How are the conversion of electronic invoices and electronic documents into paper invoices and documents regulated?
Regulations on converting electronic invoices and electronic documents into paper invoices and documents
According to Article 7 of Decree 123/2020/ND-CP which regulates the conversion of electronic invoices and electronic documents into paper invoices and documents as follows:
- Legally valid electronic invoices and electronic documents can be converted into paper invoices and documents upon the occurrence of economic or financial transactions or upon the request of tax authorities, audit agencies, inspection agencies, or investigative agencies, and as prescribed by the law on inspection, audit, and investigation.
- The conversion of electronic invoices and electronic documents into paper invoices and documents must ensure consistency between the contents of the electronic invoices and documents and the paper invoices and documents after the conversion.
- When electronic invoices and documents are converted into paper invoices and documents, the paper invoices and documents are only valid for record-keeping purposes according to the law on accounting and electronic transactions, and are not valid for transactions or payments, except in cases where invoices are generated from a cash register connected with the tax authority's electronic data transmission system as stipulated in Decree 123/2020/ND-CP.
Regulations on converting electronic invoices and electronic documents into paper invoices and documents
How to register the use of electronic invoices with tax authority codes generated from cash registers
In Section 4 of Official Dispatch 15461/CTTPHCM-TTHT, 2022, the Ho Chi Minh City Tax Department provides guidance on how to register for the use of electronic invoices generated from cash registers as follows:
The registration of new or updated information is carried out according to Form No. 01/DKTD-HDDT issued together with Decree 123/2020/ND-CP.
- For taxpayers using electronic invoices for the first time and subject to the use of electronic invoices with tax authority codes generated from cash registers, registration must be done through an electronic invoice service provider.
- For taxpayers who have successfully registered to use electronic invoices and wish to register to use electronic invoices with tax authority codes generated from cash registers, they must update their registration information through an electronic invoice service provider or on the website https://hoadondientu.gdt.gov.vn.
How should electronic invoices, electronic documents, and pre-printed invoices by the tax authority be stored and preserved?
According to Article 6 of Decree 123/2020/ND-CP regarding the storage and preservation of invoices and documents, the regulations are as follows:
Storage and preservation of invoices and documents
1. Invoices and documents must be stored and preserved to ensure:
a) Safety, confidentiality, integrity, completeness, and no changes or errors during the storage period;
b) Compliance with the storage period as prescribed by accounting laws.
2. Electronic invoices and electronic documents are stored and preserved by electronic means. Agencies, organizations, and individuals are entitled to choose and apply the method of storing and preserving electronic invoices and documents suitable to their operational characteristics and technology application capacity. Electronic invoices and documents must be ready to be printed or retrieved upon request.
3. Pre-printed invoices by the tax authority, self-printed or pre-printed documents must be stored and preserved according to the following requirements:
a) Unissued invoices and documents must be stored and preserved in warehouses according to storage and preservation policies for valuable documents;
b) Issued invoices and documents in accounting units must be stored according to regulations on the storage and preservation of accounting documents;
c) Issued invoices and documents in organizations, households, and individuals not operating as accounting units must be stored and preserved as private assets of those organizations, households, and individuals.
Invoices and documents must be stored and preserved to ensure:
- Safety, confidentiality, integrity, completeness, and no changes or errors during the storage period;
- Compliance with the storage period as prescribed by accounting laws.
Among them, electronic invoices and electronic documents are stored and preserved by electronic means. Agencies, organizations, and individuals are entitled to choose and apply the method of storing and preserving electronic invoices and documents suitable to their operational characteristics and technology application capacity. Electronic invoices and documents must be ready to be printed or retrieved upon request.
For pre-printed invoices by the tax authority, self-printed or pre-printed documents must be stored and preserved according to the following requirements:
- Unissued invoices and documents must be stored and preserved in warehouses according to storage and preservation policies for valuable documents.
- Issued invoices and documents in accounting units must be stored according to regulations on the storage and preservation of accounting documents.
- Issued invoices and documents in organizations, households, and individuals not operating as accounting units must be stored and preserved as private assets of those organizations, households, and individuals.
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