Notes on electronic invoices according to tax administration law 38, circular 78

Decree 123, Circular 78 & Tax Administration Law 38 provide the latest regulations on conversion, use of electronic invoices, how to handle incorrectly written electronic invoices… See now!

I. Legal basis

II. What is an electronic invoice? Regulations on the form and types of electronic invoices

1. What is an electronic invoice?

An electronic invoice is an invoice with or without a tax authority code, expressed in the form of electronic data, created by organizations and individuals selling goods or providing services using electronic means to record information about the sale of goods or provision of services in accordance with the provisions of the law on accounting and tax, including cases where invoices are created from cash registers connected to transfer electronic data to tax authorities.

(Clause 1, Article 89 of the Law on Tax Administration 2019)

(Clause 2, Article 3, Decree No. 123)

2. Form of electronic invoice

3. Type of electronic invoice 

According to regulations, electronic invoices are divided into 6 types as follows:  

• Sales invoice;
• Value added tax invoice;
• Electronic invoice for sale of public assets;
• Electronic invoice for national reserve sales;
• Other types of electronic invoices: Electronic stamps, electronic tickets, electronic cards, electronic receipts;
• Electronic documents are used and managed as invoices: Electronic internal transport and warehouse delivery notes, electronic warehouse delivery notes for goods sent to agents for sale.

(According to Clause 2, Article 89 of the Law on Tax Administration 2019; Article 8 of Decree No. 123 and Clause 1, Article 4 of Circular 78)

>> In which:   

• Value added tax invoice: for organizations declaring VAT using the deduction method for the following activities: 
  • Selling goods and providing services domestically;
  • International transport activities;
  • Export to duty-free zones and cases considered as export;
  • Exporting goods and providing services abroad
• Sales invoice: for organizations and individuals as follows: 
  • Organizations and individuals declare and calculate VAT using the direct method for the following activities:
    + Selling goods and providing services domestically;
    + International transportation activities;
    + Exporting to duty-free zones and cases considered as exports;
    + Exporting goods and providing services abroad;
  • When organizations and individuals in the duty-free zone sell goods and provide services domestically and when selling goods and providing services between organizations and individuals in the duty-free zone, exporting goods and providing services abroad, the invoice must clearly state “For organizations and individuals in the duty-free zone”.

(According to Article 8 of Decree 123)

4. Organization providing electronic invoice services

Electronic invoice services include:

• Service providing solutions for electronic invoices without codes of the tax authority;
• Service of transmitting electronic invoice data without tax authority code from taxpayer to tax authority;
• Electronic invoice service has code of CQT. 

>> Organizations providing services on electronic invoices include:

  1. The organization provides electronic invoice solutions with and without the CQT code for sellers and buyers;

  2. Organize connection to receive – transmit – store electronic invoice data with the tax authority.

(According to Article 92 of the Law on Tax Administration 2019 & Clause 12, Article 3 of Decree 123)

See more:  Circular 78 and Decree 123 regulating electronic invoices

III. Subjects applying electronic invoices

1. Subjects applying electronic invoices with tax authority codes

➤ 5 groups of subjects applying electronic invoices with tax authority codes, including:

• When selling goods or providing services, enterprises and economic organizations must not distinguish the value of each sale or provision of services, except in cases subject to applying invoices without tax authority codes.

(According to Clause 1, Article 91 of the Law on Tax Administration 2019)

• Enterprises that are using uncoded electronic invoices need to switch to using electronic invoices with codes from tax authorities.

(According to Clause 1, Article 5, Circular 78)

• High tax risk businesses: 
  • Taxpayers are eligible to use electronic invoices without codes if they are identified as having high tax risks;
  • Upon being notified by the tax authority about the conversion to using electronic invoices with tax authority codes, the conversion to using electronic invoices with tax authority codes must be made within 10 working days.

