The tax rules the day as squeeze bills – especially the bill to become one of the accounting documents the most important for business. However, many businesses still encountered the situation of losing invoice input, leading to many legal risks and financial harm. So, when bills head into the lostbusinesses that need to handle such as how to correct the law, no penalty, ensure the rights of taxes? The article below will help you to understand the essence of things, the consequences may encounter, geared to handle the details – all are synthesized from the perspective of a professional business accounting.
1. Bills head into what is lost?
Definition according to the latest regulations
Bills head into the lost is business no longer retain the original or a copy of your invoice input, which is the base to accounting for expenses, deductible value added tax (VAT). According to circular 78/2021/TT-BTC, the Decree 123/2020/ND-CP, invoice input can exist in paper form or electronic, the “lost” includes the case:
- Loss of the invoice original paper received from the seller;
- The bill electronic code of the tax authority due to technical error, unable to lookup the back;
- Bill is damaged, torn, faded information to be used as the accounting documents;
- Not able to present bills on time the settlement check whether before there was bill.
The identification of true essence will help businesses choose the plan dealt with accordingly.
Common cause business loss invoice input
Here are the main causes often lead to the bills head into the lost:
- Process stored lack of control: Teen number system, bills lost when employees leave or change positions.
- Natural disasters, fire: paper Invoice is easy to be destroyed in the incident of force majeure if there is no backup.
- Errors when receiving invoice: Employees receive a wrong email does not store right process, do not sync up accounting software.
- Technical errors with electronic invoices: the System internal storage or platform electronic invoice of supplier error, data loss.
Types of invoices are easy to lose the most
- Invoice cost of services: Internet, water, electricity, software... usually be sent in electronic format via personal email, easy to misplace.
- Invoice from supplier small retail: small vendors no process, release, storage, professional invoices.
- Bill saved on a USB file left: Not synchronized up storage systems, the focus should be high risk if the device is lost or error.
Read more:
2. Handle direction when bills head into the lost – 5-step process in full, the law
The invoice processing input lost't just stop at work, please copy or reconciliation with tax authorities, but also require business compliance processes, regulations, current legislation. Here are 5 steps to handle standard applies to both paper invoices, electronic invoices:
Step 1: take notice bill to tax authorities
As soon as bill detection input is lost, businesses need to submit a notice missing invoice Form TB01/AC issued together with circular 78/2021/TT-BTC. Deadline for submission:
- Within 5 working days from the date of discovery lost.
- Submitted through the Portal of the General department of Taxation or directly at the Tax department management.
The notification promptly will help avoid being viewed as deliberately conceal violations, limiting the maximum level of administrative penalties.
Step 2: Contact with the seller to ask for a copy of the invoice
Decree 123/2020/ND-CP, if invoice is electronic, businesses can request the seller to release the copy of bill electronic code (stating that a copy of the invoice replacement for the original lost).
In the case of paper bills, if I still save at sell-side, the two sides need to set the minutes confirmed lost, shooting stars save the invoice.
Note: Invoice copy only valid value when:
- Have full signature and seal.
- Content coincides with the original, was set up previously.
- Are the two sides confirm the reasons for reissue.
Step 3: Make the minutes confirmed between the two sides
Business, suppliers need to set the minutes confirmed the loss of the bill, stating:
- Invoice information is lost (number, symbols, date...)
- The cause lost.
- Commitment between the two parties about the authenticity of the transaction.
Record should be made in writing, signed by the legal representative, seal the sides to ensure the legal value when the tax settlement.
Step 4: storage alternative explanations when settlement
- Copy invoice + written certification take + notice sent to the tax agency = Ministry of profile replacement for the original invoice.
- This record should be saved along with accounting documents, proof transactions (receipts, contracts, list of received goods,...), to ensure logical, transparent.
In the inspection – audit, this will be important bases to help businesses demonstrate a reasonable cost, avoid being excluded from the settlement.
Step 5: provisioning, recorded a proper accounting of (if not restored)
In case the seller does not cooperate or cannot provide copies, business need:
- Recorded cost no bill under the regime of internal accounting, but do not count the cost valid when calculating the tax.
- Provisioning risks for expenses not enough vouchers according to the instructions in circular no. 200/2014/TT-BTC.
Read more: Invoice maker small deviations are sanctioned according to the tax rules do not?
3. Implications and risks if business loss invoice input
Non-deductible value added tax input
According to Article 15 circular 219/2013/TT-BTC, only deductible input VAT when there is sufficient vouchers valid in which the invoice is a prerequisite. If the invoice input is lost without a valid copy of the substitute business:
- Lost account the VAT should be deducted.
- Increase in the cost of output VAT payable.
- Take financial advantage in the cost structure.
For example: A bill to buy equipment worth 100 million + 10% = 110 million. If you lose the original invoice, the business will lose the right to deduct 10 million VAT.
