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Getting Started with UBS eInvoice

From here, you will find links to learn about the basics of eInvoicing, the required version of UBS software, and the steps to set up and manage einvoicing for your business. Before you get started, please ensure you are running the latest version of UBS software (at least v2024.4 & above).

Disclaimer: The materials provided are the property of The Access Group or its licensors (“Access”). Please do not copy, reproduce, modify, distribute, or disburse without express consent from Access. This material is provided as a general guidance for informational purposes only. This material is provided on an” as-is” basis. Whilst Access or Edemand may make changes to this training materials at any time without notice.

Attention ! Important ! ***ACCESS UBS eInvoicing with EVO Lite Subscription***

From now on all UBS customers processing eInvoices directly from UBS will need to have a valid UBS Evo Lite subscription. UBS Evo Lite is the Access hosted connectivity solution managing the flow of eInvoices to and from LHDN (your Workspace login and IAM icon).

 There is a small annual fee applicable for UBS Evo Lite, which would normally be RM375 per annum, but ACCESS have special offers for our UBS customers as follows:
  • Pay a fixed discounted fee for the current outstanding period up to your next renewal date of RM195, or,
  • Pay a pro-rated amount of a discounted fee of RM295 for the number of months up to your next renewal.
 
 ## Please contact us for the Evo Lite Subscription as to ensure your eInvoicing process would not be interrupted ##
 
 
 

Preparation prior to the phase 3 started:

We advise you do the following in order to get ready before validation of UBS workspace connection and commencing of your eInvoicing:

  1. Fill and submit online onboarding form (Access UBS will take a bit long queue) [refer to the useful link below – Access UBS eInvoicing onboarding form”];
  2. Update/upgrade your UBS to the latest version;
  3. Update and map your company profile, customers & vendors profile, and product profiles as needed by LHDN in your newer version of UBS (do this soonest possible before 1 July 25) [refer to the useful link below – Live Demo of eInvoicing in UBS].
  4. Upon you got the reply from Access UBS about item 1 above, [refer to the useful link below – “Provisioning of Workspace by Access” & “Setting up Access Software as intermediary”]

Steps and Useful links:

Click here for: Access UBS eInvoicing Guide

To help you get started and make the most of the new features, UBS has prepared a Quick Guide. This guide offers step-by-step instructions and helpful tips to navigate the software with ease.

Click for: UBS eInvoicing live demo

Live presentation to show you how to go about the eInvoicing module in Access UBS, by Mr Chan Chen Hong (Access Product Owner, Asia). He will show you the entire setup, mapping and validation of the UBS eInvoicing. 

Main Onboarding Processes

  1. Complete Onboarding Form
  2. Workspace account provisioning
  3. Setup IAM connection
  4. Setup MyTax eInvoicing profile
  5. Assign Access Software as intermediary via MyTax Portal

Click here to submit: Access UBS eInvoicing onboarding form

As part of our customer onboarding for eInvoicing features, please complete this form to register your company for a free digital signature connection. Please ensure the information provided are accurate in order to get the onboarding without delaying. If you have multi-companies data files, only one (1) form to fill and submit. 

After your submission online of Onboarding Form, Access UBS will create the Workspace account and email to the customer to invite them to join Workspace (only to customer). You will need to click on the link in the email and login the Workspace accordingly. You should see the IAM icon at the icon tray at the bottom right conner of you screen. 

How to launch the IAM icon manually for e-Invoicing:

If the IAM icon is missing after you have completed an online update, restart your computer. 
If the IAM tray icon is still missing, follow the steps below:

  1. In Windows Explorer, go to This PC, C drive, Program Files(x86), Common Files, Access Software, IAM.ClientService.
  2. Double-click IAM.ClientTray.
  3. The icon will now be available in your computer’s system tray.

You won’t be able to transmit from UBS unless you configure an intermediary. LHDN mandates this step and is crucial for seamless operation. To set up the intermediary:

  1. Login to your MyInvoice portal.
  2. Go to Manage Taxpayer Profile.
  3. Under the Representative tab, choose Intermediary.
  4. Click on Add Intermediary.
  5. Key in our TIN No, Business Registration Number (BRN) and Company Name:
  • TIN NO: C1858042040
  • BRN: 199701025891
  • Company Name: ACCESS SOFTWARE SDN. BHD. (Use capital letter)
  1. Click Search, Continue.
  2. Ensure to enable and give full permission to Access for intermediary setup:
image.png
  1. Click on Save Intermediary.

Click here for solutions: Basic Checks for e-Invoicing Error Messages

Some Errors:

  • ‘unauthorized_client’
  • ‘File does not exit’
  • ‘Null’
  • ‘Validation error; code: submission’
  •  ‘Invalid Taxpayer Profile Validator’
  • The submission failed without displaying any errors.

 

***you can look up for further errors from the same link above***

Link to: Access UBS eInvoicing FAQ