(According to Clause 1, Article 13, Decree 123 & Clause 2, Article 5, Circular 78)

• Households and individual businesses: 
  • Households and business individuals who implement accounting and pay taxes according to the declaration method must use electronic invoices;
  • If households and individuals doing business pay taxes according to the lump sum method and request to use invoices, the tax authority will issue individual electronic invoices for each occurrence;
  • Households and individuals doing business declare taxes on each occasion if they request to use invoices, the tax authority will issue individual electronic invoices on each occasion.

(According to Clause 3 Clause 4 Article 91 Law on Tax Administration 2019;
Clause 2 Article 13 Decree 123; Clause 2 Article 6 Circular 78)

• Enterprises, economic organizations, and other organizations that are approved by tax authorities to issue electronic invoices with codes for each occurrence to deliver to customers.

 (According to Clause 4, Article 91 of the Law on Tax Administration 2019 and Clause 2, Article 13 of Decree 123)

 

➤ Electronic invoices have codes issued by the tax authority for each occurrence:

>> Issue electronic invoices with codes from the tax authority for each occurrence as sales invoices in the following cases:

• Households and individuals doing business as prescribed in Clause 4, Article 91 of the Law on Tax Administration 2019 do not meet the conditions for using electronic invoices with tax authority codes but need invoices to deliver to customers;
• Organizations that do not conduct business but have transactions to sell goods and provide services;
• Enterprises that have been dissolved, bankrupt, or have had their tax codes terminated and liquidate assets need invoices to deliver to buyers;

(According to Article 13 of Decree 123)

• Enterprises, economic organizations, households and business individuals subject to value added tax payment by direct method are in the following cases: 
  • Ceasing business operations but not completing the procedures to terminate the tax code validity, resulting in liquidation of assets requiring invoices to be delivered to the buyer;
  • Temporary suspension of business operations requires invoices to be delivered to customers to perform contracts signed before the date the tax authority announced temporary suspension of business operations;
  • Enforced by tax authorities to stop using invoices.

  ( Article 13 of Decree 123)

>> Issuing electronic invoices with codes from the tax authority for each occurrence is a value added invoice:

• Enterprises, economic organizations, and other organizations subject to value-added tax payment by the deduction method fall into the following cases: 
  • Ceasing business operations but not completing the procedures to terminate the tax code validity, resulting in liquidation of assets requiring invoices to be delivered to the buyer;
  • Temporary suspension of business operations requires invoices to be delivered to customers to perform contracts signed before the date the tax authority announced temporary suspension of business operations;
  • Enforced by tax authorities to stop using invoices.

  ( Article 13 of Decree 123)

• Organizations and state agencies that are not subject to VAT under the deduction method and auction assets, in case the winning auction price is the selling price including VAT clearly announced in the auction dossier approved by the competent authority, shall be issued a VAT invoice to give to the buyer.

  ( Article 13 of Decree 123)

2. Subjects applying electronic invoices without tax authority codes

According to regulations, electronic invoices without tax authority codes are used when selling goods and providing services, regardless of the value of each sale of goods or provision of services (except for cases with high tax risks as prescribed by the Minister of Finance and cases of registration to use electronic invoices with tax authority codes) for:

• Enterprises operating in 15 fields specified in Clause 2, Article 91 of the Law on Tax Administration 2019

(Clause 2, Article 91 of the Law on Tax Administration 2019 & Article 13 of Decree No. 123)

• Enterprises and economic organizations that have or will conduct transactions with tax authorities by electronic means, build information technology infrastructure, have accounting software systems, electronic invoice software that meet the requirements for creating, looking up electronic invoices, storing electronic invoice data according to regulations and ensuring the transmission of electronic invoice data to buyers and to tax authorities.

