Basic - E-Invoice Dashboard
E-Invoice Dashboard
You can view the E-Invoice Dashboard by login to the Xilnex portal using this link – E-Invoice Dashboard
Or E-invoice Dashboard can be found under the [Integration] tab in Xilnex portal
Then click on Malaysia LHDN E-invoicing > E-invoice dashboard
E-invoice dashboard is where you can view the overall status of your E-Invoice submissions. It shows you things like:
- How many invoices were successfully submitted
- Any that failed or are still pending
- Quick summaries by date and store
It helps you track everything in one place and make sure nothing is missed.
There are two ways of E-Invoice submission:
Distributed (Normal) E-Invoice
This is the regular flow where the seller issues the E-Invoice to the buyer.
- Example: You sell something, you issue the E-Invoice.
- This applies to the documents below:
|
E-INVOICE MODULE |
XILNEX CLASSIC MODULE |
DESCRIPTION |
|
E-Invoices (Individual) |
|
Used for submitting E-Invoices for individual transactions where each sale is processed separately, claimed transactions where the End-Consumer has provided the necessary details, and TIN (Tax Identification Number) is included to identify the consumer. |
|
Consolidated E- Invoices |
|
This module allows multiple sales transactions to be grouped together into one E-Invoice and submitted as a batch. It's used when a business wants to submit sales data as a single document rather than individual invoices. Additionally, it generates one document for each outlet by date, ensuring that sales data from different outlets is properly organized and submitted separately based on each store's activity. |
|
Credit Notes |
|
Used when a business needs to issue credit for a sale. This module generates an E-Invoice that reduces the original transaction value, typically used for refunds with minor adjustment. |
|
Debit Notes |
|
This module is used to generate an E-Invoice to increase the original transaction amount, typically used when additional charges or corrections are required after the original sale. |
|
Refund Note |
|
Similar to credit notes but specifically used for transactions involving the return of full funds to the customer, typically following a refund process. |
Self-Billed E-Invoice
This is used when you (the buyer) issue the invoice on behalf of the seller (vendor/supplier).
- Example: You buy from a vendor who doesn't issue you an E-Invoice, so you create one for them.
- This applies to the documents below:
|
E-INVOICE MODULE |
XILNEX CLASSIC MODULE |
DESCRIPTION |
|
Self-billed E-invoice |
|
A self-billed E-Invoice is issued by the buyer (instead of the supplier) to record the purchase. It's typically used when the buyer is responsible for reporting the transaction to the tax authorities. |
|
Self-billed Credit Note |
|
A self-billed credit note is issued by the buyer to reduce the value of an earlier self-billed E-Invoice. This is used when goods or services are returned or the value of the transaction changes. |
|
Self-billed Debit Note |
|
Issued by the buyer, this document increases the value of a self-billed E-Invoice, typically used when additional charges or adjustments are required after the original self-billed invoice. |
|
Self-billed Refund Note |
|
Similar to self-billed credit notes, but issued by the buyer to process a refund, reducing the value of the original transaction when goods or services are returned. |
Multiple E-Invoice dashboards are designated for each module such as:
Modules details
|
OPTIONS |
DESCRIPTION |
|
View detail |
Click this to open the dashboard and see more information about the E-Invoice submissions. You can check the document status, filter by date or outlet, and track everything in one place. |
|
View last posting date by each store |
Shows the most recent E-Invoice posting date for each store, so you can easily keep track of which store has submitted their sales and when. |
|
Post pending documents |
Re-attempts to post all submitted documents that are still in Pending status. This helps ensure no documents are left unposted. |
Status Checking
After E-Invoice have been generated into E-Invoice and submitted to IRBM for validation. There are 5 types of status for each of the submitted documents during this process.
|
LHDN STATUS |
DESCRIPTION |
|
Pending |
The status of an invoice is generated but haven't received by IRBM side due to technical issue, Xilnex system backend will automatically resume the submission once the issue is resolved. |
|
Submitted |
This means the invoice has passed initial submission, but it is still pending additional validations process from IRBM side |
|
Valid |
The status of successful invoice validation and acceptance by IRBM |
|
Invalid |
The status of a submitted invoice with validation issues |
|
Cancelled |
The status of an invoice cancelled by the issuer |
Filter – Outlet Selection & Date (Month, Year)
You can filter by Month, Year, Outlet and Status to view submitted E-Invoices. This helps you easily track, and review submissions based on specific time periods or store locations.
