5+ Latest electronic invoice form according to Circular 78/2021/TT-BTC

The use of electronic invoices must comply with the legal basis and regulations of current law. In the article below, 1C Vietnam will mention general information about electronic invoice templates and regulations that any business, organization, or individual needs to pay attention to. See now!

1. General understanding of valid electronic invoices

Electronic invoices are only valid and guaranteed to have legal value if the following conditions are met:

• Ensure the integrity of information expressed in electronic invoices from the moment that information is created in its final form.
• The integrity of electronic invoices is considered based on completeness and absence of errors (except in cases of changes arising during the exchange, storage, and display of electronic invoices).
• Ensure access to information in electronic invoices in the most complete form.

To ensure transparency and consistency, the electronic invoice form must comply with the mandatory content as prescribed in Circular 78/2021/TT-BTC below:

• Invoice name, invoice symbol, electronic invoice form symbol and invoice number.
• Name, address and tax code of the seller.
• Name, address and tax code of the buyer (with tax code).
• Name, unit, quantity and unit price of goods/services; into money without VAT, VAT rate and total VAT amount according to each tax rate, total VAT amount and total payment amount with VAT in case of VAT invoice.
• Total payment.
• Digital signature and electronic signature of the seller.
• Digital signature and electronic signature of the buyer (if any).
• Electronic invoicing time.
• The tax authority's code for electronic invoices already has the tax authority's code.
• Fees and charges belong to the state budget along with other related contents (if any).

In addition, businesses also need to pay attention to the following important information when creating electronic invoice templates :

• Invoices must ensure correct spelling and expression in Vietnamese. In case you want to add foreign words, businesses need to place them on the right side in parentheses or place them right below the Vietnamese line and have a smaller size than the Vietnamese language.
• Individuals, businesses, and organizations selling goods and providing services when creating and using electronic invoices do not need to have the buyer's electronic signature and the seller's seal in the following cases: Invoices Electricity, water, telecommunications bills, and banking service bills are eligible for self-printing.

2. Format of electronic invoice form

In the process of using electronic invoice templates , businesses need to pay attention to the electronic invoice format to ensure professionalism. Below are the regulations on invoice format according to Article 12, Decree 123/2020/ND-CP:

• Electronic invoices use XML text format language. In particular, XML stands for the phrase "eXtensible Markup Language", created for the purpose of sharing data between information systems.
• The format of the electronic invoice template is divided into 2 parts: The part containing invoice business data and the part containing digital signature data. With an electronic invoice with a tax authority code, there will be an additional component containing data related to the tax authority code.

3. Summary of some latest electronic invoice samples

To carry out the most accurate registration procedures to use electronic invoices, businesses can refer to the 6 electronic invoice samples that 1C Vietnam compiled below:

3.1 VAT invoice template for businesses

Download the VAT electronic invoice template for businesses HERE

3.2 Sample national reserve sales invoice

Download the national reserve sales electronic invoice HERE

3.3 Form of warehouse release form and internal transportation

Download the sales release form HERE

3.4 Sample invoice for sale of public assets

Download the form of electronic invoice for sale of public assets HERE

3.5 VAT invoice form issued by the Tax Department

Download VAT invoice form HERE

3.6 Sales invoice form issued by the Tax Department

Download the sales electronic invoice form HERE

4. Regulations on electronic invoice form numbers

To help businesses operate effectively and ensure transparency in business, electronic invoice templates must comply with legal regulations on form, invoice number and invoice numbering below:

4.1 Regulations on electronic invoice forms according to Decree 123

Normally, users of electronic invoices with tax authority codes will include:

• Businesses, organizations and individuals have tax codes.
• The unit needs to carry out commercial transactions, services, production and trading of goods and services nationwide.
• The unit needs to conduct transactions with state agencies, administrative and public service units and state budget and financial units.

Subjects applying for electronic invoices without tax authority code include:

• Enterprises, organizations and individuals do not have a tax code to register their business with the tax authority.
• Units need electronic invoices to conduct transactions within a province or centrally run city or within an industrial park, export processing zone, or border gate economic zone.

4.2 Regulations on electronic invoice number templates and symbols according to Circular 78

The electronic invoice symbol includes the seller's tax code and the buyer's tax code. This symbol is separated by a hyphen and is presented in the format: "Seller's MST - Purchaser's MST".

In addition, electronic invoice symbols are also regulated in Circular 37/2017/TT-BTC as follows:

• Number 1: Description of VAT electronic invoices.
• Number 2: Description of the type of electronic sales invoice.
• Number 3: Description of electronic invoices for selling public assets.
• Number 4: Description of national reserve sales electronic invoice.
• Number 5: Description of other types of electronic invoices, for example: Electronic stamps, electronic tickets, electronic receipts, electronic cards or electronic documents with other names but still have the content of Electronic invoices are regulated in Decree 123/2020/ND-CP.
• Number 6: Description of electronic documents such as: Electronic warehouse release and internal transportation notes, electronic warehouse delivery notes sent to agents for sale.

4.3 Regulations on invoice numbering according to Decree 123

Based on Circular 78/2014/TT-BTC of the Ministry of Finance of Vietnam, electronic invoices must be signed according to a certain rule to ensure consistency in invoice management. As follows:

• Invoice symbol:

The electronic invoice symbol includes 10 digits, of which:

- The first 3 digits are the tax code of the seller/service provider.

- The next 2 digits are the electronic invoice code.

- The last 5 digits are the order number of the invoice.

• Invoice type codes are specified:

- 01: Sales invoice.

- 02: Invoice for sales and service provision.

- 03: Service sale invoice.

- 04: Invoice for sale of goods and services.

• Invoice serial number:

Invoice serial numbers are used to distinguish invoices of the same type, including a series of numbers from 00001 to 99999.

The above article is all detailed information about the electronic invoice form and the regulations on the latest electronic invoice number according to the law. Through that, businesses need to pay attention to the users to choose the appropriate electronic invoice template . If you have any further questions, please quickly contact 1C Vietnam for timely advice.