Who is this article for?
StoreHub merchants in Malaysia who need to track their e-Invoice submissions, check for errors, and understand their monthly consolidated reports for LHDN.
About e-Invoice Status & Consolidation
This guide helps you track the status of the e-invoices you issue, understand what each status means, and learn how monthly consolidation works.
Before you begin
Make sure you meet these requirements:
You are actively issuing e-Invoices and have enabled Automatic Monthly Consolidation in your Company Profile.
Records will only appear on the "Consolidation History" page if you have enabled Automatic Monthly Consolidation.
Your store is linked to a validated Company Profile in BackOffice.
Note:
If you haven’t set up e-Invoicing, refer to the Set Up e-Invoice article first.
Check e-Invoice Status
Status for a Transaction
1. In BackOffice, go to either Online Orders or Offline Transactions.
2. Look for the columns:
e-Invoice Status:
Status | Description |
Valid | Submitted to IRBM and validated. |
Empty | Not submitted to IRBM yet. |
Invalid | Rejected by IRBM due to incorrect details. If you have enabled automatic consolidation, these transactions will be included in the consolidated e-invoice to IRBM on the 3rd of the next month. |
Cancelled | A valid e-invoice that was successfully cancelled within 72 hours from the submission time. |
e-Invoice External Ref ID
This is the Universally Unique Identifier (UUID) of the e-invoice, which is a unique reference code assigned by the MyInvois system.
e-Invoice Type
Status | Description |
Individual | A customer-requested e-invoice. |
Consolidated | An invoice automatically consolidated by StoreHub as part of a monthly submission. |
3. Click on a transaction to open the Transaction Details page.
Note:
These columns are available in both Online and Offline views.
Understand Monthly Consolidation
Note:
Only records of January 2026 onwards will be displayed in your Consolidation History.
If you have enabled Automatic Monthly Consolidation, StoreHub will group your transactions into monthly batches and submit them to LHDN as a consolidated document. This includes:
e-Invoices: For completed sales that were not issued as individual invoices.
Credit Notes: For refunds that were not issued as individual e-Credit Notes.
Both are submitted on the 3rd of the month, and may take up to 5 days to complete.
Consolidation Timeline
The consolidation process starts on the 3rd day of each month and may take up to 5 days to complete.
If your account has a large number of stores, you may see some consolidated records appear earlier while others are still being processed. This is expected. Once the process is complete, all eligible consolidated e-invoices will be submitted.
Rest assured, all consolidated e-invoices will be submitted within the 7-day submission window required by IRBM.
Enabling e-Invoice within the month
If you enable e-Invoice at any time during a month, we will still generate and submit a consolidated e-invoice for that month.
To support newly onboard merchants, we also provide a short grace period:
If you enable e-Invoice within the first 3 days of the following month, we will still consolidate and submit e-invoices for the previous month.
This buffer helps ensure you don't miss e-Invoice submission due to late setup or onboarding delays.
How Consolidation e-Invoices are Created
We group your transactions by store and sales channel. Each consolidated e-invoice can include up to 200 transactions, which may result in multiple documents for the same period.
Example:
If your BackOffice account has one store with both offline sales and Beep Delivery sales, you will get one consolidated e-invoice for offline sales and another for Beep Delivery sales.
If you have more than 200 transactions in a channel (e.g., 400 offline sales and 400 Beep Delivery sales), multiple documents will be created. In this case, you would see 4 consolidated e-invoice documents (2 for each channel) in the MyInvois portal.
What’s the Difference?
e-Invoice = A document issued for a sale.
Credit Note = A document issued for a refund (used to cancel or reduce the value of a previous e-Invoice).
View Consolidation History
1. In your BackOffice, click on e-Invoice from the left-hand menu. Then, select Consolidation History.
2. You will see a list of all monthly submissions. Each row represents one store’s submission for one month. Click the store name to view detailed records for that month.
3. You can filter results by:
Store name
Company Profile
Consolidation status (Success, Failed)
Month range
Note:
You can only filter by month (not by specific days), as consolidation is done monthly.
Export Consolidated Data as CSV
You can export consolidated documents as CSV files for reporting or reconciliation.
