What is the requirement of accuracy in contents of electronic records in Vietnam?

What is the requirement of accuracy in contents of electronic records in Vietnam?

Pursuant to the regulations in Article 33 of Decree 123/2020/ND-CP as follows:

Format of Electronic records

1. Format of Electronic Receipts:

The types of receipts specified in point b, clause 1, Article 30 of this Decree must adhere to the following format:

a) The format of electronic receipts uses XML text format (XML is the abbreviation of the English phrase "eXtensible Markup Language" created to share electronic data between information systems);

b) The format of electronic receipts consists of two components: the component containing the business data of the electronic receipt and the component containing the digital signature data;

c) The General Department of Taxation develops and publishes the component containing the business data of electronic receipts, the component containing the digital signature data, and provides tools to display the contents of electronic receipts according to the regulations in this Decree.

2. Format of Electronic records for Personal Income Tax Deductions:

Organizations deducting personal income tax when using records as specified in point a, clause 1, Article 30 of this Decree electronically build their software system to ensure the mandatory contents as prescribed in clause 1, Article 32 of this Decree.

3. Electronic records and electronic receipts must accurately and fully display the contents of the record to ensure there is no misinterpretation, enabling users to read them via electronic devices.

Thus, it can be seen that the requirement for information accuracy in the format of electronic records must accurately and fully display the contents of the record to ensure there is no misinterpretation, enabling users to read them via electronic devices.

What is the requirement of accuracy in contents of electronic records in Vietnam? (Image from the Internet)

What is the application for use of electronic records in Vietnam according to Circular 123?

Based on the regulations in Article 34 of Decree 123/2020/ND-CP as follows:

Registration to Use Electronic Receipts

1. Organizations collecting fees, charges before using electronic receipts according to point b, clause 1, Article 30 shall register for use through the General Department of Taxation's electronic portal.

The registration information follows Form No. 01/DK-BL Appendix IA issued along with this Decree.

The General Department of Taxation's electronic portal receives registration for the use of electronic receipts from organizations collecting fees, charges, and sends a notice according to Form No. 01/TB-TNDK Appendix IB issued with this Decree after receiving registration for the use of electronic receipts to confirm the submission of the registration dossier for using electronic receipts.

2. Within 1 working day from the date of receiving the registration to use electronic receipts, the tax authority is responsible for sending an electronic notice according to Form No. 01/TB-DKDT Appendix IB issued with this Decree to the entities specified in clause 1 of this Article regarding acceptance in the case of valid registration for using electronic receipts, with no errors, or not accepting the registration for using electronic receipts that do not meet the conditions for acceptance or contain errors.

3. From the time of using electronic receipts according to the regulations in this Decree, the organization mentioned in clause 1 of this Article must cancel unused paper receipts and records (if any) according to the regulations.

4. In case of changes in the registered information for using electronic receipts as specified in clause 1 of this Article, the fee and charge collecting organization under the state budget shall make changes and resend it to the tax authority according to Form No. 01/DK-BL Appendix IA issued with this Decree via the General Department of Taxation's electronic portal.

Thus, according to the above regulations, the application for use of electronic records according to Circular 123 is Form No. 01/DK-BL Appendix IA Download.

Do electronic receipts include symbols?

According to the regulations in Article 32 of Decree 123/2020/ND-CP provided as follows:

Contents of records

1. Tax deduction certificates have the following contents:

a) Name of the tax deduction certificate, symbol of the tax deduction certificate template, symbol of the tax deduction certificate, serial number of the tax deduction certificate;

b) Name, address, taxpayer identification number of the submitter;

c) Name, address, taxpayer identification number of the taxpayer (if the taxpayer has a taxpayer identification number);

d) Nationality (if the taxpayer is not a Vietnamese national);

đ) Income, time of income payment, total taxable income, tax deducted; net income;

e) Date, month, year of issuance of the tax deduction certificate;

g) Full name, signature of the income payer.

In cases of using electronic tax deduction certificates, signatures on electronic records are digital signatures.

2. Receipts

a) Types of receipts: Tax fee and charge receipt without pre-printed denomination; tax fee and charge receipt with pre-printed denomination; tax fee and charge receipt.

b) Receipt template symbol and receipt symbol.

Receipt template symbol represents the name of the type of receipt, number of receipt copies, and the serial number of the template in a type of receipt (a type of receipt may have multiple templates).

The receipt symbol is a distinguishing feature using the Vietnamese alphabet and the last two digits of the year.

For printed receipts, the last two digits of the year indicate the year the printed receipts are printed. For self-printed, electronic receipts, the last two digits of the year indicate the year the receipt begins to be used as noted in the issuance notification or the year the receipt is printed.

c) Receipt number is the sequence number shown on the tax fee and charge receipt. Receipt numbers are recorded in Arabic numerals not exceeding 7 digits. For self-printed and printed receipts, the receipt number starts from 0000001. For electronic receipts, the electronic receipt number begins from 1 on January 1 or the day electronic receipts start being used and ends on December 31 annually.

d) Copies of receipts (applied for printed and self-printed receipts) is the number of pages in the same receipt number. Each receipt number must have at least 2 copies or more, in which:

- Copy (part) 1: retained by the collecting organization;

- Copy (part) 2: given to the taxpayer, fee payer;

Subsequent copies are named according to specific uses to serve management under regulatory authority.

đ) Name, taxpayer identification number of the organization collecting tax fees and charges.

e) The type of tax, fee, and charge items and the amount stated in numbers and words.

g) Date, month, year of issuance of the receipt.

h) Signature of the money collector. In the case of using electronic receipts, the signature on the electronic receipt is a digital signature.

i) Name, taxpayer identification number of the organization printing the receipt (in case of printed receipts).

k) Receipts are presented in Vietnamese. If necessary to add a foreign language, the part in the foreign language is placed in parentheses “( )” or right below the line of content written in Vietnamese with a smaller font size than the Vietnamese text.

The numbers recorded on receipts are natural numbers 0, 1, 2, 3, 4, 5, 6, 7, 8, 9.

The currency recorded on the receipt is Vietnam Dong. In case other receivables from the state budget are legally required to be collected in foreign currency, collection is allowed in foreign currency or in Vietnam Dong based on conversion from foreign currency to Vietnam Dong according to the exchange rate specified in clause 4, Article 3 of Decree 120/2016/ND-CP dated August 23, 2016, of the Government regulating details and guidelines for the implementation of certain articles of the Law on Fees and Charges.

In the event of fee/charge collection, if the fee/charge list exceeds the number of lines on a receipt, create an accompanying schedule. The schedule is designed by the fee/charge collecting organization suitable to the characteristics of each type of fee/charge. The schedule clearly states “attached to receipt number... dated... month... year.”

For fee/charge collecting organizations using electronic receipts, in case adjustments are necessary for certain content criteria on electronic receipts to be suitable to reality, the fee/charge collecting organization must communicate with the Ministry of Finance (General Department of Taxation) for guidance before implementation.

In addition to the mandatory information as prescribed in this clause, fee/charge collecting organizations may add other information, including logos, decorative images or advertisements, in accordance with legal regulations, ensuring that they do not obscure or blur mandatory content shown on the receipt. The font size of additional information must not be larger than the font size of mandatory content shown on the receipt.

3. Electronic record display templates follow the guidance in clause 10, Article 4 of Decree 11/2020/ND-CP dated January 20, 2020, of the Government on procedures in the State Treasury sector and related regulations.

Thus, according to these regulations, for each type of tax receipt, there will be different symbols and they will be recorded on electronic receipts as prescribed.