Many businesses have and are taking advantage of platforms such as Shopee to purchase office equipment, consumer goods, catering business activities. With the processes of buying and selling, simple, fast delivery, Shopee become a channel shopping popular not only with individuals but also with organizations, small and medium business.
However, a problem arises so popular that many businesses overlook is: electronic invoice from Shopee – the buyer has actually received a valid invoice to accounting? If not controlled properly, businesses can be faced with the expense is not recorded, are not tax deductible, risks in audits, tax or audit internal.
In this article, AccNet will analyze in-depth the concept of “electronic invoice Shopee buyers” answer the frequently asked questions, guide how to handle to ensure your business is not at risk in the process of deploying system electronic invoice. At the same time, the article will navigate you to the solution, manage bills efficiently helps business sync process – increase the validity – reduce errors.
1. Electronic invoice Shopee buyers, what is? There is evidence from valid?
Understand the right concepts: electronic Invoice Shopee with the role what is buyer?
In fact, many business mistakes that every purchase on Shopee is the default electronic invoice, however this is not true. There are 3 types of vouchers are often encountered when a purchase on Shopee:
- Receipt of order / delivery: Is Shopee attach menu, no legal value to accounting and tax.
- Bill do Shop, create, send by email or attachment package: can be invoices, no code of the tax authority, or does not meet the conditions of the law.
- Bill electronic code of General department of Taxation: This is the type of invoice duly qualified to accounting, deduct the tax.
In summary, the buyer is business must actively check shop has valid invoice no, invoice must ensure:
- Established in the correct format as specified in circular 78/2021/TT-BTC
- Is full of information: name, unit, tax code, goods, money, electronic signature
- Be sent via email or other electronic system, whose authentication code of the tax authority (if the invoice has code)
Bill Shopee can be used to accounting for expenses reasonable?
Only when satisfy the legal conditions, the electronic invoice from Shopee is considered valid for accounting. Specific:
- According to Article 4, Decree 123/2020/ND-CP on business only counted the cost is deducted if there are bills, vouchers legitimate.
- Invoice should reflect trades real name unit buying the right tax code, right value payments.
- Invoice must be set the right time, the right process, not formed after the payment date for too long.
If the bill is only the sales slip in from Shopee, or snapshot via Zalo/email does not have the authentication code shall not be used as evidence from accounting.
Why business should care about electronic invoice Shopee buyer?
Business today is no longer encapsulates the shopping into the house offers traditional. With preferential policies, quick delivery, many businesses have chosen Shopee to buy from stationery, utensils essential to electronic equipment. However:
- Many shop on Shopee is personal business, no VAT invoice.
- Shopee is not the selling party, which is only platform intermediate – bill depends entirely on each shop.
- If the business is not actively requires valid invoice, the high probability there will be no witness from legal to accounting.
This is why the understanding of “electronic invoice Shopee buyer” is mandatory conditions to business:
- Accounting cost right law
- VAT deductible
- Avoid risks in the tax settlement
Why people purchase is a business need electronic bill when shopping on Shopee?
Service accounting – prove the eligible costs
Each account spending in the enterprise are required stock from legal to recorded in bookkeeping, especially the account is tax deductible. When businesses purchase on Shopee, if no bill electronic valid:
- Expenditures will not be included in the cost reasonable when settlement CIT
- Not eligible tax-deductible VAT (if available)
- Cause difficulties for accountants when preparing financial statements
For example, a company buying office printers on Shopee with price 3,500,000 VND. If the shop does not export VAT invoice, this cost can't put into the books, the company will lose the deduction of VAT (10%), the right to recognition of expenses.
Audit requirement – financial transparency – profile tax refund
In the internal audit, independent audit or inspection from the tax authorities, the electronic invoice is base required to prove the legality of payments.
- If no invoice matching, the cost is easily removed from the report, affecting business results, reputable business.
- A number of purchases from Shopee can serve for investment projects, promotions, or tools – if there is no evidence from clear, will not complete and valid dossier, to settlement or tax refund.
Electronic data is the trend of financial management of business
Transition from paper invoices to electronic invoices comprehensive, not only is a mandatory requirement from the law but also the trend in modern management.
- Purchase on Shopee also need to be put into the data stream electronic invoice, to avoid fragmentation of information systems.
- If you use invoicing software, electronic business can integrate invoice data from Shopee, check – compare – centralized storage, avoid risk of lost, save personnel.
