What is an electronic invoice (e-invoice)? A type of invoice that includes all electronic data messages about the provision of services and sale of goods of businesses and organizations that are created, created, sent, received, stored and managed by electronic means. .

Things to know about electronic invoices

After exporting, the e-invoice is sent to the customer as a PDF file or extracted file in a separate format, or a link with a security code can be sent for the customer to access to download the invoice. The e-invoice is created on the computer system of the enterprise or organization that has been granted a tax code according to regulations and is stored in the computer system of the parties.

Regulations on electronic invoices that businesses need to know during business operations:

• The e-invoice needs to ensure that invoice numbers are determined continuously and in the correct chronological order, each invoice number can only be created and used once.
• An invoice that has been made in paper form but has not yet been processed, stored or sent electronically is not considered an electronic invoice.

An invoice is considered an electronic invoice only if it simultaneously satisfies the following requirements:

• Ensure sufficient reliability of the integrity of the information contained in the invoice from the time the information is created in its final form, the electronic invoice
• Integrity is complete information that has not been altered except for changes in form that arise during the process of storing, exchanging or displaying invoices.
• The information in the invoice can be accessed and used in its complete form when needed.

According to the provisions of law, electronic invoices currently have the following types:

• Value-added invoices are applied to those who provide services and sell goods using the deduction method to declare VAT.
• Sales invoices are applicable to those who provide services and sell goods using the direct method to declare VAT
• Some other types of invoices such as electronic tickets, electronic receipts, electronic stamps, warehouse delivery notes, insurance receipts, other electronic documents...

The content and form of invoice will comply with the provisions of law and international practices.

To carry out notification of issuance of electronic invoices, the following steps must be followed:

Step 1: Prepare documents to implement notice of issuance of e-invoice, including:

• Decision on application of e-invoice (Form No. 1, Appendix Circular 32)
• Form of notice of issuance of e-invoice according to form No. 2, Appendix issued with Circular 32. Additionally, it can be created in HTKK software.
• Sample e-invoice provided by software supplier

Step 2: Submit the Notice of issuance of e-invoice XML file online

• Visit the website nhantokhai.gdt.gov.vn. Then, log in to the system according to your business's code.
• Select Register for additional declaration/Account
• Next select Invoice issuance notification and select “Continue”
• Now go to Submit declaration/Download XML notification file

Step 3: Submit sample invoice and decide to apply online e-invoice

In this step, you scan the invoice form and decide, then insert 2 files into 1 word file to submit to the Tax office.

Submission method is as follows:

• Go to website nhantokhai.gdt.gov.vn and then select Lookup /TB01/AC – Invoice issuance notice
• Next, select the created Word File and then Sign and submit to complete.

How to look up e-invoice information simply and quickly? Below, Saco Inc will share the most accurate way to look up electronic invoices with 3 steps including:

Step 1: First, visit the website of the General Department of Taxation

• First, please access the link http://www.tracuuhoadon.gdt.gov.vn then select Invoice Information/Invoice Lookup.
• The website Tracuuhoadon.gdt.gov.vn is the website of the General Department of Taxation that allows you to look up information of invoices or receipts such as: issuing unit, invoice time, invoice information .

Step 2: Enter information to look up one invoice or multiple invoices

• In this step, you will choose to look up one invoice or choose to look up multiple invoices. In case of looking up multiple invoices, you need to prepare an excel file with information about the invoices that need to be looked up.
• Fill in all information in the fields marked with (*) and then press “Search”.

Step 3: Check the results

After completing the above 2 steps, the e-invoice lookup result will appear on the screen. A complete and legal invoice will include the following information:

• Information of service providers and goods sellers
• Full information of the invoice such as model number, invoice symbol, invoice form, time...

Principles for issuing electronic VAT invoices

When making electronic VAT invoices, the following principles must be ensured:

• The content created on the invoice is consistent with the economic operations that have occurred in the enterprise
• Do not edit, erase, overwrite or overwrite the invoice
• Do not write two colors of ink when making an invoice
• The contents on the invoice such as letters and numbers ensure the principle of seamless writing without interruption. Do not overwrite or overlap the printed text on the invoice.
• The required invoices are the same and prepared in order.

