Instructions on reporting on use of internally- and externally-printed receipts in Vietnam

Instructions on reporting on use of internally- and externally-printed receipts in Vietnam (Internet image)

Regarding this issue, LawNet would like to answer as follows:

1. Instructions on reporting on use of internally- and externally-printed receipts in Vietnam

Instructions on reporting on use of internally- and externally-printed receipts in Vietnam according to Article 38 of Decree 123/2020/ND-CP are as follows:

- Every quarter, each collector shall submit report on use of receipts.

The quarterly report on use of receipts must be submitted by the last day of the first month of the quarter following the reporting quarter.

- A report on use of receipts shall contain the following information: The collector’s name, TIN (if any) and address;

Type of receipt; form number and reference number of the receipt; the quantity of unused receipts at the beginning of the period, and the quantity of receipts bought in the period; the quantity of receipts used, cancelled, lost and destroyed in the period; the quantity of unused receipts at the end of the period;

If no receipts are used during the period, the quantity of receipts used in the period specified in the report shall be zero (0).

If the quantity of unused receipts specified in the report on use of receipts in the previous period is zero (0) and no announcement of issue of receipts is made and no receipts are used during this period, the report on use of receipts is not required.

If a third party is authorized to issue receipts, the collector shall still submit report on use of receipts.

The report on use of receipts shall be made using Form No. BC26/BLDT or Form No. BC26/BLG in Appendix IA enclosed with Decree 123/2020/ND-CP.

- A collector that is dissolved, fully or partially divided, merged or has its ownership transferred, it shall submit the report on use of receipts by the same deadline for submission of fee/charge statements.

2. Regulations on issuance of and authorization to issue receipts in Vietnam

Regulations on issuance of and authorization to issue receipts in Vietnam according to Article 37 of Decree 123/2020/ND-CP are as follows:

* Issuance of receipts

An issued receipt must accurately reflect the conducted economic transaction; numbers of receipts shall be issued in ascending order.

Copies of a receipt number must have the same contents. If a receipt contains errors, the cashier shall not tear the erroneous receipt from its counterfoil. If he/she has done so, the erroneous receipt must be retained. The collector’s seal shall be appended to copy 2 of the receipt (which will be given to the payer) at its upper left corner.

* Receipts which are made according to the provisions in Clause 1 of Article 37 of Decree 123/2020/ND-CP are legal records used for payment, accounting and financial statements.

If a receipt is not made according to the provisions in Clause 1 of Article 37 of Decree 123/2020/ND-CP, it shall be not valid for payment, accounting and financial statement.

- Authorization to issue receipts

+ A collector may authorize third party to issue receipts. The authorization to issue receipts must be made in writing and notified to the supervisory tax authorities of the collector and authorized party according to Form No. 02/UN-BLG in Appendix IA enclosed with Decree 123/2020/ND-CP at least 03 working days before receipts are issued by the authorized party;

+ The written authorization must contain adequate information about the receipt to be issued under authorization (format, type, reference number, quantity of receipts (from number…..to number….); purposes and duration of the authorization; method of delivery or installation of receipts (if they are internally printed); method of payment for receipts;

+ The collector shall prepare a notification of authorization which must contain adequate information about the receipt to be issued under authorization, purposes and duration of the authorization as specified in the written authorization, and the name, signature and seal (if any) of the collector’s representative, and send it to the authorized party and send the announcement of issue of receipts to the tax authority; such notification of authorization must be posted at a noticeable place at the premises of the authorized party;

+ Receipts issued under authorization must still bear the collector’s (i.e. the authorizing party’s) name and seal which is appended to each receipt on its upper left corner (if receipts are printed out from the authorized party's printer, the collector's seal is not required);

+ If a collector distributes externally-printed receipts of the same reference number to its affiliated units or authorized parties which shall directly collect fees/charges, it must keep a log of distribution of receipts to each affiliated unit/authorized party. Affiliated units/ authorized parties shall use receipts distributed by the collector in ascending order;

+ The collector and authorized party shall make periodic reports on receipts issued under authorization. The collector shall submit report on use of receipts to its supervisory tax authority in accordance with regulations herein (including the quantity of receipts issued by its authorized parties).

The authorized party is not required to send the announcement of receipt issue and report on use of receipts to the tax authority;

+ When the authorization expires or is terminated before its expiration date, two parties must certify such termination of authorization in writing, notify it to the tax authority and post it at the location of collection of fees/charges.

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