Instructions on the process of issuing electronic invoices with software Vindoo

What is the process for issuing electronic invoices? The following are detailed instructions on how to create and export electronic invoices Vindoo Invoicing

Export process electronic applications need to meet legal requirements according to current regulations. Therefore, in the article below, Vindoo will provide you with regulatory information on basic invoicing. At the same time, we will also guide how to use Viindoo electronic invoice management software to perform the electronic invoice issuance process simply and quickly.

Understand the questions clearlyregulations for issuing electronic invoices

According to Clause 1, Article 3, Circular 68/2019/TT-BTC stipulates the content of electronic invoices as follows:

  • Invoice name, invoice symbol, invoice model symbol, invoice number
    • Invoice name: Is the name of each type of invoice specified in Article 5 of Decree No. 119/2018/ND-CP. For example: Value-added invoices, sales invoices, electronic delivery and shipping notes, stamps, tickets, cards...
    • Invoice number symbol: Is a character consisting of a natural number (1, 2, 3, 4) reflecting the type of invoice:
      • Number 1: Value-added invoice
      • Number 2: Sales invoice
      • Number 3: Electronic delivery and shipping slip
      • Number 4: Other types of invoices such as electronic stamps, electronic tickets, electronic cards...
    • Invoice symbol: Consists of 6 characters including both letters and numbers, reflecting the type of invoice with or without code from the tax authority, year of invoice, type of electronic invoice used. For example:
      • "1C21TAA" - Value-added invoice with tax authority code, issued in 2021, registered for use by enterprises, organizations, and individual business households.
      • "2C21TBB" - Sales invoice with tax authority code, issued in 2021.
    • Invoice number: Is the sequential number on the invoice when issued, written in Arabic numerals, maximum 8 digits, starting from number 1 and ending on December 31 every year.
  • Information about sellers and buyers
    • Name, address, tax code of the seller: Must be accurately shown according to the business registration certificate or other relevant certificates.
    • Name, address, tax code of the buyer (if any): In case the buyer has a tax code, the information must be accurate according to the registration certificate. If there is no tax code, there is no need to show the tax code. For some special cases such as foreign customers, address information can be replaced by passport number or immigration documents.
  • Information about goods and services
    • Name of goods and services: Must be written in Vietnamese. If necessary, foreign words can be added in parentheses or immediately placed in Vietnamese with a smaller font size.
    • Unit of measurement: Determined according to the nature of goods and services (for example: kg, piece, liter, m3...).
    • Quantity and unit price: Record in Arabic numerals according to the unit.
    • VAT rate: Corresponds to each type of goods and services.
    • Total amount: Recorded in Vietnamese Dong, except in the case of foreign currency sales, recorded in original currency.
  • Digital signature, electronic signature of seller and buyer
    • Seller: Businesses and organizations using their digital signatures. The individual uses the digital signature of the individual or authorized person.
    • Buyer: If there is an agreement on digital or electronic signing, the buyer signs on the invoice.
  • Time to issue an electronic invoice: Determined by the time the seller digitally and electronically signs the invoice, displaying the date, month, and year.
  • Tax authority code: For electronic invoices, there is a tax authority code.
  • The text on electronic invoices must be in Vietnamese. If needed, foreign terms can be included in parentheses or translated into Vietnamese with a smaller font size. Arabic numerals should be used for numbers. The currency displayed on the invoice must be Vietnamese Dong (d).
Export process

Regulations on electronic invoice issuance

Electronic invoice issuance process in Vindoo Invoicing

When installing the module Vindoo Invoicing and Vindoo Accounting, the system will automatically install related modules such as Import/Export invoices from XML/PDF (account_edi) and Import/Export invoices from general UBL (account_edi_ubl). These modules support importing and exporting invoices in XML, PDF, Factur-X and UBL, complying with electronic data standards.

Each country has its own regulations on electronic invoice format standards and the process of transmitting/receiving invoices to a third party or management agency for confirmation before sending it to the customer to sign. Therefore, dTo start issuing invoices, install a localization module in accordance with each country's accounting regulations. 

For example, when applying the Indonesian accounting regime, it is necessary to install modules such as Indonesian - Accounting (l10n_id) and Indonesia Electronic Invoice (l10n_id_efaktur).

Implement the above invoice Vindoo as follows:

  • Go to Accounting > Customers > Invoices, click "New" and fill in all necessary information.
  • After confirmation, the system will automatically generate an electronic invoice number in the "Other information" tab.
  • Go to Actions > Download e-Faktur invoice to view the invoice.


