Since the Decree 123/2020/ND-CP, circular 78/2021/TT-BTC, the transition to electronic invoices is no longer an option, which has become mandatory obligations for most businesses in Vietnam. However, the actual implementation shows that many businesses – especially small and medium sized businesses – still struggling in understanding the concepts, processes, as well as choose the right solution for the conversion process. Material transfer paper invoices to electronic invoices complicated? That affect operating current accounting? Choose software to uninterrupted cash flow and manage your stock from?
This article will help you understand the entire route convert standards, from concept to action, from the error should be avoided to hint optimal solution, one of the software electronic invoice standard is more business Vietnam news user.
1. Why business need transfer paper invoices to electronic invoices?
Trend mandatory from the state budget
According to statistics of the General department of Taxation, 100% of businesses are active, are eligible must use electronic bills since January 7/2022. The route was clear – conversion is required if the business wants to continue to release invoicing, tax declaration, compliance with the law. The slow conversion can cause business:
- Not supplied code bill
- Can't declare VAT valid
- Is administrative penalties, disruption to cash flow
Benefits of transformation for business
Not only to comply with the law, converted to electronic invoice bring real value:
- Save printing costs, storage, delivery
- Fast processing – create, sign and send invoices in just a few seconds
- Transparent – easy lookup – convenient for auditing, collated
- Safety data – long-term storage, anti-loss, tampering
- Integrated ERP – accounting software – CRM easy
2. How to convert paper invoices to electronic invoices is what?
This is the part many businesses still yet fully understood, or confusion with the concept of converting the printed version. Let's be clear, each following important points:
Definition according to the law
According to the Decree 123/2020/ND-CP, circular 78/2021/TT-BTC, transfer paper invoices to electronic invoices is the business moved from the use of paper invoices traditional to electronic invoices can code or not to code of the tax authority, through the system software.
Unlike with “switch electronic invoice to the paper” for storage, here is to convert the system – release – archive invoices into electronic form, according to standard legal now.
The business would need to convert?
Almost all the business is active legal in Vietnam were subject to execution to switch to electronic bills, especially:
- Business hasn't apply electronic invoice
- New business establishment or new activities arising bill
- Businesses are using paper bills printing
- Businesses have accounting software but not yet integrated issuing electronic invoices
In particular, businesses are expanding the scale, there are activities related province or directory, the switch to electronic invoicing is mandatory to synchronize data, to comply with the international tax.
Separate the two concepts easily confused
| Concept | Purpose | Impact | Common mistakes |
| Transition to electronic invoicing | Transfer entire system bills into electronic form | Influence the entire process, accounting – tax | Implemented slowly or not rate enough infrastructure |
| Switch electronic invoice to the paper | Print express for storage or presentation | Do not change the invoice system | Confusion between the print function, switching system |
This is the point a lot of businesses out wrong. This article will continue to only get route 6-step switching system bills standards that businesses need done in the next section.
3. Route 6-step transfer paper invoices to electronic invoices standards
To switch to e-bills, not just the “user registration” and then released, which is a process of comprehensive needs assessment, planning, deployment sync. Here are 6 steps core that every business should implement.
Step 1. Assessment of the status and business needs
Businesses need to start with the self-scrutinizing existing system:
- 're using paper bills, printing or has system electronic invoices are not synchronized?
- How many clues released invoices? (branches, warehouses, shops...)
- Accounting data is stored on any software?
- Accounting personnel have ready access to new technology not?
This step is platform when converting paper invoices to electronic invoices to help businesses choose the right solution – especially important if you want to integrate ERP/accounting availability.
Step 2. Prepare record, register to use electronic invoice
According to circular 78/2021/TT-BTC, need to submit a notice of registration to use HĐĐT through the portal of public services of the General department of Taxation, including:
- Registration information invoice template
- Type of bill: there is code or not to code
- Information the office of legal responsibility
New business establishment or business hasn't used HĐĐT should choose the type code of the CQT to ensure transparency.
Step 3. Choose software vendors bill electronic credits
This is the step that can influence long-term ability to operate, the safety of the invoice system in the way transition to electronic invoicing. A reputable supplier should:
- Named in the list are the Total Tax department approved
- Supports both bills have the code, not the code
- Integrated with accounting software, sales, CRM
- Function register number, storage, retrieval, conversion valid
Solution hints: AccNet eInvoice – software electronic invoice of the company shares Information, Lac Viet, licensed valid, have the ability to deeply integrated with the accounting system.
