In today’s fast-paced digital world, integrating e-Invoices into your business operations isn’t just a good idea—it’s essential for staying efficient and compliant. Luckily, the Malaysian Inland Revenue Board (IRBM) offers a seamless API that allows you to submit e-Invoices directly, making transactions smoother and record-keeping a breeze. This guide will walk you through how to transmit e-Invoices via API, the formats you’ll use, and the key steps in the submission process.
Methods to Transmit e-Invoices via API
Taxpayers can transmit e-Invoices to IRBM through various methods:
- Direct Integration with API: Integrate your ERP system directly with the MyInvois System.
- Peppol Service Providers: Use Peppol-certified service providers for e-Invoice transmission.
- Non-Peppol Technology Providers: Engage with non-Peppol technology providers to facilitate e-Invoice submission.
Supported Formats for e-Invoice Submission: XML and JSON
The e-Invoice structure is designed to accommodate B2B, B2G, and B2C transactions, adhering to the Universal Business Language Version 2.1 (UBL2.1). The supported formats are:
- Extensible Markup Language (XML): A strict, text-based format for representing structured information. It ensures reliable processing by computer software.
- JavaScript Object Notation (JSON): A lightweight, text-based data interchange format that is simpler to read and write compared to XML. It is language-independent, making it versatile for various programming environments.
Essential Data Fields for e-Invoices
An e-Invoice must include 55 data fields, categorized as follows:
- Address
- Business Details
- Contact Number
- Invoice Details
- Parties
- Party Details
- Payment Info
- Products / Services
Step-by-Step e-Invoice Submission via API
Pre-Submission Requirements
Digital Certificate: You’ll need a digital certificate (.cer or .pfx) to verify the identity of the issuer. This digital signature will be part of your e-Invoice API submission.
e-Invoice Preparation: Make sure your system (or your technology provider) is set up to generate e-Invoices in the required XML or JSON format. Double-check that all mandatory and optional fields are filled out correctly.
Step 1: Creating and Submitting the e-Invoice
Upon concluding a sale or transaction, the supplier or technology provider creates an e-Invoice in XML or JSON format and submits it to IRBM via API for validation. Ensure the accuracy of the information included in the e-Invoice.
Step 2: e-Invoice Validation Process
The MyInvois System will validate your e-Invoice almost instantly. If everything checks out, you’ll get an API response with:
- The IRBM Unique Identifier Number
- Date and time of validation
- Information for the validation link
If there’s an issue, you’ll receive an API error message, so you can fix the problem and resubmit.
Step 3: Sharing the Validated e-Invoice
It’s time to share the e-invoice with the buyer. You can also provide a visual representation of the e-Invoice, complete with a QR code for easy validation.
Steps 4, 5, and 6: Rejection and Cancellation
If the buyer spots an error, they can request a rejection within 72 hours via API. Once you agree, you can cancel the e-Invoice within that time. If it’s not canceled, you’ll need to issue a new e-Invoice (like a credit note, debit note, or refund note) to make the corrections.
Step 7: Storing e-Invoices
Once validated, your e-Invoices are stored securely in IRBM’s database. Don’t forget to keep your own records and documentation as well.
Step 8: Reporting and Dashboard Services
With API integration, you and your buyers can easily request and retrieve e-Invoice details, making e-Invoice management more transparent and efficient.
Conclusion: Streamlining e-Invoice Management with API Integration
Using API integration for your e-Invoice submissions makes the process quicker and ensures you stay compliant. By following this guide, you’ll be well on your way to smooth, hassle-free e-Invoice management with the MyInvois System.
Need a hand with e-Invoice API integration? Get a consultation with our experts to discuss your e-invoice API integration needs.