections that could have been caught earlier.
Poor Error Monitoring and Follow-Up
Even when submissions fail, businesses may not have processes in place to monitor errors, investigate root causes, and resubmit corrected invoices promptly. This leads to backlogs and compliance delays.
For more information on monitoring and audit trails, visit our logs and audit trail feature page.
How Businesses Can Reduce MyInvois Errors
While errors are common during early implementation, there are practical steps businesses can take to reduce their frequency and impact:
Data Preparation Checks
Before submitting e-Invoices, businesses should validate their data against MyInvois requirements. This includes checking for missing fields, incorrect formats, and logical inconsistencies.
Clear Internal Workflows
Establish clear workflows for e-Invoice preparation, submission, and error handling. Assign responsibilities to specific team members and document the process.
Monitoring Submission Status
Implement systems to monitor submission status in real time. When errors occur, investigate and resolve them promptly to avoid backlogs.
Early Testing Before Full Rollout
Before rolling out e-Invoicing to all transactions, businesses should test their processes with a small sample of invoices. This allows them to identify and fix issues before they scale.
For real-world examples of how businesses have implemented e-Invoicing successfully, visit our case studies page.
Official Guidance and References
MyInvois validation rules and requirements may evolve as LHDN refines the e-Invoicing framework. Businesses should always consult official documentation to ensure compliance with the latest standards.
Key official resources include:
- LHDN e-Invoice Overview – General information on the MyInvois mandate and requirements.
- MyInvois API Documentation – Technical specifications and validation rules.
Note: These links are provided for reference and do not constitute an endorsement. Businesses should verify the accuracy and applicability of official guidance to their specific circumstances.
Conclusion
Most MyInvois submission errors are preventable. By understanding the common issues—data quality problems, consolidated invoice mistakes, system integration errors, and operational process gaps—businesses can take proactive steps to reduce rejections and rework.
Preparation and validation are key to smooth e-Invoicing in Malaysia. Businesses that invest in data quality, clear workflows, and robust monitoring systems will experience fewer errors, faster compliance, and lower operational costs.
As the MyInvois mandate continues to roll out, early adopters who learn from common mistakes will be best positioned for long-term success.
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