Not be recorded at the reasonable cost when calculating the corporate income tax
Bills head into the lost synonymous with the business there is no evidence to prove the eligible costs should not be included in deductible expenses, when calculating corporate INCOME tax.
This leads to:
- Taxable profit is the team up, cause financial harm.
- Businesses have to pay corporate INCOME tax higher than the actual incurred costs.
Businesses can be fined on administrative tax
According to the Decree 125/2020/ND-CP, behavior, loss or damage bill will be sanctioned as follows:
| The seriousness of the violation | The fine |
| Take invoice not use | 3 – 5 million |
| Lost invoices issued, delivered customer | 5 – 8 million (increase in number) |
Add to that, if the tax authorities suspect bill input is lost to conceal evasion tax, businesses also can be inspector deeper, dealt with criminal if there are signs of serious violations.
Read more: Loss certificate from the VAT was in under the old rules to solve out why?
4. A number of special cases, and answer frequently asked questions
In fact, businesses can encounter the situation more complicated than theory. Below is the common case, handle direction respectively:
Bill electronic take on the system due to technical error – handling out why?
If the invoice input is lost due to the fault of software vendors bill electronic business need:
- Request supplier data recovery or reissue the invoice from the system (if stored in the cloud).
- Write up a description of the technical errors, there is signature confirmation of unit software provider.
- Attached to the notification takes the invoice sent to the tax agency.
If the software does not have the restore feature, businesses should consider switching to solutions electronic invoice which features backup, sync automatically.
Take bill from years ago – longer deductible/recorded not?
Base Clause 8, Article 14 circular 219/2013/TT-BTC, the business is allowed to deduct input VAT in the 6-month period since may arise (for DN monthly vat declaration) or you (if you file on a quarterly basis).
If the invoice input is lost from years ago, but this new discovery, full profile, replace, businesses can:
- Declare additional in current, if still in term deduction.
- If the limit → non-deductible, can only be accounted for internally.
The seller does not cooperate to provide a copy – business need to do?
In case the seller has dissolved and ceases to exist, or deliberately not offering re-invoice business:
- Need to record internal noted the work, describe the entire process contact, email, text sent.
- Attach evidence from other related contracts, receipts, receipts, lists of goods.
- Recorded cost of internal, but risks are not tax deductible or not at a reasonable cost.
Solution in the long term is to use invoicing software, electronic sync menu to limit depends on the partner.
5. Solution to avoid losing bills input
Instead of to the incident bills head into the lost and then find ways to handle the business is now increasingly preferred to avoid losing bills on the application technology, the system turns process accounting – bills. Here are practical solutions help businesses reduce risks to a minimum:
Storage electronic invoice standard, automatic, according to the law
- Use foundation bill electronic storage capabilities according to standards ISO/IEC 27001, adhere strictly Decree 123/2020/ND-CP, circular 78/2021/TT-BTC.
- Features integrated backup data in real time to help businesses do not lose the bill when the system encountered a problem.
- The system should have the function check valid invoice, duplicate detection, avoid losses bill in the process of data entry.
Integrated software electronic invoice automatically saved
The use of software electronic invoice that will help:
- Automatically identifies, save the invoice input from email, scanner, or software purchase management.
- Synchronized with the system inventory management, purchasing, payment to ensure invoice accompanying documents.
- Alerts for when bills are due declaration but not yet recorded, help accounting't miss.
Hint invoicing software input suitable for business English
Here are some solutions software highlights:
| Software | Feature highlights |
| AccNet eInvoice | System invoice electronic specialized, integrated with accounting software, centralized storage, high security, auto-sync, backup data |
| MISA AMIS | Invoice management input, joint cost, automatic invoice input via email |
| FAST Accounting | Integrated invoice input from many sources, quick report errors |
AccNet eInvoice specifically suit the business needs:
- Storage bill electronic focus, access subdivisions, clear as the role of accounting – control – director.
- Sync input menu with the accounting system AccNet or the ERP system available.
- Automatic alerts when bills are due declaration or missing information, help limit risk to miss.
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Bills head into the lost seemingly is only one small errors in the accounting process, but if not dealt with properly, promptly, business will have to suffer heavy consequences on financial, legal. To protect yourself, your business needs:
- Active processing in the correct 5-step process outlined in the post.
- Hosting, invoice management by dedicated software ensures data safety, easy access.
- Upgrade cognitive skills, professional service of the department of accounting, especially in tax accounting, accounting purchase.
- Choose the right solution accounting software – bill fit, have the ability to synchronize, integrate, prevention of errors.
The investment in invoice management input not only help businesses comply with the law, but also improve operational efficiency, optimize costs in a sustainable way. Experience consultant and free demo now AT THIS!
CONTACT INFORMATION:- ACCOUNTING SOLUTIONS COMPREHENSIVE ACCNET
- 🏢 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
- 🌐 Website: https://accnet.vn/
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