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What are the 53 Mandatory Fields of E-invoice in Malaysia?

  • 22 July, 2024
  • 7 Mins

Highlights

As Malaysia gears up for its e-invoicing mandate set to take effect from August 2024, businesses must understand the required fields for e-invoice compliance Malaysia. The e-invoicing system, designed to smoothen the tax reporting process and improve transactional transparency, includes 53 mandatory fields e-invoice as per the Malaysian e-invoice standards.

These fields are crucial for ensuring that electronic invoices are standard and meet the requirements and e-invoice format in Malaysia set by the Inland Revenue Board of Malaysia (LHDN).

Why Are the Mandatory E-Invoice Fields Important?

The mandatory fields e-invoices in Malaysia captures essential information for tax reporting and regulations of e-invoice compliance Malaysia. These fields ensure recording of all necessary details about a transaction accurately. They facilitate smooth processing by the tax authorities and reduce the risk of errors or fraud.

If taxpayer do not fill mandatory fields in the e-invoice while generation as per the Malaysian e-invoice standards, IRBM portal/ My-Invois will reject an e-invoice, creating headaches at the time of e-invoice process. This will automatically lead to delays in vendor payments, blocked working capital and non-compliance with the SST laws.

Read more:- Consequences of non-compliance E-invoicing in Malaysia

What are The 53 Mandatory Fields E-Invoice in Malaysia’s

To help businesses easily transit to the new e-invoicing, we break down the 53 mandatory fields e-invoice into key categories –

Sr. NoField NameDescription
1.e-Invoice Version Currente-Invoice version (e.g., 1.0, 2.0, etc.)
2.e-Invoice TypeIdentifies the document type (e.g., invoice, credit note, debit note, refund, etc.)
3.e-Invoice PurposeDescribes the usage of the document by buyer (e.g., general expenses, medical expenses, donations, self-invoice, etc.)
4.Supplier’s TINSupplier’s (i.e., issuer’s) TIN assigned by IRBM
5.Buyer’s TINBuyer’s TIN assigned by IRBM
6.Supplier’s Registration / Identification Number / Passport Number1. For businesses: Business registration number For
2. Malaysian individual: MyKad identification number
3. For non-Malaysian individual: Passport number
7.Buyer’s Registration / Identification Number / Passport Number1. For businesses: Business registration number
2. For Malaysian individual: MyKad identification number
3. For non-Malaysian individual: Passport number
8.Supplier’s SST Registration Number [Mandatory for SST registrant]Sales Tax / Service Tax (SST) registration number of the supplier.
*This is not applicable to suppliers that are not SST-registered
9.Buyer’s SST Registration Number [Mandatory for SSTregistrant]SST registration number of the buyer.
*This is not applicable to buyers that are not SST-registered
10.Supplier’s Tourism Tax Registration Number [Mandatory for tourism tax registrant]Tourism tax registration number of the supplier. This is only applicable to tourism tax registrant, which may consist of hotel operators and online travel operators
11.Supplier’s NameName of business or individual who will be the issuer of the e-Invoice in a commercial transaction
12.Buyer’s NameName of recipient of the e-Invoice in a commercial transaction
13.Supplier’s AddressAddress (registered, business, residential, etc.) of business or individual who will be the issuer of the e-Invoice in a commercial transaction
14.Buyer’s AddressAddress (registered, business, residential, etc.) of recipient of the e-Invoice in a commercial transaction
15.Supplier’s E-mailE-mail address of the supplier
16.Buyer’s E-mailE-mail address of the buyer
17.Supplier’s WebsiteWebsite address of the supplier
18.Supplier’s Contact NumberThe telephone number of the supplier (e.g., office, mobile, fax)
19.Buyer’s Contact NumberThe telephone number of the buyer (e.g., office, mobile, fax)
20.Supplier’s Malaysia Standard Industrial Classification (MSIC) Code5-digit numeric code that represent the business nature and activity
21.Business Activity DescriptionDescription of the business activity based on MSIC code input by the supplier
22.IRBM Unique Identifier NumberReference number assigned by IRBM, representing a unique identification of the e-Invoice
23.e-Invoice Code / NumberDocument reference number used by supplier for internal tracking purpose (e.g., INV12345, CN23456, DN34567)
24.Original e-Invoice Reference Number [Where applicable]Reference number of original invoice / document that is being affected/ adjusted.
Applicable on issuance of a debit note, credit note or refund e- Invoice.
25.e-Invoice DateDate of issuance of the e-Invoice
*Note that the date must be the current date
26.Date and Time of ValidationThe actual date and time that the e-Invoice data was validated
27.Frequency of Billing [Optional, where applicable]Frequency of the invoice (e.g., monthly, annually, etc.)
28.Billing Period [Optional, where applicable]Interval of the transaction (e.g., 1 January 2020
– 31 January 2023, July – December 2023, etc.)
29.Invoice Currency CodeSpecific currency that is used to represent the monetary value stated in the e-Invoice
30.Currency Exchange Rate
[Where applicable]
Rate of conversion of non-Malaysian currency into Malaysian Ringgit.
Applicable where the billing amount is in foreign currency.
*Note: Specific guidance on currency exchange rate will be issued at a later time
31.Product Tariff Code / Service Category [Only applicable to goods/ services from an SST perspective]Harmonized System code of the goods under the relevant Sales Tax Orders/ classification of taxable services based on Service Tax Regulation 2018
32.Description of Product or ServiceDetails of products or services being billed as a result of a commercial transaction
33.Quantity
[Optional, where applicable]
Number of units of a particular product or service in a commercial transaction
34.Measurement [Optional, where applicable]Standard unit or system used to measure the product or service
35.Unit PricePrice assigned to a single unit of a product or service
36.Discount Rate [Optional, Where Applicable]Percentage of deduction from the original price of a product or service
37.Discount Amount [optional, where applicable]Amount deducted from the original price of a product or service
38.Tax TypeType of taxes that will be applicable (SST and/ or withholding tax)
39.Tax Rate (%)The appropriate tax rate that is applicable (%)
40.Tax AmountThe amount of tax payable
41.Details of Tax Exemption [Mandatory if tax exemption is applicable]Description of tax exemption applicable (e.g., buyer’s sales tax exemption certificate number, special exemption as per gazette orders, etc.)
42.Amount Exempted from Tax [Mandatory if tax exemption is applicable]Total amount of tax exempted for sales tax or service tax purposes
43.SubtotalAmount of all individual items/ services within the invoice, excluding any taxes, discounts or other charges
44.Total Excluding TaxSum of amount payable exclusive of applicable taxes (e.g., sales tax, service tax)
45.Total Including TaxSum of amount payable inclusive of total taxes chargeable (e.g., sales tax, service tax)
46.Supplier’s Digital SignatureAn electronic signature to authenticate the e-Invoice
47.Payment Mode [Optional]Chosen mechanism through which funds are transferred from buyer to supplier (e.g., cash, bank transfer, credit card, e-Wallet, etc.)
48.Supplier’s Bank Account Number [Optional]The supplier’s bank account number to facilitate payment by buyer
49.Payment Terms [Optional]An agreed-upon payment terms and conditions e.g., timing and method of payment
50.Payment Amount [Optional]Monetary value that the buyer is required to pay in order to fulfill the financial obligation
51.Payment Date [Optional]Date of payment received, particularly if payment has been received in advance
52.Payment Reference Number
[Optional]
Unique identifier assigned to trace payment
53.Bill Reference Number
[Optional]
Supplier’s internal billing reference number to facilitate payment from buyer