(Clause 2, Article 91 of the Law on Tax Administration 2019 & Article 13 of Decree No. 123)

• Enterprises in high-risk tax cases switch to using electronic invoices with tax authority codes, but after 12 months from the time of switching to using electronic invoices with tax authority codes, if taxpayers need to use electronic invoices without codes

  ( Clause 2, Article 5, Circular 78)

3. Invoices are generated from cash registers that are connected to electronic data transfer with tax authorities .​​

Enterprises, households and individuals doing business and paying taxes according to the declaration method with activities of providing goods and services directly to consumers according to the business model (commercial centers, supermarkets, retail of consumer goods, food and beverage, restaurants, hotels, retail of modern medicine, entertainment services and other services) are allowed to choose and use electronic invoices generated from cash registers with electronic data transfer connection to tax authorities or electronic invoices with codes or electronic invoices without codes of tax authorities.

 ( Article 8 Circular 78)

IV. Regulations on registration and change of registration content for using electronic invoices

1. Regulations on registration for using electronic invoices

Before using electronic invoices, enterprises, economic organizations, other organizations, households and business individuals who are not subject to stopping the use of invoices as prescribed in Clause 1, Article 16 of Decree 123 must register to use electronic invoices.                        

(Clause 1, Article 15, Decree 123)

1.1. Regulations on cases of stopping the use of electronic invoices

Applicable to enterprises, economic organizations, other organizations, households and business individuals in the following cases:

• Termination of tax code validity;
• Tax authorities verify and notify non-operation at registered address;
• Notify the competent state management agency of temporary suspension of business;
• Enforce tax debt collection by stopping the use of electronic invoices;
• The act of using electronic invoices to sell smuggled goods, prohibited goods, counterfeit goods, goods that infringe intellectual property rights is detected by competent authorities and reported to the tax authority;
• The act of creating electronic invoices for the purpose of short-selling goods and services to appropriate money;
• The business registration authority or competent authority requests the temporary suspension of a conditional business line due to the entity not meeting the business conditions;
• In case, through the results of inspection and examination, the tax authority determines that the enterprise was established to conduct illegal purchase and sale, use electronic invoices or illegally use electronic invoices to evade taxes according to regulations, the tax authority shall issue a decision to stop using electronic invoices; the enterprise shall be handled according to the provisions of law.

(Article 16 of Decree 123)

1.2. Instructions for registering information to use electronic invoices (With or without tax authority code )

Register to use electronic invoices through an organization providing electronic invoice services (applicable to cases of using electronic invoices with or without a tax authority code)

>> Except for the following 2 cases :

1. Using invoices with tax authority codes does not require service fees;

2. Organize the connection to transfer electronic invoice data by sending it directly to the tax authority.

(Clause 1, Article 15, Decree 123)

1.3. Tax authority response

Within 01 working day from the date of receiving the registration for using electronic invoices, the tax authority is responsible for sending an electronic notice via the organization providing electronic invoice services or sending an electronic notice directly to the enterprise, economic organization, other organization, household, or individual business regarding acceptance or non-acceptance of the registration for using electronic invoices.

(Clause 2, Article 15, Decree No. 123)

1.4. Accept registration to use electronic invoices

From the time the tax authority accepts the registration for using electronic invoices according to the provisions of Decree No. 123, enterprises, economic organizations, other organizations, households and business individuals must stop using electronic invoices that have been announced for issuance according to previous regulations, and destroy paper invoices that have been announced for issuance but have not been used (if any).

(Clause 2 & 3, Article 15, Decree No. 123)

2. Change registered information to use electronic invoices

• In case of any change in the registered content for using electronic invoices in Clause 1, Article 15 of Decree No. 123, enterprises, economic organizations, other organizations, households and business individuals shall make changes to the information and send it back to the tax authority according to Form No. 01/DKTĐ-HDDT, except in the case of stopping the use of electronic invoices as prescribed in Clause 1, Article 16 of Decree No. 123;
• Within 01 working day from the date of receiving form No. 01/DKTĐ-HDĐT regarding changes in registered information for using electronic invoices, the tax authority is responsible for sending an electronic notice regarding acceptance or non-acceptance of changes in registration information.