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Electronic invoice issuance process in Vindoo Invoicing

Issuing VN-Invoice electronic invoice of VNPT above Vindoo

First, you need to integrate VN-Invoice electronic invoices. To get started, go to Apps, search for VN-Invoice and tap Activate.

Declare integrated information: After installing the VN-Invoice module, declare electronic invoice information according to the path: Accounting > Configuration > Electronic invoices. Make the declaration according to the following steps:

Step 1: Electronic invoice service. List of electronic invoice services provided by software Vindoo support will appear.

  • VN-Invoice API v1: Supports electronic invoices according to Circular 32/2011/TT-BTC. This version is no longer supported because the circular has expired.
  • VN-Invoice API v2: Supports electronic invoices according to Circular 78/2021/TT-BTC.

Step 2: Declare the symbol, form, and type of electronic invoice

  • Declare the type of electronic invoice: Vindoo Provides 6 types of electronic invoices. You can also add new invoice types for convenient use and declaration.
  • Declare electronic invoice form: Add a new invoice form registered with the tax authority.
  • Declare electronic invoice symbols: Declare invoice symbols according to regulations registered with the tax authority.

Step 3: Set up on customer invoice diary. Access the path: Accounting > Configuration > Journal, select the customer invoice journal. At the Advanced Settings tab, fill in the necessary information for issuing electronic invoices. 

  • Electronic invoice symbol: According to the symbol registered and declared in step 2.
  • Electronic invoice form: According to the form number registered and declared in step 2.
  • Type of electronic invoice: According to the type of invoice registered and declared in step 2.
  • Electronic invoice service: Select the applicable version from the list declared in step 1.
  • Line name on electronic invoice: Select information to put in the field describing the name of goods/services on the electronic invoice:
    • Invoice line description: Label field content in the customer invoice will be sent to the electronic invoice system.
    • Product name: Product name in the Product field in the customer invoice will be sent to the electronic invoice system.
  • Disable electronic invoices via email: When clicking the Print and Send button, the system automatically attaches the default standard PDF invoice in the email sent to customers.
    • If selected: The PDF version of the standard invoice will be attached to the email sent to the customer.
    • Do not select: The PDF version of the electronic invoice will be updated according to the download and attached to the email sent to the customer.
  • Options for sending mail/Portal for electronic invoices: Select the invoice version to attach the email notification of electronic invoice issuance to customers:
    • Express version: The system downloads and attaches the electronic invoice express version to the email.
    • Converted version: The system downloads and attaches the converted electronic invoice to the email.
    • Replace newline characters in line names of electronic invoices: When issuing an invoice, the product name and description will only appear on one line of the invoice. The set character will replace the line break character in the product description. 

Step 4: Declare and set up in System General Settings 

Access the link: Setup > Accounting > Electronic invoice settings. Fields that allow selection include: 

  • Lock VAT invoice code
  • Advance invoice issued first 
  • Click Save to complete this step. 

Instructions for issuing VN-Invoice electronic invoices of VNPT above Vindoo 

  • Step 1: Confirm draft invoice 
    • Go to Accounting > Customers > Invoices. 
    • In the list of invoices, select the invoice to issue. 
    • Check information such as tax code, customer address and click "Confirm". 
  • Step 2: Issue electronic invoices 
    • On the invoice interface that has been entered in the book with the status "Not issued", the system will notify the invoice processing.
    • You can select "Process right" to proceed with the release.
  • Step 3: Sign the VN-Invoice invoice
    • After the invoice is issued, press the "Sign VN-Invoice" button to complete the process of signing and confirming the invoice.
  • Step 4: Send invoice to tax authority to issue code
    • Do this step if your business applies invoices with tax authority codes according to Circular 78/2021/TT-BTC.
  • Step 5: Download electronic invoice 
    • On the invoice interface, access the VN E-Invoice tab, Documents section. 
    • Click "Download converted electronic invoice" or "Download current electronic invoice". 
  • Step 6: Send invoice to customer 
    • Click "Print & Send" to send the invoice to the customer. 
    • After clicking "Print & Send", a pre-generated email will appear with invoice number information, value, and attached invoice file in PDF and ZIP format. 
    • You can use the default email template or edit the content accordingly before sending.
Export process

VNPT electronic invoice issuance process VN-Invoice above Vindoo

How to issue Viettel's S-Invoice electronic invoice above Vindoo

Integrate S-Invoice electronic invoices. To install S-Invoice, access the Application, search for "E-Invoice - Viettel S-Invoice" on the search bar and press "Install."