1.5.2. Principles for the criteria on the Board of Directors

The e-invoice must have all of the following content criteria on the invoice:

• Invoice name, invoice symbol and invoice number
• Seller information (invoice issuer) including name, address, tax code
• Buyer information (invoice recipient) includes name, address, tax code
• Name of goods, services, unit of calculation, quantity, unit price, amount excluding VAT, VAT rate, total VAT amount and total payment including VAT
• Total payment in words
• Digital signature of the seller providing the service
• The time the electronic contract was made
• Tax authority code applies to e-invoices with tax authority code
• Other related content

Principles for handling e-invoices when exported incorrectly

Principles for handling incorrectly written electronic invoices will be regulated according to the following specific cases:

• The e-invoice has been issued and sent to the buyer but has not been delivered yet or the goods may have been delivered but have not yet made tax declaration: In this case, according to regulations, the invoice will be canceled if both parties agree. and the seller will issue a new invoice to replace the canceled invoice and send it back to the buyer. At the same time, the replacement invoice will write the content "replacement invoice for invoice number..."
• The e-invoice has been prepared and sent to the buyer, the buyer has declared taxes: The way to handle this case is that the two parties will make a written agreement to correct errors on the invoice and have the digital signature of the buyer. both the seller and the buyer. The seller then issues an adjusted invoice clearly stating the adjusted content.

Based on the new adjustment invoice, both parties can make adjustments according to regulations.

In the process of using electronic invoices, users often encounter some common errors and below Saco Inc will list these errors and how to fix them for your reference.

Log in to the system but there is a message "Incorrect account or password".

To handle this error, first of all, you need to be careful not to log in multiple times or your account will be temporary.

Then perform the test:

• Your login name is your company's tax code, so please check to see if you have entered the correct tax code.
• Check your password again. In case you have not changed the password sent by the provider, you can go to your email to copy the password.
• If you have changed your password, check to see if the keyboard is in CAPS LOCK mode. Or does the password include letters and numbers because when you leave this password, it is easy to type Vietnamese accents, leading to errors.
• In case you forget your password, select the "forgot password" function so that the system will send a new password to your email and you will now be able to access normally.

Incorrect CAPTCHA code error

When logging into the electronic invoicing system, I get an error message with incorrect CAPTCHA code.

The way to fix it is to just re-enter the correct captcha code.

The requested data was not found when creating a new e-invoice

When you enter a customer's tax code to create a new invoice but cannot find customer information displayed on the system.

This error is because the MST you entered is incorrect, you should check again or maybe the customer has not entered the information into the e-invoice system so you can only create a new one manually.

Notification to enter email when saving e-invoice

Notification to enter email when saving e-invoice

This message appears in case you click save invoice but have not entered the customer email.

To fix this error is very simple, you just need to enter the customer's email and you're done.

Inform additional goods and services if you want to save the invoice

If you save the invoice but have not entered information about goods and services sold or have not updated the lines of imported goods and services, the system will display this message.

So please update this information before clicking save invoice.

The system displays an invalid invoice date

When you save an electronic invoice but the message Invalid invoice date appears, please review the invoice date section.

Viettel electronic invoice software belongs to Viettel Telecommunications and Technology Group. This is one of the best rated quality e-invoice software today.

This software is also known as S-Invoice with many outstanding advantages:

• Can issue multiple invoices at the same time, allowing up to millions of invoices to be issued in a day.
• S-Invoice uses multi-layer security technology to ensure safety for customers to manage and store invoices.
• Attentive and quick support with a branch network located in all provinces and cities of Vietnam
• Meet many types of invoices for businesses operating in many different industries and fields
• Viettel e-invoice software can be integrated with many other software such as accounting, sales...

One of the top 5 e-invoice software that customers love and trust is VNPT electronic invoice software. This software has been built and provided since 2012 by Vietnam Posts and Telecommunications Group - a famous big brand in Vietnam.