(Clause 2 & 4, Article 15, Decree No. 123)

Reference:  Registering for electronic invoices according to Decree 123 and Circular 78

V. Electronic Invoicing

1. Principles of electronic invoicing

The 5 principles of electronic invoicing include:

1. When selling goods or providing services, the seller must issue an electronic invoice to deliver to the buyer (including cases of goods and services used for promotion, advertising, samples; goods and services used for giving, presenting, exchanging, paying in lieu of salary to employees and internal consumption (except for goods circulated internally to continue the production process); exporting goods in the form of loans, lending or returning goods), regardless of the value of each sale of goods or provision of services;
2. Must fully record the content according to the provisions of Article 10 of Decree 123;
3. Must follow the standard data format of the tax authority as prescribed in Article 12 of Decree 123;
4. Correct registration information as prescribed in Article 15 of Decree No. 123;
5. Not subject to the case of stopping the use of electronic invoices by tax authorities as prescribed in Clause 1, Article 16 of Decree No. 123.

(Clause 1, Article 90 of the Law on Tax Administration 2019, Clause 1, Article 4 of Decree No. 123)

2. Create invoices with tax authority codes

• Enterprises, economic organizations, other organizations, households, and business individuals subject to applying for invoices with codes, if accessing the General Department of Taxation’s Electronic Information Portal to create invoices, must: 
  • Step 1 : Access the Electronic Information Portal of the Corporation;
  • Step 2 : Use the account granted upon registration to create invoices for selling goods and providing services, sign the created invoices and send the invoices to the tax authority for code issuance;
  • Step 3 : The General Department of Taxation’s invoice code issuance system automatically issues invoice codes and returns the invoice code issuance results to the sender;
  • Step 4 : Send the invoice with CQT code to the buyer.

(Clause 1, Article 17, Decree No. 123)

• In case of using electronic invoices with tax authority codes through an organization providing electronic invoice services: 
  • Step 1 : Access the website of the organization providing electronic invoice services or use the unit’s electronic invoice software;
  • Step 2 : Create invoices for selling goods and providing services, sign the created invoices and send the invoices through the electronic invoice service provider so that the tax authority can issue codes for the created invoices;
  • Step 3 : The General Department of Taxation’s invoice code issuance system automatically issues invoice codes and returns the invoice code issuance results to the sender;
  • Step 4 : Send the invoice with CQT code to the buyer.

3. Create electronic invoices without CQT code

• Enterprises and economic organizations are allowed to use electronic invoices without tax authority codes when selling goods and providing services after receiving approval notice from tax authorities;
• Enterprises and economic organizations use software to create electronic invoices when selling goods and providing services, digitally sign electronic invoices and send them to buyers electronically according to the agreement between the seller and the buyer, ensuring compliance with the provisions of law on electronic transactions.

(Article 18 of Decree 123)

4. Create electronic invoices with the CQT code initiated from cash registers with electronic data transfer connection to the CQT

5. Time of electronic invoice creation

• Sale of goods: Is the time of transferring ownership or right to use goods, regardless of whether money has been collected or not;
• Service provision: Is the time of completion of service provision regardless of whether payment has been received or not;
• In case of collecting money before or during the provision of services, the time of invoice issuance is the time of collection (excluding cases of collecting deposits or advances to ensure the performance of contracts for providing services: Accounting, auditing, financial consulting, tax; valuation; survey, technical design; consulting supervision; construction investment project preparation)

 (Article 9 of Decree No. 123/2020/ND-CP)

• In case of multiple deliveries or handover of each item or service stage, each delivery or handover must include an invoice for the corresponding volume and value of goods and services delivered;
• Some specific cases : 14 cases from point a to o, Clause 4, Article 9, Decree 123 and Article 6, Circular 78.