Declare integrated information: After installing the S-Invoice module, declare electronic invoice information according to the path: Accounting > Configuration > Electronic invoices. 

Step 1: Electronic invoice service List of two versions of S-Invoice electronic invoice service currently available in the software Vindoo: 

  • API URL of S-Invoice v1: https://demo-sinvoice.viettel.vn:8443/
  • API URL of S-Invoice v2: https://api-vinvoice.viettel.vn/services/einvoiceapplication/api/

Step 2: Declare Symbol/Form/Type of electronic invoice 

  • Declare electronic invoice type: On the Electronic invoice type interface, click "Create" to add a new type.
  • Declare the electronic invoice form: On the Electronic Invoice Form interface, click "Create" to declare the form registered with the tax authority. 
  • Declaring electronic invoice symbols: Declaring invoice symbols according to information registered with the tax authority. 

Step 3: Set up on the Customer Invoice Journal. Access the path: Accounting > Configuration > Journal, select the Customer Invoice journal. At the Electronic Invoice Integration tab, fill in the necessary information to issue electronic invoices. Necessary information in the log book: 

  • Disable electronic invoices: If selected, invoices will not have the electronic invoice issuance feature.
  • Automatic release: After a set period of time, invoices will automatically transfer information to the S-Invoice system for release.
  • Line name on electronic invoice: Select information to put in the field describing the name of goods/services: 
    • Invoice line description 
    • Product's name 
  • Disable electronic invoices via email: When clicking "Print and Send," the system will attach the default standard PDF invoice to the email sent to customers. 
    • If selected: A default standard invoice PDF will be attached. 
    • If not selected: PDF electronic invoice will be attached. 
  • Option to Send email/Portal for electronic invoices: Select the invoice version to attach the release notification email:
    • Express version 
    • Converted version 
  • Replace newline characters in line names of electronic invoices: When issuing invoices, product names and descriptions are only shown on the same line. The set character will replace the line break character in the product description. 
  • Limit line names on electronic invoices: Maximum number of unicode characters on an electronic invoice line. 
  • Electronic invoice symbol: Symbol registered with tax authorities. 
  • Electronic invoice form: Form number registered with the tax authority. 
  • Type of electronic invoice: Type of invoice registered for use. 

Step 4: Declare and set up in System General Settings. Follow the path: Setup > Accounting > Electronic invoice settings. Fields to set: 

  • Electronic invoice service: Select the version declared in step 1. 
  • Fields that allow checking: 
    • Automatic release
    • Lock VAT Invoice Code 
    • Previous invoice issued first
    • Attach the invoice conversion version
    • Attach a version of the invoice
    • Click "Save" to complete step 4.

Procedure for issuing Electronic Invoices above Vindoo 

Step 1: Confirm Draft Invoice. Check customer invoice information including tax code, address, invoice receipt email. After checking thoroughly, click "Confirm" to confirm the draft invoice.

Step 2: Issue Electronic Invoice. On the entered invoice interface, if the status is "Not issued," click "Issue electronic invoice." When the warning appears, press "Agree" to confirm. 

Step 3: Send Invoice to Tax Authority for Code Issuance. If your business uses an invoice with a tax authority code according to Circular 78/2021/TT-BTC dated September 17, 2021, please send the invoice to the tax authority to issue the code. 

Step 4: Download Electronic Invoice. Click "Download converted electronic invoice" or "Download current electronic invoice" to save and view the invoice right on Vindoo. 

Step 5: Reconcile Debt After Payment. After the invoice is checked, the debt and invoice status of the above customer are checked Vindoo will change to "Paid." The electronic invoice status will also change to "Paid." 

Step 6: Click "Print & Send" to send the invoice to the customer. A pre-generated email will appear with the invoice number, value, and the attached invoice file in PDF and ZIP formats. You can use the default email template or edit the content accordingly. Then click "Print & Send" to complete sending the invoice release notice to the customer.

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Viettel's S-Invoice electronic invoice issuance process above Vindoo

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Above are detailed instructions export process application at the software Viindoo. Hopefully you have mastered the process and can apply it effectively in your daily work. If you need further advice about electronic invoice services, please contact Vindoo right Today! 

Instructions on the process of issuing electronic invoices with software Vindoo
SEODO June 13, 2024

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