The Inland Revenue Board of Malaysia (LHDN) has issued an important update for users of the MyInvois portal, the official platform for electronic invoice (e-Invoice) generation and submission in Malaysia. The update particularly concerns users who utilize the Batch Upload feature, which allows taxpayers to submit multiple invoices in bulk.
This announcement follows ongoing efforts by LHDN to streamline tax administration and address challenges faced by users regarding the submission of bulk e-Invoices. The core issue identified is that many businesses and tax agents have been using outdated Excel templates that are no longer compatible with recent system updates.
As a result, LHDN has introduced a new Excel template—BatchSubmission-v1.xlsx—that must be used for all future batch uploads.
Background: The MyInvois Portal and Batch Upload Function
The MyInvois portal serves as a centralized digital platform for businesses and individual taxpayers to generate, manage, and submit electronic invoices (e-Invoices) in compliance with Malaysia’s ongoing tax digitalisation initiative. As part of its functionality, the Batch Upload feature allows users to submit multiple invoices at once by uploading a spreadsheet formatted to LHDN’s technical specifications.
This feature is especially popular among medium to large businesses and tax agents handling high volumes of transactions. However, LHDN observed a pattern of failed uploads and processing delays, which have been attributed to the use of legacy templates that no longer align with current data structure requirements.
What’s New: LHDN Requires Updated Batch Upload Excel Template
To address these invoicing issues, LHDN has released an updated Excel template for batch submissions, named BatchSubmission-v1.xlsx. Moving forward, all users must download and use this invoicing portal template to avoid rejection, processing delays, or errors during submission.
Key Changes to Note:
- The previous version of the Excel template is no longer valid.
- The new template must be used for bulk e-Invoice submissions to ensure successful processing.
- Using outdated templates will result in system rejections or errors that may affect your compliance status.
Step-by-Step Instructions for Downloading the Latest Template
To assist users in navigating this change, LHDN has outlined a straightforward process for accessing the invoicing portal to download the updated file.
- Log in to the official MyInvois portal using your registered credentials.
- Once logged in, go to the New Documents section on the main dashboard.
- Select Drafts from the navigation menu.
- Click on Batch Upload to initiate the bulk submission process.
- In Step 1, download the file titled BatchSubmission-v1.xlsx.
- Complete the spreadsheet with your invoice data, ensuring you follow the required format exactly.
- Upload the completed file via the same Batch Upload section to submit your invoices for processing.
Why This Matters for Businesses and Taxpayers
Businesses must use the invoicing portal to submit e-Invoices with the correct template for the following reasons.
- Legal Validity: Using the correct format ensures your invoices are legally valid and compliant with LHDN regulations.
- Accurate Record-Keeping: Submitting correctly formatted invoices ensures that the data is properly recorded in LHDN’s system, which is essential for accurate financial reporting and tax filings.
- Timely Acknowledgement: Following the correct procedure ensures that your invoices are promptly processed and acknowledged by LHDN, preventing unnecessary delays.
Issues Caused by Outdated Templates
Using the wrong template in the invoicing system can lead to several technical and compliance issues.
- File Rejection: The system may reject your submission outright if the template is incompatible.
- Data Loss or Corruption: The system may fail to read the data correctly, potentially leading to the loss of important invoice information.
- Processing Delays: Submissions using outdated templates will likely be delayed, affecting your tax records and financial planning.
- Invoice Validation Errors: Incorrectly formatted invoices may lead to errors in validation, causing disputes or further verification steps.
Benefits of Using the Updated Batch Upload Template
By adopting the updated invoicing portal template, businesses can expect improved invoice generation and enhanced user control.
- Improved System Compatibility: The new template is designed to align perfectly with the latest MyInvois system updates.
- Reduced Upload Errors: The updated file format minimizes the risk of errors during submission.
- Faster Processing: Submissions made using the new template are processed faster, improving overall efficiency.
- Increased Acceptance Rates: Invoices submitted using the correct template are more likely to be accepted without issues.
- Compliance with e-Invoicing Standards: Using the new template ensures that your invoices comply with current tax standards, helping to avoid penalties.
Common Questions About the MyInvois Batch Upload Update
1. Do I need to update the template if I’m only submitting one invoice?
No, the new invoicing portal template is required only for users submitting multiple invoices via the Batch Upload function, while single invoice submissions remain unaffected.
2. What happens if I use the old template?
Using an outdated invoicing template may lead to rejected batch submissions or errors during processing, which can delay your tax filing significantly.
3. Where can I find help if I encounter issues?
You can access the Help & Support section of the MyInvois invoicing portal, where you’ll find user guides and essential invoice details for troubleshooting and technical support.
4. Can I still edit an invoice after uploading it through the batch function?
No, once invoices are uploaded via the batch function, they cannot be edited directly. You’ll need to cancel the incorrect invoice and re-upload a corrected version using the updated template.
5. Does the new template support all invoice types and tax codes?
Yes, the new template is designed to accommodate all supported invoice types and tax codes under the MyInvois system. Make sure to refer to the latest template guide to ensure correct usage.
LHDN’s Commitment to Taxpayer Support
This update is part of LHDN’s broader commitment to enhancing the digital experience for taxpayers across Malaysia.
The MyInvois portal plays a central role in supporting:
- Transparent tax compliance
- Real-time e-Invoice tracking
- Faster responses to tax audits
- Accurate financial reporting
LHDN will continue to refine its systems to ensure a smooth e-Invoicing process for taxpayers and businesses. Regular updates, as well as responsive customer service, are part of the ongoing improvements.
Final Checklist for MyInvois Batch Upload Success
- Download the updated Excel template from the MyInvois portal.
- Complete the template with accurate invoice data, following the required format.
- Upload the file via the Batch Upload function for processing.
- If you encounter difficulties, consult the portal’s Help Section for guidance.
Stay Compliant and Stay Updated
The LHDN update requiring users to switch to the new Excel template for batch uploads is essential for maintaining compliance and efficiency in the e-Invoicing process. Businesses and tax agents relying on the MyInvois portal should take immediate steps to download the new template to avoid submission errors and ensure their invoices are processed without delay.
As Malaysia moves towards a fully digitized tax system, staying up-to-date with these changes will help businesses manage their tax obligations seamlessly.
Need Help?
Users who encounter difficulties with downloading or completing the updated template on the invoicing portal are encouraged to consult the official MyInvois user guide. This guide provides detailed instructions, sample files, and troubleshooting tips tailored for effective invoice processes.
For more specific queries or technical support, you may reach out to LHDN through the helpdesk contact information provided on the portal.
Stay compliant and updated by always referring to the latest resources provided by LHDN, which are designed to support users in navigating the invoicing system effectively.
