FAQ : e-Invoice

QUESTIONS ANSWERS
1.0   e-Invoice 
WHAT 1.1 What is TH new initiative called? TH Supplier Portal for e-invoice registration and submission. TH is moving to electronic invoicing (e-invoice) as the preferred alternative to hardcopy invoices. TH will no longer be accepting hardcopy invoices due to the manual process involved. Manual invoice submission after effective date will be returned to TH suppliers.
What 1.2 What is the objective of e-invoice?
  1. All TH suppliers must register and submit invoices electronically (online) via TH Supplier Portal.
     
  2. TH will only accept hardcopy invoices during transition period.
     
  3. Reduce paper invoices to save time and cost.
     
  4. Give TH suppliers visibility into invoice status.
Others 1.3 Effective date for e-invoice registration and submission? Thursday, 15 April 2021 
Others 1.4 Are there any TH suppliers who are exempted from e-invoice? No. e-invoice online registration and submission applies to all TH suppliers.
How 1.5 How the communication with TH suppliers on e-invoice? Email notifications sent to all TH suppliers contact person using the registered email with TH.
Why 1.6 Why some of the TH suppliers do not receive the email notification on e-invoice? Invalid email / email not registered with TH. TH suppliers should
liaise with procurement team to update the correct email.
Email to opsperolehan@lth.gov.my
Where 1.7 Where do TH suppliers can find user guide on e-invoice? Attached with e-invoice email notification to TH suppliers or visit
https://www.tabunghaji.gov.my/ms/e-perolehan-0. This
document contains important information and instruction on how
to get started. Please refer:
  1. Appendix A - email notification
  2. User guide on e-invoice – TH website
2.0   TH Supplier Portal 
What 2.1 What is TH Supplier Portal? A self-service portal which allow TH suppliers to:
  1. Register/ update supplier’s information online.
  2. Create and submit invoice online.
  3. Check payment status for invoices submitted online.
Who 2.2 Who can access TH Supplier Portal?  All suppliers who has registered as TH’s suppliers will have access
to TH Supplier Portal by using a user ID and password for login.
How 2.3 How to access TH Supplier Portal?  TH Supplier Portal is an internet-based web application and
compatible with all commonly used browsers (IE, Chrome, and
Firefox). To access this portal, new suppliers must register as TH
suppliers and will be given a set of user ID and URL link by TH to
perform first time login on TH Supplier Portal.
Others 2.4 Can TH suppliers submit hardcopy invoices to TH? No. All invoices are to be registered and submitted online via TH
supplier portal.
3.0   Suppliers 
Others 3.1 TH existing suppliers:
  1. How to update suppliers’ details (bank account, email address, vendor name and etc)?
     
  2. Failed to log in TH supplier portal?
     
  3. Forgot TH ID/ password?
     
  4. No user ID and password?

 

  1. If before expiry date and still active, please update the changes electronically in TH supplier portal. After expiry date, TH suppliers need to email to opsperolehan@lth.gov.my
     
  2. Email to opsperolehan@lth.gov.my
     
  3. TH Supplier Portal is a self-service portal, you can click “Forgot Password/Username” and proceed with resetting it
     
  4. TH suppliers should liaise with procurement team to update and register the correct email. Email to opsperolehan@lth.gov.my
Others 3.2 Do TH suppliers need to install any software for TH is portal? No. TH supplier portal supported online by web browser.
How   How do new suppliers need to register with TH? All companies supplying goods and services for TH are required to be registered with TH electronically using TH Supplier Portal. Once approved, TH suppliers will receive an email notification with ID and URL link from TH. 
Where 3.3 Where do TH suppliers can find user guide on supplier registration? Attached with e-invoice email notification to TH suppliers or visithttps://www.tabunghaji.gov.my/ms/e-perolehan-0. This
document contains important information and instruction on how to get started. Refer to:
  1. Appendix B - email notification
  2. User guide on supplier registration – TH website 
4.0   Register and Upload e-Invoice in TH Supplier Portal 
Who 4.1 Who can register e-invoice?  Only TH registered and active suppliers. Inactive suppliers can access and view the portal only. 
How 4.2 How to register e-invoice in TH supplier portal? Refer to e-invoice user guide. Attached with e-invoice email
notification to TH suppliers or visit
https://www.tabunghaji.gov.my/ms/e-perolehan-0. This
document contains important information and instruction on how
to get started. 
What 4.3 What is the procedure before invoice registration process in the portal?  TH suppliers need to check purchase order (PO) and GRN status
and availability before register the invoice. Invoice can only be
register if a GRN to the corresponding PO has been issued by
requestor. 
What 4.4 What are supporting documents
required for payment claims?		 Invoice, PO, GRN and other relevant documents.
Why 4.5 Why can't TH suppliers edit or delete e-invoice? Once e-invoice has been submitted, it can't be changed in any way.
TH suppliers may only edit/ amend invoice with incomplete status.
Others 4.6 Do TH suppliers need to type bank account number when registering invoice? No, it will be displayed automatically as per what suppliers
maintain in TH system. If different with invoice, please update the
new bank account number with procurement. Email to
opsperolehan@lth.gov.my
Others 4.7 Can TH suppliers change account number manually in the portal? No. This is only on display mode
Others 4.8 Can TH suppliers use same invoice number for multiple claims?  No. TH doesn’t allow duplicate invoice number.
Others 4.9 Do TH suppliers allowed to choose not to use supplier portal for einvoice? No. Online submission through TH Supplier Portal applies to all
invoices with PO. 
5.0   Matching Process in TH Supplier Portal
What 5.1 What is matching process? Matching the invoice details to the correct PO and GRN details.
What 5.2 What if the e-invoice amount and GRN is not same? If the details are not provided correctly, TH will cancel the invoice.
Ensure that all details such as PO number, invoice number, date,
amount, bank account on the attached invoice match the
information that have been inserted in the system. 
Others 5.3 TH suppliers selected 6 lines to add
to the invoice but only see 5 lines?		 Only 5 lines can be displayed. Click on the "next" link to view
additional lines.
Others 5.4 Please define PO status in TH supplier portal?
  1. Open – PO is not close or has been partially GRN by requestor. TH suppliers need to ensure the PO status is open before creating invoice.
  2. Close for receiving – Fully GRN by requestor
  3. Close – waiting for payment and already matched
6.0   View e-Invoice Status in TH Supplier Portal 
How 6.1 How to check e-invoice status?  On the main menu, click on “view invoice” and supplier may check
the invoice status. Type in the partial invoice number in the
“invoice number” field. All the invoices which start with This
number will be populated. the status of each invoice will appear
under “invoice status” header field.
How 6.2 How do the suppliers know if einvoice has been submitted? An invoice is successfully submitted once TH suppliers see the
confirmation page and the invoice will be processed for payment.
Others 6.3 Please define e-invoice status in TH
supplier portal?
  1. In process – invoice has been submitted to TH and is being reviewed for payment process.
  2. Cancelled – Invoice has been submitted and cancelled by TH after review. 
What 6.4 What if the e-invoice status is cancelled? Invoice amount is equal to zero. TH suppliers need to check the justification in the description column, create and resubmit the invoice with the correct details in TH Supplier Portal.
7.0   View Payment Status in TH Supplier Portal
How 7.1 How to check payment status? On the main menu, click on “view payment” and TH suppliers may check the payment status. Type in payment number or supplier name and search.