Details of Additional Details Mandatory in Annexures

There are different types of transactions, and one might need to provide annexures for these. Annexure is an additional document or section attached to the main e-Invoice, providing supplementary information.

Case 1 – In Case of Shipping of Goods to Different Recipient

Transactions where goods ships to a different recipient and/or address (i.e., different from the buyer’s details).

Following are the compulsory details as per e-invoice regulations-

Sr. NoField NameDescription
1.Shipping Recipient’s NameName of shipping recipient of the products included in the e-Invoice in a commercial transaction
2.Shipping Recipient’s AddressAddress (registered, business, residential, etc.) of business or individual who will be the shipping recipient of the products included in the e-Invoice in a commercial transaction
3.Shipping Recipient’s TINTIN of the shipping recipient assigned by IRBM
4.Shipping Recipient’s Registration NumberFor businesses: Business registration number For Malaysian individual: MyKad identification number
For non-Malaysian individual: Passport number

Case 2 – In Case of Import and Export

Following are the compulsory details as per e-invoice regulations –

Sr. NoField NameDescription
1.Reference Number of Customs Form No.1Unique identifier assigned on the Declaration of Goods Imported
2.Free Trade Agreement (FTA) InformationDetails, provisions and requirements outlined within a trade agreement between two or more countries
3.Authorization Number for Certified Exporter (e.g., ATIGA number)A unique identification number or code used for validation of a certified exporter by the relevant authority
4.IncotermsA set of international trade rules that define the responsibilities of buyers and suppliers

How to Ensure Compliance with E-Invoice Requirements Malaysia

One of the most effective ways to ensure compliance with the e-invoicing requirements Malaysia is to use reliable e-invoicing software that automatically includes all mandatory fields of e-invoice. ComplyRobo, designed to meet the specific needs of Malaysian businesses, is a prime example of such a solution.

Automating Compliance with ComplyRobo

ComplyRobo is built with the intricacies of the e-invoicing Malaysia mandate in mind. It ensures that all 53 mandatory fields e-invoice are included in every e-invoice, thus eliminating the risk of non-compliance.

The smart dashboard automatically captures/ populates the previously given inputs while creating e-invoices, saving you time by 70% while e-invoice creation. Whether it’s the supplier’s TIN, the buyer’s SST registration number, or the detailed breakdown of products and services, ComplyRobo handles it all.

Quickly send e-invoices to respective added vendors with just a click. Experience real-time e-invoice validation with robust API integration of your ERP with IRBM portal/ MyInvois. We speedily integrate with your ERP without workflow disruption, meaning businesses don’t have to overhaul their entire system to comply with the new mandate.

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