6. Contents of electronic invoice

• Invoice name: The name of each type of invoice specified in Article 8 of this Decree is shown on each invoice, such as: Value added invoice, value added invoice cum tax refund declaration, value added invoice cum receipt, sales invoice, public property sale invoice, stamps, tickets, cards, national reserve sales invoice;
• Invoice number symbol, electronic invoice symbol;
• Invoice number;
• Name, address, tax identification number of the seller;
• Name, address, tax identification number of the buyer;
• Name, unit, quantity, unit price of goods and services, total amount excluding VAT, VAT rate, total VAT amount by each tax rate, total VAT amount, total payment amount…

            (Article 10 of Decree No. 123; Article 4 of Circular No. 78)

6.1. Indicators for denominator symbol, electronic invoice symbol : includes 7 characters

➤ Denominator symbol:

• No. 1: Reflects the type of value-added electronic invoice;
• Number 2: Reflects the type of electronic sales invoice;
• No. 3: Reflecting the type of electronic invoice for selling public assets (new point);
• No. 4: Reflecting the type of electronic invoice for national reserve sales (new point);
• Number 5: Reflects other types of electronic invoices such as electronic stamps, electronic tickets, electronic cards, electronic receipts or other electronic documents with other names;
• Number 6: Reflects electronic documents used and managed such as invoices including electronic internal transport and warehouse delivery notes, and warehouse delivery notes for goods sent to agents for sale.

6.2. Quantity of goods and services

• The seller writes the quantity in Arabic numerals based on the unit of measurement on the invoice;
• For specific goods and services such as electricity, water, telecommunications services, information technology services, television services, postal and delivery services, banking, securities, and insurance that are sold in a certain period, the invoice must specifically state the period of provision of goods and services;
• For services that are exported periodically, a list of goods and services sold can be used, along with the invoice; the list is kept with the invoice to serve the inspection and comparison of competent authorities.

6.3. Invoice creation time and digital signature time on electronic invoices

• The time of invoice issuance is implemented according to the instructions in Article 9 of Decree No. 123 and is displayed in the format of day, month, year of the calendar year;
• The time of digital signature on the electronic invoice is the time when the seller or buyer uses the digital signature to sign the electronic invoice, displayed in the format of day, month, year of the calendar year. In case the electronic invoice has a digital signature time on the invoice that is different from the time of invoice creation, the tax declaration time is the time of invoice creation.

6.4. In some cases, electronic invoices do not necessarily have full content.

• Electronic invoices do not necessarily require the buyer’s electronic signature (including cases of issuing electronic invoices when selling goods or providing services to customers abroad);
• For electronic invoices issued by tax authorities for each occurrence, it is not necessary to have the digital signature of the seller or buyer;
• For electronic invoices for sales at supermarkets and shopping malls where the buyer is an individual who is not in business, the invoice does not necessarily have to include the name, address, and tax code of the buyer;
• For the first electronic invoice for selling gasoline to individual customers who are not in business, it is not necessary to have the following indicators on the invoice: invoice number, invoice symbol, invoice number; name, address, tax code of the buyer, electronic signature of the buyer; digital signature, electronic signature of the seller, value added tax rate;
• For electronic invoices in the form of stamps, tickets, and cards, the invoice does not necessarily have to have the seller’s digital signature (except in cases where stamps, tickets, and cards are electronic invoices with codes issued by tax authorities), buyer criteria (name, address, tax code), tax amount, and value-added tax rate. In cases where electronic stamps, tickets, and cards have available face values, it is not necessary to have criteria for unit of calculation, quantity, and unit price;
• For invoices of construction and installation activities; activities of building houses for sale with payment collection according to progress according to the contract, the invoice does not necessarily have to have the unit of calculation, quantity, or unit price; 
• Some other cases as prescribed in Clause 14, Article 10 of Decree No. 123. 

6.5. The content of the electronic invoice with the tax authority’s code is initiated from a cash register that has an electronic data transfer connection with the tax authority.

