Vietnam rolled out e-invoices in November 2021. How can businesses register for using e-invoices and what is included in the registration form?

From November, 2021,  Vietnam started to actively deploy the application of e-invoicing (in Vietnamese: Hóa Đơn Điện Tử or HĐĐT). The implementation is divided into two phases:

• In Phase 1 starting from November 2021 to March 2022, e-invoicing is deployed in 6 provinces and cities including: Hanoi, Ho Chi Minh City , Hai Phong, Quang Ninh, Phu Tho and Binh Dinh.
• In Phase 2 starting from April 2022 to July 2022, e-invoicing will continue to be deployed in the remaining 57 provinces and cities.

The most important requirements in deploying e-invoicing in Vietnam was that all data on e-invoices must be transferred to tax authorities, and that the data followed Vietnam’s Law on Tax Administration, Decree 123/2020/ND-CP, Circular No. 32/2011/TT-BTC and Circular 78/2021/TT-BTC.

To meet the requirements of the task, tax authorities at all levels were involved in the development of an IT system that allows the connection between solution providers and the data transmission, reception and storage location in the internet. Along with the implementation of technical solutions, Vietnam’s  General Department of Taxation (GDT) has established a steering committee for the implementation of e-invoices. Provincial and local committees were involved as well as the agencies.

By the end of August 2021, the province of Quang Ninh has nearly 8,400 organizations and businesses registered for e-invoices, accounting for 93% of the total number of organizations and enterprises that used to work with printed invoices. The implementation of e-invoicing in bigger provinces is focused on the usage of e-invoices, and in smaller provinces is on the registration for using the e-invoices.

1. HOW CAN BUSINESSES REGISTER FOR E-INVOICING IN VIETNAM?

Businesses can register for using e-invoices through Form No. 01/DKTD-HDĐT Appendix IA issued with Decree No. 123/2020/ND-CP. Businesses can register to use e-invoices through:

a) an electronic e-invoicing service provider; or

b) directly through the website of General Department of Taxation (GDT)

In case of registration through an e-invoice service provider, the GDP will confirm the receipt of registration through the e-invoice service provider. In case of direct registration at the website of the GDT, the website of GDT will confirm the receipt and registration through an electronic notice using Form No. 01/TB-TNĐT Appendix IB

2. WHAT TYPE OF INFORMATION DOES THE E-INVOICE REGISTRATION FORM No. 01/DKTD-HDĐT  INCLUDE?

The e-invoice registration form No. 01/DKTD-HDĐT includes:

Contact details:

• • Name of the taxpayer
  • Tax code
  • Administration tax authorities
  • Contact
  • Address
  • Contact phone
  • Email

Invoice form:

• • There is a tax authority code
  • There is no tax authority code

Form of sending e-invoice data:

A) In case of using e-invoices with code of not having to pay for services according to Clause 1, Article 14 of the Decree:

• • Small and medium-sized enterprises, cooperatives, households and individuals doing business in areas with difficult socio-economic conditions or areas with extremely difficult socio-economic conditions.
  • Other small and medium-sized enterprises at the request of the People’s Committees of the provinces and centrally-run cities to the Ministry of Finance, except for enterprises operating in economic zones, industrial parks, and high-tech zones.

B) In case of using e-invoices without tax authority’s code:

• • Transfer e-invoice data directly to tax authorities (point b1, clause 3, Article 22 of the Decree).
  • Through an e-invoice service provider (point b2, clause 3, Article 22 of the Decree).

E-invoice data transfer method:

• • Transfer full content of each invoice.
  • Transfer according to the electronic invoice data summary table (point a1, clause 3, Article 22 of the Decree)

Type of invoice used:

• • VAT invoice
  • Sales Invoice
  • Invoice for sale of public property
  • National Reserve Sales Invoice
  • Other types of bills
  • Documents are printed, issued, used and managed as invoices.

List of digital certificates used:

• • STT (document number)
  • Name of organization certifying body / level / accredited signature number, electronic signature
  • Certificate Serial Number
  • Expiry date of digital certificate
  • Registration form (Add new, renew, stop using)

Registration(s) for Invoicing Authorization:

• • STT (document number)
  • Name of the type of authorization invoice
  • Invoice template symbol
  • Sign of authorization invoice
  • Name of authorized organization
  • Delegate purpose
  • Term of mandate
  • Authorized bill payment method

3. HOW TO CHANGE THE REGISTRATION INFORMATION FOR E-INVOICING?

To change registration information, businesses can use the Form No. 01/DKTD-HDĐT Appendix IA and request the change through the website of the e-invoice provider or directly form the website of GDT as mentioned in point 1.

4. DO BUSINESSES IN VIETNAM HAVE TO PAY FOR REGISTRING FOR USING E-INVOICES?

Enterprises, economic organizations, other organizations, business households and individuals eligible for using e-invoices with the tax authority’s code do not have to pay for registration services.  Otherwise, the fee applies as per  e-invoice provider’s price or per GDT’s price.

5. WHAT IS THE TIME LIMIT FOR PROCESSING A REGISTRATION APPLICATION?

The decision whether or not the registration was accepted is usually obtained within 1 working day. Businesses that transfer data directly to GTD but have not configured the technical infrastructure correctly are given 5 days to amend the configurations before they are granted a registration acceptance.

Source: gdt.gov, baoquangninh.com.vn, e-invoice.vn

NOTE: The content of this article is intended to provide a general guide to the subject matter. Specialist advice should be sought about your specific circumstances.