To export by month:
1. From the Consolidation History page, apply filters for Company Profile and month.
2. Click the Export CSV button to download a summary for all stores under that profile.
To export by store:
1. Click on a store's submission from the list.
2. On the store’s detail page, click the Export CSV button to download the file.
Each CSV includes:
Store name
Document Type (Invoice or Credit Note)
e-Invoice Status
e-Invoice External Ref ID
Total Payable, Excl Tax, and Tax Amounts
Note:
The export button is only available if documents exist.
What Do the Columns Mean?
Column | Description |
Total Payable Amount | The total amount due, including applicable taxes and any rounding adjustments. This excludes any prepaid amount. |
Total Excluding Tax | The base amount after discounts or charges, excluding any taxes (e.g., Sales Tax, Service Tax). |
Total Tax Amount | The total tax payable on the transactions. |
Document(s) | The number of consolidated e-Invoice documents. Each document can contain up to 200 transactions. |
View Consolidation Detail & Documents
Each store’s submission may contain multiple documents.
Why Multiple Documents?
Sales channels are separated: Online (e.g., Webstore, Beep) and Offline (e.g., POS) orders are consolidated into different documents.
Transaction volume matters: Each e-Invoice document can include up to 200 transactions. More transactions generate additional documents.
Examples:
450 offline sales = 3 offline documents (200 + 200 + 50)
300 online sales = 2 online documents (200 + 100)
To view the document:
Click the 'e-Invoice External Ref ID'. This will open the 'Validation URL' in the LHDN MyInvois Portal.
Note:
You will only see data if the store is linked to a validated Company Profile and the submission was successful.
What Do the Columns Mean?
Column | Description |
Total Amount | The full transaction amount before taxes, prepayments, or rounding. This includes base charges, fees, and any applied discounts. |
Total Tax Amount | The total value of tax applied to the document. |
Total Excluding Tax | The net amount after discounts and charges, before taxes are added. |
Total Including Tax | The amount payable including all applicable taxes such as Sales Tax or Service Tax. |
Total Prepayment | The amount prepaid by the buyer to fulfill the financial obligation.
Note: In this report, this field will always show a zero value. This is because:
1. The StoreHub BackOffice only finalizes an order's financial record after the order is completed.
2. Since prepayments happen before completion, they are not captured in this final record.
3. As a related point, no e-Invoice is generated for these initial deposits on pre-orders.
|
Total Payable Amount | The final amount payable including taxes and rounding, minus any prepayments. |
Common Queries (Status & Compliance Tracking)
1. How do I know if a transaction was included in a consolidated e-Invoice?
Open the Transaction Details page. If the "e-Invoice Type" field shows "Consolidated," the transaction was part of a monthly submission.
2. What if I am handling the consolidation manually?
You may decide not to use StoreHub to automatically consolidate your invoices to submit to IRBM. In which case, there will be no records displayed in the Consolidation History page. You may export the transactions from the 'Online Orders' and 'Offline Transactions' pages and use these for your manual consolidation. Remember to exclude transactions with 'Valid' or 'Cancelled' statuses to avoid double submission to IRBM.
Remember to exclude transactions with Valid or Cancelled statuses to avoid double submission to IRBM.
3. What should I do if the consolidation status says "Failed"?
This means the submission was rejected. It is usually due to one of these reasons:
Intermediary status expired:
You may need to re-validate your TIN in the MyInvois portal (refer to the "How to Add an Intermediary" section in our Set Up e-Invoice article).
Intermediary permissions not enabled correctly:
Ensure all permissions for StoreHub as your intermediary are enabled in the MyInvois portal.
Outdated Company Profile details:
Review your Company Profile setup in the BackOffice to ensure all details are up to date and match your MyLHDN records.
For past failed submissions after correcting the issue, contact StoreHub Support.
4. By when should I resubmit my failed consolidation?
We strongly recommend resubmitting your consolidated e-invoice by the 7th day of the month, in accordance with IRBM's guidelines. You may still resubmit a failed consolidation till the end of the month, but we encourage you to do it as soon as possible.
In the following month, you will no longer be able to resubmit the failed consolidation. For example, you can resubmit June's failed consolidation in July. When August arrives and you have not successfully resubmitted the June consolidation, it will remain as failed. You will then need to handle this manually.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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