Document Sources and Workspaces
AECloud supports several ways for a document to enter the e-Invoice workflow. The source determines where the document is prepared, where corrections should be made, and how its later processing is monitored.
Source comparison
| Source | Where preparation occurs | Where processing is monitored | Where corrections normally begin |
|---|---|---|---|
| POS, retail, ERP, accounting, or other integration | Downstream system | Matching LHDN Submission list and API status services | Downstream source system |
| Merchant manual entry | Self-Service | Matching LHDN Submission list | Self-Service draft or source master data, while editing is allowed |
| Merchant bulk import | Import file and Self-Service import process | Self-Service result, then matching LHDN Submission list when queued | Source CSV/TXT file and applicable master data |
| Customer receipt QR code | Customer Console using the eligible receipt | Customer Console status and the merchant's related operational record | Customer-entered details before submission; merchant source record for receipt errors |
Downstream integration
An approved external system authenticates to AECloud with a merchant OAuth2 client credential and sends one supported business document as JSON to the matching AECloud submission endpoint. This credential does not authenticate the downstream system directly to MyInvois. AECloud uses its separate intermediary connection when processing an authorized merchant's document with MyInvois.
After initial checks, AECloud stores the operational document and either starts or schedules processing. The record appears in the LHDN Submission list matching its document family. It does not appear as a Self-Service draft.
Integration owners should retain the returned AECloud identifiers, reconcile final status, and correct rejected source data in the connected system before a controlled resubmission. See the API Integration Developer Guide for the current endpoint and payload contract.
Merchant Self-Service
Self-Service is the preparation workspace for merchants that are not relying entirely on a downstream business system. It supports merchant settings and master data, document headers and lines, totals, original-document references, and status-dependent actions.
A typical manual path is:
- Maintain the applicable setting, product, customer, or supplier records.
- Create the correct sale or self-billed document family.
- Complete and verify the header, party, line, tax, reference, and total information.
- Use the document-specific submission action.
- Monitor the resulting operational record under the matching LHDN Submission list.
Creating a draft is not the same as submitting it, and entering the submission queue is not the same as receiving a final valid result.
Bulk import
The Self-Service lists provide a bulk-import workflow labelled Import From Excel, but the confirmed upload screen accepts CSV and TXT files prepared from the downloadable CSV template. An .xlsx workbook is not uploaded directly.
The user validates the prepared file, reviews any errors, and imports only after the result is acceptable. Depending on the row configuration and merchant submission settings, eligible imported documents can enter background processing during import. The user must therefore monitor both the import outcome and the matching LHDN Submission list.
Bulk import is confirmed for standard sale invoices, credit notes, debit notes, and refund notes. Self-billed import availability can differ by deployed release and should be confirmed from the action available in the applicable screen.
Customer receipt request
For an eligible receipt, the customer—the buyer in this workflow—scans its QR code and uses the Customer Console to:
- confirm the merchant, outlet, receipt, date, items, and total;
- provide the buyer information required for the individual e-Invoice;
- review the information and submit once;
- rescan the same receipt QR code to check status; and
- download the e-Invoice when the action is available.
If receipt contents are wrong, the customer should contact the merchant. Customer-entered identification data must not be used to conceal or overwrite an incorrect merchant transaction.
Standard and self-billed documents
Standard sale documents describe supplies made by the merchant to its buyer. Self-billed documents use the supplier party required by that business process. AECloud provides invoice, credit-note, debit-note, and refund-note families for both categories.
Credit notes, debit notes, and refund notes are adjustment documents. They require the applicable original-invoice relationship and must use the matching standard or self-billed family. Do not create an unrelated invoice merely to imitate an adjustment.
Avoid duplicate entry
Choose one authoritative source for each business document. Do not create the same invoice in Self-Service and also send it from the downstream system. Use stable document identifiers, preserve the returned AECloud identifiers, and check current status before retrying an uncertain request.