Electronic invoice

1. Purpose: 

Electronic invoices generated from cash registers are a form of electronic invoice regulated under Law on Tax Administration No. 38/2019/QH14, Decree No. 123/2020/ND-CP and Circular No. 78/2021/TT-BTC These invoices are presented in electronic data format, created by organizations and individuals engaged in sales of goods or provision of services using electronic means to record information on sales of goods and provision of services in accordance with the provisions of the Law on Accounting and the Law on Taxation, including cases where invoices are generated from cash registers connected and transmitting electronic data to the Tax Authority.

In compliance with State regulations and to address the needs of store owners, Ordersys launches a solution to support electronic invoice issuance from cash registers, applicable to customers who already have accounts with electronic invoice providers approved by the General Department of Taxation, such as M-Invoice.

Note: Ordersys supports the issuance and transfer of electronic invoices for newly created transactions, with value-added tax calculated using the credit method. For operations related to invoice adjustment, replacement, etc., customers shall perform these actions directly on the electronic invoice issuance software currently in use.

2. General parameters

1. Purpose: 

Connect to the electronic invoice service provider and configure the functions to ensure proper operation in accordance with the enterprise’s requirements.

To configure for Administrator, Cashier, and Staff, access here 

2. Conditions of use: 

User account is assigned functional permissions.

3. Implementation steps (Admin):

Step 1: User accesses “System”, selects “Branch Management”, and in the “Use Electronic Invoice” column, selects to activate “Connect”.

Illustration of electronic invoice connection

Step 2: After activation, a popup form will appear for the User to enter the information registered with the electronic invoice provider and select “Connect” to establish data transmission between the two systems.

 Illustration after entering connection information

Step 3: After a successful connection, the User selects “Details” to choose the invoice template to be used when the system transmits data to the electronic invoice provider, ensuring the correct enterprise-registered template is applied.

Detailed illustration of electronic invoice connection

Procedure:

• If the user wishes to select an invoice template for use, access “Details”, in the “Print template…” field, select the invoice template and choose “Update” to save the updated invoice template information.
• For printing invoices for purchase vouchers, the user selects and selects “Update” to save the changes.
• The user configures the function for the entire system when performing operations related to electronic invoice issuance to the service provider.

• Automatic electronic invoice issuance:
  • Activation: Sent to the electronic invoice provider; the invoice will be automatically digitally signed and submitted to the Tax Authority.
  • Deactivation: Sent to the electronic invoice provider; the invoice will not be automatically digitally signed and will not be submitted to the Tax Authority. The invoice status at the provider will be “Draft”.
• Automatic electronic invoice printing:
  • Activation: After the order is successfully processed by the payment system, an additional slip will be printed displaying information for the Customer to retrieve electronic invoice details.
  • Deactivation: After the order is successfully processed by the payment system, only the payment invoice from the System will be printed.
    • If the User wishes to switch to another electronic invoice provider, select “Disconnect” and proceed to connect with the new provider.

4. Implementation steps (Cashier):

Step 1: On the Cashier interface, the “Electronic invoice” function button is displayed.

Illustration of the Electronic invoice button.

Step 2: The Cashier performs the function, and the interface will display the information entry form.

Illustrative form of Electronic Invoice information

Step 3: The Cashier selects “Save” and the System records the Customer’s information. Upon successful payment of the order, the System will issue the electronic invoice to the service provider.

Note: For orders with recorded accounts receivable, the electronic invoice will not be issued.

Step 4: In the “Order History” interface, the Cashier can view the status of transactions for which electronic invoices have been issued.

• For orders with recorded debts, after the Customer completes full payment, the Cashier will manually issue these transactions by selecting “Issue” and entering the Customer’s information.

Order history illustration

• If the User is requested by the Customer to print an Electronic invoice, select “Reprint E-invoice” to proceed.
• For orders with the status “Error occurred”, when the Cashier selects “Details”, the reason for the error will be displayed.

5. Implementation steps (Staff):

Step 1: On the Staff interface, the “Electronic invoice” function button is displayed.

Step 2: The Staff performs the function, and the interface will display the information entry form.

Step 3: The staff selects “Save”, and the System records the Customer's information. The staff then selects “Request Payment” for the Cashier to process the order payment.