Boost e-Invoice Efficiency with API Integration and Validation

Submitting e-Invoices to the IRBM (Inland Revenue Board of Malaysia) is a critical process for taxpayers, ensuring compliance with the latest standards and regulations. The MyInvois System facilitates this submission by providing a streamlined and efficient method for managing e-Invoices. In this blog, we will explore the process of e-Invoice submission via API, the various e-Invoice statuses, and the validation rules that ensure compliance with IRBM standards. Ready to simplify your e-invoice submissions? Request a demo of our comprehensive API solutions today.

e-Invoice Submission via API

The MyInvois System allows taxpayers to submit e-Invoices directly via API integration. This integration can occur through the direct integration of taxpayers’ ERP systems, Peppol service providers, or non-Peppol technology providers. The API integration ensures submission of e-Invoices in the required XML or JSON format, adhering to the data structure of Universal Business Language Version 2.1 (UBL2.1).

e-Invoice Statuses

After submitting an e-Invoice, it undergoes a series of validations to ensure compliance. The following statuses indicate the progress and outcome of these validations:

1. Submitted: The e-Invoice has been successfully transmitted to the MyInvois System and has passed immediate validations, including checks for e-Invoice structure and core fields.
2. Valid: The e-Invoice has passed all the immediate and background validations, meeting all the data field requirements, formats, and standards as defined by the IRBM.
3. Invalid: The e-Invoice has failed one or more validation checks due to incorrect data field requirements, formats, or standards as defined by the IRBM.
4. Cancelled: Only the Supplier can cancel an e-Invoice within 72 hours of its validation date and time. A cancelled e-Invoice is no longer valid, and if necessary, the Supplier must issue a new e-Invoice.

e-Invoice Validation Rules

The validation of e-Invoices involves a set of rules designed to ensure that submitted documents meet specific requirements. These rules include both immediate and background validations, as outlined below:

Immediate Validation

1. Structure Validator (Immediate)
   • Validates that the document adheres to the required structure for the specific document type and version. This validator supports both XML and JSON-based documents and UBL 2.1 standards for invoice documents.
2. Core Fields Validator (Immediate)
   • Ensures that the document contains at least the mandatory data fields required for processing by the system.
3. Code Validator (Immediate and Background)
   • Validate the various codes used in the document, such as currency and tax types, to ensure that only valid codes are referenced.

Background Validation

4. Signature Validator (Background)
   • Validates the submitted document’s signature to ensure authenticity.
5. Taxpayer Validator (Background)
   • Checks if the taxpayers referenced in the submitted document are valid as of the date of issuance. This requires asynchronous processing, which cannot be performed synchronously in the core fields validator.
6. Referenced Documents Validator (Background)
   • Validates credit notes, debit notes, and refund notes to ensure the referenced documents are valid e-Invoices at the time of issuance.
7. Duplicate Document Validator (Background)
   • Identify potential duplicates by searching for recently submitted documents that are similar or identical to the one being processed, and flag any instances where the same document may have been mistakenly submitted more than once.

Conclusion

The MyInvois System provides a robust framework for submitting and validating e-Invoices, ensuring compliance with IRBM standards. By understanding the submission process, e-Invoice statuses, and validation rules, taxpayers can effectively manage their e-Invoice submissions, reducing errors and enhancing efficiency.