Getting Started with Xilnex E-Invoicing
Read Me First
Before we begin, please review the following important points:
- Xilnex product is directly integrated with IRBM's API.
- Upon complete setup, your document may be submitted to IRBM via the API.
- All testing should be conducted in the staging environment.
- Ensure that all configurations are correctly set up before submitting documents.
- All testing is advisable to be commenced in the staging environment until official decision is made for switch.
- Once the environment is switched to production, it cannot be reverted to staging.
- Ensure data accuracy to prevent discrepancies in submission.
- Verify your business details and check with your tax agent/finance department to ensure compliance before submitting any official documents.
- We recommend contacting our Xilnex team for an e-invoicing training session to help you understand the system effortlessly
Terminology
Term | Description |
|---|---|
LHDNM | Lembaga Hasil Dalam Negeri Malaysia |
IRBM | Inland Revenue Board Malaysia (English equivalent of LHDNM) |
Supplier | Also known as the Seller; receives payment from the Buyer |
Buyer | Also known as the Purchaser; makes payment to the Supplier |
B2C | Business-to-Customer; typically refers to a retail model |
B2B | Business-to-Business; typically involves invoicing rather than receipts |
B2G | Business-to-Government; follows the same invoicing model as B2B in Malaysia |
Pre-production | IRBM's staging environment where e-invoices can be submitted for testing purposes |
Production | The live environment where submitted e-invoices are considered official |
TIN | Tax Identification Number |
Our Design Approach
POS systems with built-in E-Invoicing capabilities are still rare in the industry. Typically, this functionality is handled separately by accounting software in a SaaS setup. At Xilnex, we break the mold by offering an integrated E-Invoicing module right within our POS solution since the first day of Malaysia E-Invoicing implementation.
When E‑Invoicing was first announced, many business owners felt it added an extra burden just to stay compliant. Our goal from the beginning has been to design a system that requires the least operational effort from the business owner. Once configured, the system should run on its own with minimal user intervention and allow businesses to focus on what they do best.
Of course, it all comes down to how a business wants to integrate E‑Invoicing into its daily operations. For those who prefer minimal to no disruption to their existing, says, POS usage, we make this possible. For example, when a walk‑in customer requests an E‑Invoice, the business owner can complete the transaction as usual, then request the walk-in customer to proceed claiming the E-Invoice via E-Receipt portal. This serves as a strong testament that no additional effort is needed from the business owner to remain compliant.
Related Articles
How to Resolve Invalid E-Invoices in E-Invoicing Dashboard
E-Invoices are validated directly by the LHDN Malaysia server. When a submission is marked as invalid, the server will return an error message (also known as the “Invalid Reason”). Taxpayers are expected to review this message and take corrective ...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 ...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 ...Enable E-Invoicing via Xilnex Portal
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, monitor, and maintain various aspects of your business operations ...Sales Type & Delivery Type Exclusion for E-Invoicing
Why do these exclusion lists exist if all transactions are meant to be submitted with an e-invoice? Location in X3 Portal: Integration >Malaysia LHDN E-Invoice > E-Invoice Settings > Maintainence According to LHDN Malaysia, the Technology Provider or ...
Recent Articles
E-Wallet and Credit Card Payment - Recheck Status & Force Complete
This guide walks you through what to do when a payment goes through on the terminal or e-wallet, but Classic POS fails to commit sales. When Does This Happen? During payment, Classic POS will show a "Connecting to Ewallet party..." or processing ...E-Journal for BIR Compliance (Philippines)
Overview The E-Journal feature generates a .txt file that complies with BIR (Bureau of Internal Revenue) requirements in the Philippines. This feature is available only for the Philippines COM. Users from other countries' COMs will not be able to ...User Guide to Configure Biometric with SecuGen Hamster Pro HUPx
Introduction The Xilnex system supports biometric authentication using fingerprint scanners to enhance security and streamline employee login processes. Our platform now supports the SecuGen Hamster Pro HUPx fingerprint scanner, in addition to the ...Bank Type Selection for POS Payment
Overview This enhancement allows administrators to configure a predefined list of bank types in the Xilnex Portal. The configured bank list will be available in POS and F&B POS, enabling cashiers to select the appropriate bank when processing ...Xilnex Classic BIR Discount Guidelines (Philippines)
1. Overview The BIR Discount feature supports statutory discounts for eligible customers in the Philippines. This feature is currently: Available only for Philippines companies Supported only in the F&B POS for now Configured through Xilnex Classic ...
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 ...Understanding DuitNow QR Payment in ClassicPOS
Introduction This document introduces the DuitNow QR payment feature available in the Xilnex Retail POS, enabling merchants to accept payments conveniently through Malaysia's national QR payment standard. The integration of DuitNowQR simplifies the ...Intermediate - How to Configure and Use Approval Settings in Purchase Orders (PO)
1.0 What is approval setting In general, "approval setting" refers to the configuration or process by which a request, action, or change must be reviewed and approved before it proceeds. The term is often used in business, software applications, and ...Buy 2 for Special Price Promotion
Use Case: Stock clearance, seasonal offers, or spotlight products. From the sample screenshot above, this promotion requires 2 items to trigger. If only 1 Milk Tea is added to the sales list, no discount will apply since the condition of 2 items is ...Creating Delivery Type for Sales in Classic POS
How to Create Delivery Type 1. Access to the [System Configuration] 2. Select the [Sales] section 3. In the [All Outlets] tab, look for the 'Delivery Type' 4. Click on the [Configure] In the Delivery Type Setup form: 1. Enter the Delivery Type. 2. ...