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Step 4. Deploy software, and trained personnel
Don't underestimate the role of training personnel. The deployment of the software should come with the:
- Of creating – the sign – the lookup
- Install the invoice template matching
- Organization of training sessions for the accounting, business, administrative
Step 5. Release test, send invoices
Before applying formally, the need to run try the following steps:
- Invoice template
- Register number sent via email
- Check code bills have received from the tax authority or not
- Lookup bill from the system, the General department of Taxation
This helps to ensure the system stable operation, avoid fault when put into actual operation.
Step 6. Official release, sync system
After the test is stable, the business can issue electronic invoices, official data connection directly to the tax authority.
Note:
- Invoice must be signed number of true authority
- Buyer information must be accurate updates
- Need to establish mechanisms for long-term storage, a standard accounting – tax
4. The mistake COMPANIES often encounter when performing transfer paper invoices to electronic invoices
A lot of business though was applied electronic invoices are still experiencing errors, severe legal or technical, that the bill be rejected or administrative penalties.
Delay in the switch
Many businesses wait until the required inspection and audit or blocked issuing new bills start the conversion.
- Consequences: business interruption, could not issue an invoice for the customer.
- Solution: active, switch soon according to the route issued from the General department of Taxation. Register the software as soon as needs arise.
Select software substandard or missing features
A number of software not connected with the tax authorities, there is no sign valid number, or do not support switch bill of prints legitimate.
- Consequences: the bill is returned, a business must take the processing time back.
- Expert recommendations: Priority software has a certificate from the Tax department, has the ability to connect accounting system.
No training accounting personnel – operating
Lack of training leads to:
- Invoicing wrong information
- Don't know how to handle bills flaws
- Embarrassing when is unscheduled inspections
Solution: Training from the establishment to the sign. Set the standard process internal.
Storage bills are not defined properly
Hosted invoice in the wrong format, no authentication code, or there is no digital signature valid is the serious error. Easy to fines or deny a tax deduction.
5. Long-term benefits when businesses apply transfer paper invoices to HĐĐT
To switch to electronic bills not only help businesses comply with the law, but also bring a lot of value sustainable operation, administration, ability to compete. Here are the outstanding benefits that a system HĐĐT standards can bring to a business.
Optimal cost, processing time
- Transfer paper invoices to electronic invoices save up to 80% of the cost of printing, storing, sending bills
- Shorten set – up – send invoices from hours down to just a few seconds
- Minimize errors manually, thanks to the automatic filling system for data projector
According to the General department of Taxation, more than 95% of businesses transition to electronic invoicing said was shortened from 50 to 80% processor time compared to paper bills.
To increase transparency, the ability to control
- Quick lookup any invoices issued
- Easily manage history edit, delete, replace bills
- Serving the audit, tax inspections more efficiently
Data sync with the accounting system, ERP
Electronic invoices should not stand independently. A powerful system will allow data synchronization with accounting, sales management, inventory management, budgets, create a data flow throughout.
Enhance the ability to convert digital competitiveness
- Create platforms for the step switch next number: eOffice, eContract, eTax
- Help business operate flexibly, support remote work
- Create a professional impression with customers and partners
Any business number bill as soon – as deep and businesses that keep the long term advantage. Transfer paper invoices to electronic invoices is inevitable. But switch right – right new software is the determining factor of success. If the current lack of understanding or taking stuff that doesn't fit, the business is not only fined, but also interrupted cash flow disorders, accounting process, affecting credibility. Expert advice for the business:
- Understand the legal regulation, determine the right business needs
- Select software electronic invoice is certified, has the ability to integrate deep
- Training personnel to operate, the set up process accounting sync
- In particular, let's priority software has full support from the stage of establishment – up – email – save – conversion bill
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- 🏢 Head office: 23 Nguyen Thi huynh, Ward 8, Phu Nhuan District, ho chi minh CITY.CITY
- ☎️ Hotline: 0901 555 063
- 📧 Email: accnet@lacviet.com.vn
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