1. Change the Year and Month and Click Apply.
2. Select the specific outlet and Click Apply.
A processing icon will appear while the system is processing. The result will be displayed once the processing is complete.
You are also given the option to filter the E-Invoice list by document status. This helps you quickly find and manage documents based on their status with IRBM.
Search by (Document ID, Document External ID, Invoice UUID)
You can search for E-Invoice documents using the following identifiers:
|
FILTER NAME |
DESCRIPTION |
|
Document ID |
This refers to the Xilnex Sales Number, which is generated within the Xilnex Products for each sale. |
|
Document External ID |
Similar to the Xilnex Sales Number, this ID is used for external customers whose original sales are not in the Xilnex database but are integrated or automated from external systems. |
|
Invoice UUID |
Provided by IRBM, this is a unique identifier assigned when the E-Invoice document is submitted to IRBM. |
Generate E-Invoice Document (Manually)
This feature allows you to manually create an E-Invoice document and send it to IRBM for processing. You can initiate this action when you need to submit an E-Invoice outside of the regular automated schedule ensuring that the document reaches IRBM for approval.
- Click the Generate button.
- Filter by Date and Outlet and click Apply filter
- The system will load a list of Unposted Sales (sales not yet sent to IRBM).
- Select the record(s) you want to submit.
- Click the Add button. The selected records will then be generated and sent to IRBM for validation.
More Options / Action
Xilnex Portal provides more advanced actions and options for managing your E-Invoice documents, such as:
|
ACTION |
DESCRIPTION |
|
Repost |
This option allows you to repost sales that are pending or invalid status to IRBM, it ensures that the generated e-invoice is processed for submission. |
|
Delete and Repost |
Use this when an e-invoice shows an "Invalid" status. This action deletes e-invoice documents and generates a new one from the transaction (typically used after rectifying the transactional details). |
|
Delete |
This option is for when the document has been cancelled, or the record is no longer valid (pending for more than 72 hours), and you no longer want it to appear in the report. Once deleted, it will be removed, and it won't show in future reports. |
|
View |
See detailed information about the E-Invoice submission and the related sales data. |
|
Reset Invoice |
This option is only available for E-Invoices with an "Invalid" status. It will remove the buyer's information (TIN) from the original transaction. |
|
Cancel E-invoice > Cancel transaction |
Cancel both the e-invoice and the transaction. Note: Cancellation is not allowed if the E-Invoice was submitted more than 72 hours ago - Xilnex Portal will show an error and block the process. |
|
Cancel E-invoice > Update buyer info > Help buyers to update info |
Allow the business owner to assist the buyer in correcting or updating their details (like name, TIN, or contact info) before resubmitting the e-invoice. Note: Cancellation is not allowed if the e-invoice was submitted more than 72 hours ago. Xilnex Portal shows an error and blocks the process. |
|
Cancel E-invoice > Update buyer info > Let buyers update by themselves |
Allow the buyer to correct or update their own information through the E-Receipt Portal, so the business owner doesn't need to make changes on their behalf. Note: Cancellation is not allowed if the E-Invoice was submitted more than 72 hours ago - Xilnex Portal will show an error and block the process. |
|
Update submission Status |
This option allows you to manually retrieve the latest submission status of the selected document from IRBM. It ensures that you have the most up-to-date status for tracking and reporting purposes. |
|
Print E-Invoice |
This option allows you to generate and preview the validated e-invoice as a soft copy, which can be downloaded or emailed for digital records or sharing. |
Cancellation
Cancellation Request Overview
- Cancellation Request from Buyer: View and approval of any cancellation requests submitted by your customers.
- Cancellation Request from Supplier: Submit a cancellation request to the party who purchased from you.
Click the View button to access the Cancellation List Dashboard. This dashboard will show all cancellations (rejection) requests made by buyers through the MyInvois Portal.
These requests will appear under the "Cancellation Request Overview from Buyer" list. As the seller (business owner), you need to [APPROVE] the request. Once approved, the system will send the cancellation to IRBM to officially cancel that E-Invoice.