7. Authorization to create electronic invoices

The seller of goods and service provider is an enterprise, economic organization or other organization that is authorized to authorize a third party that is affiliated with the seller, is eligible to use electronic invoices and is not subject to the suspension of electronic invoices as prescribed in Article 16 of Decree No. 123 to issue electronic invoices for the sale of goods and services. The affiliated relationship is determined according to the provisions of the law on tax administration.

(Clause 7, Article 4, Decree No. 123, Article 3, Circular 78)

8. Use electronic invoices, internal delivery and transportation vouchers, delivery vouchers for goods sent to agents for sale (some specific cases)

• In case of receiving import of goods on consignment;
• In case of export of goods;
• Business establishments declaring and paying value added tax according to the deduction method have exported goods and services (including establishments processing export goods);
• Export and transfer goods to dependent accounting establishments, export goods to establishments that act as agents to sell at the right price, and receive commission;
• Organizations and individuals exporting goods for mobile sale;
• In case of capital contribution by assets of organizations and individuals doing business in Vietnam to establish an enterprise;
• In case of transferring assets between dependent accounting member units;
• In case of assets transferred between independent accounting units.

  (Clause 3, Article 13, Decree No. 123)

VI. Transfer of electronic invoice data

1. Electronic invoice with tax authority code

• To the tax authority: Sellers of goods and service providers transfer data when creating electronic invoices for the sale of goods and provision of services to send to the tax authority for code issuance;
• To the buyer: The seller of goods and services sends an electronic invoice with a tax authority code to the buyer immediately after receiving the electronic invoice with a tax authority code.

 (Article 21 of Decree No. 123)

2. Electronic invoices without tax authority codes

2.1. Data transmission to tax authorities

>> Method of transferring electronic invoice data according to the Electronic Invoice Data Summary Table (Form No. 01/TH-HDDT) with the same deadline for submitting VAT declaration:

• Applicable objects: 
  • Providing services in 5 fields: Post and telecommunications, insurance, finance and banking, air transport, securities;
  • Selling goods such as electricity and clean water if there is information about the customer code or tax code of the customer.
• In case invoices are issued for the total revenue of the non-business individual buyer arising during the day or month according to the detailed list, the seller only sends the electronic invoice data (without the detailed list) to the tax authority;
• Particularly in the case of selling gasoline to customers, the seller synthesizes data of all gasoline sales invoices during the day by each item to display on the electronic invoice data summary table and transfers this electronic invoice data summary table on the same day or in the case where the seller and the buyer have an agreement to simultaneously send the invoice to the tax authority when sending the invoice to the buyer.

 (Clause 3, Article 22, Decree 123, Clause 3, Article 6, Circular No. 78)

>> The method of transferring full invoice content applies to cases of selling goods and providing services that do not fall into the above cases.

• Send electronic invoices to tax authorities no later than the same day they are sent to the buyer. 

 (Clause 3, Article 22, Decree 123, Clause 1, Article 6, Circular No. 78)

2.2. Transfer data to electronic invoice buyers

• After completing all the contents on the invoice, the seller sends the invoice to the buyer. 

 (Clause 3, Article 22, Decree 123, Clause 1, Article 6, Circular No. 78)

2.3. Format and form of sending electronic invoices to tax authorities

• Enterprises and economic organizations shall transfer electronic invoice data to tax authorities in the data format prescribed in Article 12 of Decree No. 123 and instructions of the General Department of Taxation by sending directly (in cases that meet the requirements on data connection standards) or sending through an organization providing electronic invoice services. 

 (Clause 3, Article 22, Decree 123)

2.4. Troubleshooting electronic invoices with codes from the tax authority

>> Seller problem :​

• Contact CQT or service provider for support;
• During troubleshooting: Taxpayers go to the direct management agency to use electronic invoices with the agency code.