2. Business purchase how to get electronic invoice Shopee buyer valid?
For businesses often purchase goods, supplies or equipment consumer service work on platforms like ecommerce Shopee, the obtained electronic invoice Shopee buyers is the key factor to accounting, tax declaration, right, law. However, this process is not fully automatic or guarantee if the business is not actively done the right way. Here are detailed instructions from reality:
Step 1. Clearly define the purpose of purchase to request an invoice right from the start
Before ordering, businesses need to clearly define the order require the use of for accounting purposes – tax or not. If yes, the request valid VAT invoices, need to be done right from the first step, namely:
- When selecting products, so check the description of the seller or the faq section to see the seller that support VAT invoice can be issued or not.
- If no information is public, should be proactive message shop before ordering, ask for confirmation:
- It appears VAT invoice not?
- If yes, bill is the type of bill electronic code of the tax authority, or only the votes internal sales?
- Time, the way bill how?
Note: Many of the shop, though business is still only invoice usually there is no tax code or do not meet the correct form according to the regulations. Business need specific verification to avoid ordering mistakenly.
Step 2. Priority to purchase from the sellers reputation, registration of legal entities
Not all sellers on Shopee is all business. In fact, the majority of the shop operations in the form of personal business, no obligations invoice value. So, to ensure the rights, enterprises should:
- Prioritize the shop labeled "Shopee Mall", "genuine", or shop have the company name clearly - This is often the sales are legal entities, have the ability to invoice properly regulated.
- Tra cứu tên doanh nghiệp hoặc mã số thuế trên Cổng thông tin Thuế điện tử - Nhập tên shop trên website: https://tracuunnt.gdt.gov.vn để kiểm tra họ có đăng ký thuế, có nghĩa vụ phát hành hóa đơn hay không.
- See reviews from previous buyers related to bills - Many users often share the experience of taking the bill – to help businesses assess the level of credibility.
Step 3. Provide full information invoice regulations
After placing the order, to receive electronic invoice Shopee buyer valid, the buyer (business) need:
- Proactively send information invoiced to the seller within 3 days from the date of delivery, including:
- Unit names (correct name registered on licenses)
- Tax code
- Headquarter address
- Email receive electronic invoices
- Name of representative (if required)
- Submit information through:
- Message Shopee (chat directly with shop)
- Or items request an invoice if Shopee integrated on order
Important: this information should be accurate, absolute, because if the wrong tax code or company name, the bill will have no legal value – leads to not tax-deductible.
Step 4. Track, collate invoices after receipt
When the shop send electronic receipts via email or link download accounting business needs to perform:
- Check out the information on the invoice:
- The right business name, tax code, address, content of goods, unit price, tax rate
- There is a number of tax authorities (with bill code)
- Signature of seller's standard format XML or PDF
- Check the date of invoice: should Not be too slow compared to the date of actual delivery. If the duration of the invoice is not reasonable, there can be tax authorities remove.
- Storage bills format: electronic Invoice must be saved in XML format (the original), PDF (version shown) to use for the purpose of declaration – for projectors – report after this.
Step 5. If you do not receive invoice – it should handle like?
In some cases, though, requires, shop still does not send bills or sending the wrong model, the buyer should:
- Contact the shop within 7 days after delivery to remind
- If the time limit, can send a complaint via the support center Shopee or leave public reviews
- With this great value, can refuse to pay or ask for a refund if the invoice is not provided
Step 6. Business need standardized inspection process bills from Shopee
Finally, businesses should build process check out, save the invoice from the platform, e-COMMERCE, in particular:
- Delivery to the accounting department to control the whole orders, request invoice
- Update table status tracking bill: requires – received – valid no
- If there are bills wrong, contact should be adjusted soon, notes in the system
3. The risks if the business does not control electronic invoice Shopee buyers
If not, good control of the taking of the electronic invoice valid when shopping on Shopee, businesses can be faced with many risks, accounting, tax, legal, serious below:
Not recorded cost valid to subject to CIT
In accordance with Article 4, circular 96/2015/TT-BTC, only those expenses have enough bills, vouchers legitimately new is calculated on deductible expenses when determining taxable income. If the business does not have electronic invoice valid when shopping on Shopee, the expenses, the corresponding device type when tax settlement leads to:
- Increase taxable income → Increase the corporate INCOME tax payable;
- Is the tax if the tax authorities on suspicion of fraud in declaring the cost;
- Lost the right to use valid cost though was actually spent.
