Understanding eInvoicing: Beyond the pdf misconception

eInvoicing, or electronic invoicing, transforms traditional invoicing processes into a digital realm, promising efficiency and accuracy. But let's dispel a common misconception: eInvoicing is not merely converting paper invoices into PDFs. It goes beyond that, fundamentally changing how businesses exchange billing information.

Many believe that eInvoicing is a simple shift from paper to PDFs. However, this oversimplification overlooks the transformative power of eInvoicing, which involves the structured digital exchange of invoicing data.

Stay tuned as we debunk this misconception and delve into the practical aspects of eInvoicing, focusing on its impact on daily business operations in Malaysia.

Peppol: Paving the way for seamless transactions

Peppol, which stands for Pan-European Public Procurement Online, is a global eInvoicing network facilitating secure and standardized electronic document exchange. It operates on an open network, ensuring interoperability and accessibility for businesses of all sizes.

Key features of Peppol

Interoperability: Peppol provides a common language for different communication systems, fostering seamless business interactions.

Global reach: With a widespread network, Peppol connects businesses not only locally but also on an international scale, opening doors to new opportunities.

Enhanced security: The system incorporates robust security protocols, assuring the confidentiality and integrity of the transmitted data.

MyInvois portal in LHDN: Navigating the local landscape

Unveiling MyInvois portal

MyInvois Portal is a homegrown eInvoicing solution meticulously crafted to address the distinct requirements of businesses operating in the country.

Unique aspects of MyInvois portal

LHDN integration: MyInvois portal seamlessly integrates with Lembaga Hasil Dalam Negeri (LHDN), the Inland Revenue Board of Malaysia, ensuring compliance with local regulations.

Customization: The platform offers customizable features, allowing businesses to adapt the system to their unique invoicing requirements.

Peppol vs. MyInvois portal: A comparative analysis

We conduct a comparative analysis based on key criteria such as cost efficiency, regulatory compliance, global reach, complexity of standards, scalability, integration ease, customization options, support, user interface, and market presence. The table below summarizes the findings:

Criteria	Peppol	MyInvois portal
Cost efficiency	Global reach may incur additional cross-border costs	Tailored for the local market, accessible to all taxpayers at no cost for businesses operating within Malaysia
Regulatory compliance	Adheres to international standards	Specifically designed for Malaysia, ensuring seamless alignment with local regulations, including Lhdn requirements
Global reach	Offers a global reach, facilitating international transactions	Primarily focused on the local market, may lack the extensive global network provided by Peppol
Complexity of standards	Involves navigating a complex set of global standards	Simplifies compliance by aligning with straightforward local regulations
Scalability	Well-suited for businesses with global operations	Ideal for businesses primarily operating within Malaysia, potentially less scalable for global expansion
Integration ease	May require more extensive integration efforts due to global standards	Streamlined integration process tailored for the Malaysian business environment
Customization options	Offers flexibility but may be geared towards larger enterprises	Tailored solution for local businesses, potentially providing more specific customization options
Support and training	Global support network, but support may vary regionally	Localized support with a focus on understanding and addressing Malaysian business needs
User interface	Interface designed for global use	Tailored interface catering to the preferences and requirements of Malaysian users
Market presence	Widely recognized globally	Strong presence within the Malaysian market, potentially less known internationally

Understanding the eInvoicing procedure and its funtionality

The data medium for transmitting an "einvoice" is the same for Peppol and LHDN.

In the case of Peppol, the einvoice is directed to a Service Provider (subscribed by the sender and supported by the ERP vendor). The Service Provider will initially dispatch the einvoice to LHDN for additional validation and storage.

Once validated, the einvoice and UIN are sent back to the Sender via the Service Provider utilized by the Sender. The Service Provider will also direct the einvoice to the buyer's Service Provider.

Buyers will obtain the einvoice by logging into their Service Provider using their ERP application to incorporate the einvoice into their system.

If a company opts not to embrace Peppol eInvoicing, it must still transmit its einvoice to LHDN for validation and storage. LHDN will provide a UIN and a validated PDF einvoice in return. This einvoice can be conveyed to the buyer through conventional means such as email.

To achieve this, a company can employ an ERP application like UBS to generate and dispatch the einvoice to LHDN. Upon receiving the UIN and PDF einvoice, they can email the validated einvoice to their customers through the application.

Alternatively, if their ERP application lacks this capability, they can visit the MyInvois portal to generate such an einvoice. It will undergo validation, and a UIN and PDF einvoice will be returned to the creator.

The creator is responsible for dispatching the validated LHDN invoice (PDF) to their customer.
From the above, it is advantageous for a business, whether adopting Peppol or closely following LHDN tax compliance, to utilise an ERP software that can handle it within the application to save time and reduce errors.

UBS will be capable of supporting both of these methods, with the LHDN compliance-only option seamlessly integrated as a standard feature at no additional cost.

Conclusion

The choice between Peppol and MyInvois portal depends on the business's specific needs and geographic focus. Peppol offers a broad global reach but may involve higher costs and complexity. MyInvois portal, on the other hand, provides a cost-effective, locally compliant solution, making it an attractive option for businesses primarily operating within Malaysia.

More resources:

• Watch UBS eInvoicing live demos
• More information on UBS eInvoicing
• Join the beta testing