Related Articles
Basic - E-Invoice Maintenance
E-Invoice Maintenance You can view the E-Invoice Maintenance by login to the Xilnex portal using this link – E-Invoice Maintenance Or E-invoice Maintenance can be found under the [Integration] tab in Xilnex portal Then click on Malaysia LHDN ...Basic - How To enabling E-Invoicing Module
Introducing the Xilnex Portal - Malaysia LHDN E-Invoicing The Xilnex Portal is the central platform where all configurations and settings for your system can be managed. Designed for flexibility and ease of use, the portal allows you to set up, ...Basic - How classic POS behavior after E-Invoice activation
E-Invoice requirement in Xilnex POS E-Invoice Setting Compatibility To ensure no impact on customers not using the E-Invoice feature: The E-Invoice setting is only available in Xilnex Classic POS version 2.16 and above. Versions 2.15 and below do not ...Basic - How to enable E-Receipt Portal and QR Code Setup on Printing format in Xilnex
Enable E-Receipt Portal Enable the E-receipt functionality Once Enabled, you will be getting the E-Receipt portal link Continue under Theme & Styling, enabled for the E-Invoice (LHDN) You can customize the look and feel of the E-Receipt portal ...Basic - How To Prepare Master Data for E-Invoicing (Clients, Items, Vendors)
1.0 Master Data Master data preparation is essential for E-Invoicing, as accurate Item, Client, and Vendor information ensures smooth document submission, minimizes validation errors, and supports compliance with IRBM requirements. Item Item data is ...
Recent Articles
How to Stop Xilnex E-Invoicing
Scenarios Requiring Xilnex E-Invoicing Deactivation Deactivate Xilnex E-Invoicing when a business falls below mandatory thresholds or ceases operations, ensuring compliance with IRBM guidelines while avoiding unnecessary module activity. This ...Xilnex E-Invoicing Document Split
Type Descriptions Product Xilnex E-Invoicing New Features E-Invoice Document Splitting Document Splitting Function Type Toggle Configuration E-Invoice Settings Required DB Upgrade No Release Date 13 August 2025 Background When a generated payload ...Connecting KDS 2.0 to POS
Xilnex ClassicPOS Important Notice: As of now, in order to use KDS2.0, Classic POS version must be at least version 2.16 July 2025 and above. 1. In System Configuration > select Device Configuration > under This Machine > look for Kitchen Display ...Congiure a Client KDS - Connect to a Host KDS
KDS Client A KDS Client Device in Xilnex KDS 2.0 is a display screen (such as a tablet, monitor, or smart TV) located at a specific kitchen station (e.g., Grill, Bar, or Cold Station). Its primary function is to receive and display orders sent from ...Configure A Host KDS Device
A Host KDS in Xilnex KDS 2.0 is the designated central hub device responsible for synchronizing and managing the entire kitchen network. It acts as the primary authority, ensuring that all orders from the POS system are correctly distributed to ...
Popular Articles
Basic - How to create a voucher-coupon
Voucher and coupon definition Voucher can be generated in bulk and can be used once Coupon can only be created one at a time (reusable code) and can be use multiple times Pre-voucher / coupon setup There are 2 things need to be prepared before we can ...Basic - How to change custom cost to another branch that don’t have custom cost
Change custom cost to another branch that don’t have custom cost 1. Get the item list from the location with custom cost (Item Code, Name, Custom Cost) 2. Make sure the Show Location Price are selected 3. Export the item list in Excel 4. The file ...Intermediate - How to Bill & Post to Sales from Transfer Note
1.0 Purpose A bill is required from transfer note when an inventory transfer involves financial transactions, cost allocation, or compliance with tax and accounting regulations. It is used when stock is moved between outlets that operate as separate ...Importing Usernames in Xilnex Portal
What is User Import? User Import allows you to add, update, or manage multiple users in bulk rather than handling them one by one. This feature is especially useful for onboarding new employees, migrating data, or making large-scale updates to user ...Configuring Web Report Access
How to Configure Web Report Access? 1. Click on "System Configuration" on the left side panel. 2. Scroll down to find "User roles permission" under Users & Roles section. 3. Click on "All permission". 4. Click on "More", then select "Menu (Xilnex ...