Non-deductible input VAT (if available)
In case of purchase on Shopee can apply VAT to be deducted, businesses need to have:
- VAT invoices electronically is valid (XML format + PDF);
- Proof of payment non-cash (bank transfers).
If only bill of sale, retail, internal of the seller (not VAT invoices) or bill invalid (missing XML format, there is no code of CQT), then:
- Business loss of the right to deduct input VAT, increases in input costs;
- Cause deviations in accounting, tax reports periodically.
The risk of administrative fines, arrears of tax
Pursuant to Decree 125/2020/ND-CP, the use of the invoice is not valid or no bill when tax declaration can be sanctioned with the following:
- A fine of between vnd 3,000,000 – 5,000,000 if not billed according to regulations;
- Punishment from 8.000.000 – 15,000,000 if billed flaws, but damage to the state budget;
- Tax arrears, money is paid late, interest accrued, if the tax authorities determine the business declaration wrong leads to a lack of tax.
Difficulties in auditing, tax settlement
When business is internal audit or tax settlement, expenses, purchase online no invoice clearly often is “soi” engineering. If not, prove to be:
- The legality and reasonableness of the transaction;
- Origin of goods, information, suppliers, tax code, the seller; The enterprise risk dismissed the entire transaction in the settlement documents.
The risk of buying to contraband, counterfeit, unknown origin
Shopee is an open platform, any individual can also apply for sale of goods. If the business purchases from the shop not registered legal business or not have the ability to export electronic invoice Shopee buyers:
- Easy to buy the wrong goods of unknown origin, not reaching the quality standards;
- If there is a dispute or organ function test business does not have legal grounds protected rights;
- Affect corporate reputation, particularly when goods are used for the production or further distribution.
Affect the transparency of the accounting system
Shopping on Shopee, but no valid invoice that business:
- Recorded cost evidence from non-standard (bill print, email, screenshot...);
- Cause disturbance accounting system – especially in the accounting software standard goods;
- Difficult to collate, check, synthesis, financial statements, especially when transparency is needed for investors, banks or shareholders.
4. Any solution to help businesses manage electronic invoice from the e-COMMERCE more effective?
Set up internal processes when shopping on Shopee
Businesses need to have clear procedures for the purchase of goods via Shopee, including:
- Only allowing the purchase from the shop has the ability to export VAT invoice
- Before ordering, accounting/purchasing staff must contact invoice verification
- After receipt of goods, accounting to collate right with electronic invoices received
- Refusal to pay if the bill is not valid or no bills
May issue internal regulations on the books shop trust or the category of goods allowed to buy through the floor e-COMMERCE.
Connect with software electronic invoice professional
Long-term solution that business need application software to manage electronic invoice professional help:
- Check the storage electronic invoice from Shopee in accordance with the law
- Connect with accounting software, ERP software, auto-sync data
- Warning bills invalid, the bill is duplicate, wrong tax code...
- Support extract reports by month/quarter, service, audit & tax settlement
AccNet eInvoice as a comprehensive solution, not only managing invoices, input and output that also integrates with AccNet ERP, creating ecosystems sync – to help businesses manage the entire process, financial – accounting – tax-efficiently, securely.
ACCNET EINVOICE – INVOICE PROCESSING FAST, COMPACT, NO ERROR Business use AccNet eInvoice report: save from 100 to 300 million/year compared with the traditional invoice 👉 Per flaws on the invoice can cause you to be fined up to tens of millions of >>> Switch to AccNet eInvoice – handle it right from the start! SIGN UP CONSULTATION AND DEMO TODAY
From the perspective of AccNet, purchase, Shopee can bring the flexibility, savings for business, but also potential risk legally if not well controlled electronic invoice. Business need:
- Actively check the seller can invoice valid or not
- Request, track electronic invoice right from the time of placing the order
- Set up internal processes to check – compare – host bill Shopee
- Application software AccNet eInvoice to manage comprehensive bill, connect accounting data
Shopee is becoming a part of operation daily shopping of business. But if only interested in price, speed of delivery, which ignore ensure there electronic invoice Shopee buyers valid business is to get yourself in activities financial – accounting – tax.
By establishing process control, use solution for electronic invoicing AccNet eInvoicebusiness will not only protect the rights, tax legal but also enhance effective governance – building the financial foundation transparent, standardized, ready for sustainable growth.
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