Advantages of VNPT invoice:

• Invoices can be issued quickly in large batches
• Easy and convenient statistics and management
• There is an anti-counterfeit stamp
• Save costs on printing and storing invoices for businesses
• Features integration with accounting software
• Customers can order custom invoice designs.

This is a new invoice software developed in recent years but has quickly attracted a large number of customers.

Misa electronic invoice software is also known as eInvoice with many advantages such as:

• Using Blockchain technology to prevent invoice counterfeiting to ensure high security and safety.
• Helps businesses save maximum costs on printing, storing and preserving invoices
• Issue and manage invoices conveniently and simply via website and mobile anytime, anywhere
• Issue invoices quickly to increase business reputation

BKAV electronic invoice software is considered the easiest to use electronic invoice currently developed by BKAV Technology Group. Currently this software is being used by thousands of customers and has created a solid foothold in the market.

Advantages:

• Built on the latest web-base technology and very easy to use
• Use completely online without installation, receive invoices after only 5 minutes
• Confidentiality and safety of invoice data
• Can integrate with all accounting and sales software

The electronic invoice petrolimex of Vietnam Petroleum Group was officially issued on April 1, 2018. Applying Petrolimex e-invoice with many outstanding advantages brings many benefits to customers.

Specifically:

• • Convenience: Customers can easily receive e-invoices by receiving the lookup code via email address or receipt and then accessing the website to get the invoice
  • Safety: Electronic invoices are stored as data files to ensure safety to avoid problems such as damage, tearing, or lost invoices. Help customers easily look up and manage invoices to prevent loss.

• Optimal cost savings

Saco Inc is the leading provider of low-cost and reputable electronic invoice services on the market today. Saco Inc distributes electronic invoices of all network operators in Vietnam to meet all customers' requirements.

The company has a full range of customer support services in the most complete and perfect way so that customers can operate effectively and increase revenue at the highest level.

Customers when using Saco Inc's e-invoice service will receive many benefits such as:

• Quality invoice software from the most famous and reputable carriers today
• Cheapest service on the market
• Saco Inc's staff is experienced, professional, thoughtful, and dedicated
• Diverse support services

Customers can refer to the electronic invoice quote with the following summary table:

Viettel electronic contract price list

Vina e-invoice price list

The electronic invoice adjustment record is created along with the adjustment invoice to correct errors and omissions on the invoice.

This record is made when the following conditions are met:

• The invoice has errors in information such as date, address, amount...
• The seller has delivered the invoice to the buyer
• The seller has delivered the goods or completed providing services to the buyer
• Both sides have declared taxes

To cancel an issued electronic invoice, you need to follow the following order:

• First, you need to make a record of canceling the invoice, specifically stating the incorrect content and the content that needs to be adjusted. The minutes are signed and sealed by both the seller and the buyer
• The next step is to cancel the invoice created on the e-Invoice software system. You log in to your business's invoice software system and declare information about invoice cancellation results. Then save the result notice and click export to the XML file to submit to the tax authority.
• Prepare a replacement e-invoice in accordance with the law

According to regulations, invoices issued at the wrong time will be fined from 4 million VND to 8 million VND.

Penalties for invoices issued at the wrong time

Electronic invoices will be recorded in accounting books and financial reports by sellers and buyers of goods and services. At the same time, electronic invoices must be archived within the time limit prescribed by law. If the invoice is created from an intermediary unit providing the invoice, the intermediary unit also needs to store the invoice within the prescribed time limit.

Units will be responsible for storing electronic documents in information carriers such as pens, CDs, DVDs, internal hard disks, external hard disks or online backup.

The e-invoice has only one copy and does not have the concept of continuity like a paper invoice. The seller issues the invoice and the buyer is the recipient of the invoice, and the Tax Authority also exploits data on a single e-invoice.

Customers receive e-invoices in 2 forms:

• Receive via email, SMS
• Received through the system of an intermediary unit providing electronic invoice solutions