(Article 20 of Decree No. 123)

>> CQT’s code issuance system has problems

• TCT switches to the Backup system , notifies on the TCT’s electronic information portal, selects an organization providing services on electronic invoices that is qualified to authorize the issuance of electronic invoice codes;
• During the troubleshooting period: The tax authority sells printed invoices (paper invoices) to the taxpayer;
• After the problem is resolved, the tax authority shall issue a Notice for the taxpayer to continue using electronic invoices with the tax authority’s code. At the same time, the taxpayer must send to the tax authority a Report on the use of paper invoices purchased from the tax authority (Form No. BC26/HD Appendix IA Decree 123/2020/ND-CP) no later than 02 working days from the date the tax authority issues the Notice.

>> The technical infrastructure system of the organization providing electronic invoice services is faulty.

• The organization is responsible for notifying the seller and coordinating with the General Department of Taxation to resolve the issue as quickly as possible.

(Article 20 of Decree No. 123)

2.5. Troubleshooting electronic invoices without CQT code

>> The electronic information portal of the Corporation has a technical error and cannot receive data on invoices without codes:

• TCT announces on the TCT’s Electronic Information Portal that during this time, enterprises or organizations providing electronic invoice services temporarily do not transfer electronic invoice data without codes to the tax authority;
• Within 02 working days from the date of the Notice on the Electronic Information Portal of the General Department of Taxation returning to normal operation, the enterprise/organization providing electronic invoice services shall transfer data to the tax authority.

(Article 20 of Decree No. 123/2020/ND-CP)

VII. Handling of erroneous electronic invoices

NOTIFICATION FORM

E-INVOICE HAS ERRORS

( Form No. 04/SS-HDDT)

Processing of electronic invoices, summary tables of electronic invoice data sent to tax authorities have errors in some cases

(Article 7 , Circular No. 78/2021/TT-BTC )

>> In case the established electronic invoice has errors, the seller shall handle as follows:

• Select to notify adjustment of each invoice or multiple invoices for invoices that have been issued with errors that require re-issuance of codes or need to be processed in the form of adjustment or replacement. The notification is sent to the tax authority no later than the last day of the VAT declaration period in which the adjusted invoice is generated;
• After adjustment or replacement, if the error continues the next time, handle it as the first error;
• In case the Value indicator on the Invoice is incorrect, create an adjustment invoice. If the adjustment increases, write a plus sign (+), if the adjustment decreases, write a minus sign (-).

(Notice to the Authority according to Form No. 04/SS-HDĐT Appendix IA Decree 123/2020/ND-CP).

See more:  Instructions on how to handle incorrectly written electronic invoices

VIII. Storing or converting electronic invoices into paper invoices 

1. Preservation and storage of electronic invoices

>> Principles of preservation and storage

It is necessary to ensure:

• Safety, security, integrity, completeness, no change, no deviation during the storage period;
• Store correctly and for the full period of time as prescribed by accounting law.

>> Preservation and storage methods:

• Electronic invoices are preserved and stored electronically;
• Agencies, organizations and individuals have the right to choose and apply the form of preserving and storing electronic invoices suitable to the characteristics of their operations and the ability to apply technology;
• Electronic invoices must be ready to print on paper or be looked up upon request.

(Article 6 of Decree 123)

2. Convert established electronic invoices into paper invoices

• Legal electronic invoices are converted into paper invoices and documents when economic and financial operations arise or at the request of tax authorities, auditing, inspection, examination and investigation agencies and in accordance with the provisions of law on inspection, examination and investigation;
• If an electronic invoice is converted into a paper invoice, the paper invoice or document is only valid for keeping records and monitoring according to the provisions of the law on accounting and the law on electronic transactions, and is not valid for transactions or payments, except in cases where the invoice is created from a cash register connected to transfer electronic data to the tax authority.

  (Article 7 of Decree No. 123)

IX. Entry into force and transitional processing