Executive Summary
When Mapa Gloves Malaysia (Mapa Gloves Sdn. Bhd.), a leading manufacturer of household and industrial rubber gloves, needed a user-friendly and effective e-invoicing solution, we stepped in to help. We implemented a solution that allowed Mapa to use CSV files to generate e-invoices. The project involved field mapping and strict adherence to the LHDN guidelines. With continuous collaboration and daily meetings with Mapa’s team, we successfully generated our first e-invoice in the production environment after extensive testing.
Client Background
Mapa Gloves Malaysia specializes in producing rubber gloves for various applications, from household cleaning to personal protection and medical use. With a focus on efficiency and ease of use, Mapa sought an e-invoicing solution that would simplify operations and be easily understood by their team.
Pain Points
- Time-Consuming MyInvois Portal Setup
Setting up the MyInvois portal was unexpectedly delayed due to the need to update the director’s information in the system. This bureaucratic hurdle led to significant project slowdowns, as the invoicing system could not be fully functional until the portal setup was complete. - Field Mapping and Mandatory Field Discrepancies
The complexity of e-invoicing often lies in ensuring that the mandatory fields are correctly mapped to meet local compliance. For Mapa, aligning our field structure with their data fields was challenging, requiring an in-depth gap analysis to harmonize data requirements with Malaysia’s LHDN regulations. - Frequent Template Adjustments
Mapa’s invoicing requirements necessitated frequent modifications at the PDF template level, making it crucial for us to adapt our system quickly while maintaining accuracy and format consistency. The process highlighted the need for flexibility in our design to match client specifications without error. - Unpredictable System Errors
While conducting tests, we encountered sudden errors on both the Complyance platform and with CSV file uploads, causing unexpected setbacks. Each error required a prompt response, analysis, and solution to ensure Mapa could proceed without data inaccuracies or delays.
Solution
- Efficient Portal Setup: We developed a standardized document to streamline the MyInvois portal setup process, reducing confusion and saving time.
- Schema Updates: To ensure alignment, we updated the Malaysia schema, minimizing misunderstandings between our team and Mapa’s.
- Clear Communication and Tracking: All necessary changes were listed and a final sign-off was obtained from Mapa’s team to ensure accountability and traceability.
- Error Resolution: We conducted thorough root cause analyses (RCA) for each error and applied fixes to prevent them from recurring.
Results
The project was successful, allowing Mapa Gloves to issue e-invoices seamlessly and without errors. Although there were some initial delays, we implemented an effective final solution that met all of Mapa’s requirements. Additionally, we agreed to keep enhancing our product to provide Mapa with even better features in the future.