What is the e-invoice format? What are regulations on form number of an e-invoice in Vietnam?

What are regulations on form number of an e-invoice in Vietnam?

Based on Article 4 of Circular 78/2021/TT-BTC which regulates e-invoices as follows:

Form number, invoice symbol, and invoice copy name

1. e-Invoice

a) The invoice model number symbol of an e-invoice is a character with a single natural digit represented by the numbers 1, 2, 3, 4, 5, 6 to reflect the type of e-invoice as follows:

- Number 1: Reflects the value-added e-invoice type;

- Number 2: Reflects the sales e-invoice type;

- Number 3: Reflects the public asset sales e-invoice type;

- Number 4: Reflects the national reserve goods sales e-invoice type;

- Number 5: Reflects other e-invoice types like e-stamps, e-tickets, e-cards, e-payment vouchers, or other e-documents named differently but having the content of an e-invoice as prescribed in Decree No. 123/2020/ND-CP;

- Number 6: Reflects e-documents used and managed like invoices including internal transport e-delivery notes and e-delivery notes for goods sent for sale by agents.

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Thus, it can be seen that the invoice model number symbol of an e-invoice is prescribed as natural numbers 1, 2, 3, 4, 5, 6 to reflect the type of e-invoice.

What is the e-invoice format? What are regulations on form number of an e-invoice in Vietnam? (Image from the Internet)

What is the e-invoice format in Vietnam?

According to Article 12 of Decree 123/2020/ND-CP it is stipulated as follows:

e-Invoice Format

1. The format of an e-invoice is a technical standard that specifies the data type and data length of information fields for the purpose of transmission, storage, and display of e-invoices. The format of e-invoices uses the eXtensible Markup Language (XML), which is created to share e-data between information technology systems.

2. The format of an e-invoice consists of two components: the component carrying business data of the e-invoice and the component carrying digital signature data. For authenticated e-invoices, there is an additional component containing data related to the tax authority code.

3. The General Department of Taxation develops and announces the business data component of e-invoices, the digital signature data component, and provides tools to display the contents of e-invoices according to this Decree.

4. Organizations and enterprises selling goods and providing services when transmitting e-invoice data to the tax authority via direct transmission must meet the following requirements:

a) Connect with the General Department of Taxation through a dedicated channel or MPLS VPN Layer 3 channel, including one primary transmission channel and one backup transmission channel. Each channel must have a minimum bandwidth of 5 Mbps.

b) Use Web Services or Message Queue (MQ) with encryption as methods to connect.

c) Use the SOAP protocol to package and transmit data.

5. An e-invoice must fully and accurately display all contents to ensure no misleading interpretation, allowing the buyer to read it electronically.

Thus, referring to the above regulation, an e-invoice must fully and accurately display all its contents.

What are principles of authenticated e-invoices in Vietnam?

Based on Article 8 of Circular 78/2021/TT-BTC which regulates e-invoices as follows:

Authenticated e-invoices generated from POS cash registers that are digitally connected to tax authorities

1. authenticated e-invoices generated from POS cash registers that are digitally connected to tax authorities ensure the principles stated in Article 11 of Decree No. 123/2020/ND-CP.

2. Enterprises, households, and individuals conducting business that pay taxes via the declaration method with direct service delivery to consumers (in business models such as shopping centers, supermarkets, consumer goods retail, dining, restaurants, hotels, retail pharmaceutical sales, recreational services, and other services) can choose to use e-invoices generated from POS cash registers with data connection to tax authorities or e-invoices with or without codes.

3. authenticated e-invoices generated from POS cash registers with data connection to tax authorities contain the following contents:

a) Seller's name, address, and tax identification number;

b) Buyer’s information if requested (personal identification number or tax identification number);

c) Name of goods/services, unit price, quantity, payment price. For organizations or enterprises paying taxes by the deduction method, they must specify the selling price without VAT, VAT rate, VAT amount, total payment with VAT;

d) Invoice issuance date;

e) Tax authority code.

4. The solution for issuing tax authority codes on e-invoices generated from POS cash registers with data connection to the tax authority: Tax authority codes are automatically issued, using a character range for each business establishment as stated in Clause 2 of this Article, when registering to use authenticated e-invoices generated from POS cash registers and ensuring no duplication.

5. Responsibility of the General Department of Taxation

a) Develop and publish the data component of authenticated e-invoices generated from POS cash registers that are digitally connected to tax authorities, transmission, and reception methods with tax authorities according to the provisions in Article 12 of Decree No. 123/2020/ND-CP, and guide taxpayers to connect, and transmit e-invoice data to taxation authorities;

b) Direct the Tax Departments of provinces and cities to base on the actual subjects in the area to lead cooperation with relevant units to develop a plan for connecting cash register information to manage retail sales revenue from households and individuals to report to the General Department of Taxation for submission to the Ministry of Finance for approval after agreement with the People's Committees of provinces and cities for implementation;

c) Develop a roadmap to implement authenticated e-invoices generated from POS cash registers with data connection to tax authorities according to this Article;

d) Guide the implementation of the use of tax authority codes issued for authenticated e-invoices generated from POS cash registers with data connection to tax authorities for participation in awards.

6. Responsibility of sellers when using authenticated e-invoices generated from POS cash registers with data connection to tax authorities:

a) Register to use authenticated e-invoices generated from POS cash registers with data connection to tax authorities according to the provisions in Article 15 of Decree No. 123/2020/ND-CP;

b) Issue authenticated e-invoices generated from POS cash registers according to the regulations in Article 11 of Decree No. 123/2020/ND-CP and this Article;

c) Be responsible for using the character range of tax authority codes provided when issuing authenticated e-invoices generated from POS cash registers with data connection to tax authorities to ensure continuity and uniqueness;

d) Transfer e-invoice data with tax authority codes generated from POS cash registers to the tax authority on the same day through e-data receiving, transmission, and storage service providers.

authenticated e-invoices generated from POS cash registers with data connection to tax authorities comply with the principles specified in Article 11 of Decree 123/2020/ND-CP, specifically as follows:

Principle 1. Recognize invoices printed from POS cash registers connected to data transmission to tax authorities;

Principle 2. Digital signatures are not mandatory;

Principle 3. Expenditure on purchasing goods/services using invoices (or copies of invoices or retrieving information from the Taxation General Department's e-portal about invoices) created from POS cash registers is considered an expenditure with sufficient legal invoices and documents to determine tax obligations.