Bizzi

How to look up electronic invoices according to Circular 78/2021/TT-BTC

Ha Phuong

According to Circular 78/2021/TT-BTC, from July 2022, SUse of electronic invoices (e-invoice) is mandatory for all businesses, so looking up input electronic invoices is an important step, avoiding legal risks, optimizing finances and ensuring tax compliance.

In this article, let's learn 3 ways with Bizzi look up electronic invoice most popular nowadays instead of manual paper bill

Why do we need to look up input electronic invoices?

Check if the invoice is legal: Determine if the invoice is issued by a legally registered business. Avoid the risk of using fake invoices: If an invalid invoice is used, the business may be subject to tax arrears or penalties according to the law.

Looking up electronic invoices helps businesses clearly understand related information such as: Supplier's operating status, Corporate tax code and business registration, Tax violation history (if any), Invoice authenticity

If a business does not check its electronic invoices carefully, it may lose its right to deduct VAT. In case of declaring invalid invoices, the business may also be removed from the tax refund list or be fined. That is why businesses need a system declare and reconcile invoices as effective as Bizzi.

Avoid fines for violating invoice regulations: According to tax authorities' regulations, businesses must use valid invoices to declare taxes. Meet audit and financial reporting requirements: When auditing or settling taxes, invalid invoices can lead to tax arrears or financial reporting adjustments.

Based on electronic invoice lookup, businesses can financial transaction management lack of transparency, false declaration of costs, creating fake invoices to withdraw money from businesses. The lookup helps increase transparency, ensuring that all input invoices accurately reflect actual transactions.

By looking up electronic invoices, businesses will be able to sketch out an accurate financial picture, determine actual costs, avoid unreasonable expenses, and thereby make better financial decisions.

Methods of looking up electronic invoices

Method 1: Look up valid electronic invoices on the invoice lookup page

Step 1: Access the invoice lookup system

Step 2: Select the type of invoice you want to look up. The system will provide two search methods:

Step 3: Enter the invoice information you need to look up

Step 4: Click “Search” to look up

Step 5: Check search results

Look up electronic invoices on the invoice lookup system website
Look up electronic invoices on the invoice lookup system website

Method 2: How to look up valid e-invoices on the Tax page

General Department of Taxation (GDT) Portal Provides tools to look up electronic invoices issued by businesses, helping to check legality and related information. How to do:

Step 1: Access the General Department of Taxation's electronic invoice lookup portal: https://hoadondientu.gdt.gov.vn/

Step 2: Select "Invoice lookup"

Step 3: Enter the required information

Step 4: Enter the captcha code and click “Search”.

Fill in the necessary information and enter the captcha code to look up on the invoice lookup page.

Method 3: Look up electronic invoices on Bizzi 

With Bizzi, you can check electronic invoice valid with a file with the extension *.xml of any source providing electronic invoices. The steps to look up electronic invoices on Bizzi's website are specified as follows:

Bizzi, you can check the validity of the electronic invoice with the file with the extension *.xml

After receiving the invoice information, Bizzi will automatically process it, including reading the invoice, checking the invoice information with the General Department of Taxation, checking the seller information and other related information. The processing time of an electronic invoice will take from 10 to 30 seconds instead of 5 to 10 minutes for manual processing.

After processing Bizzi will notify the user of the invoice status: Processed, Duplicate Invoice, Error Invoice (Unable to download XML invoice, invalid XML file, no lookup information,…)

Processed invoices will be automatically pushed to the Purchase Invoice menu. Users can view invoice details by clicking on the invoice number.

Check Bizzi invoice information by clicking on the invoice number you want to check.

– Invoice details:

Details of the electronic invoice are shown on Bizzi

In addition to checking invoice information, users can also label and attach other information such as contracts, documents, notes, etc. to this invoice.

You can attach other information such as contracts, documents, notes... to the invoice.
Invoice check results

Check with the General Department of Taxation system
  • Is the buyer information correct?
    • Buyer tax identification number
    • Buyer's address
    • Buyer Name
  • Correct seller information:
    • Seller's address
    • Seller name
  • Is the electronic signature valid?
  • Is the seller active?
  • Is the seller at tax risk?
  • Has the invoice been announced for release?
Bizzi system returns invoice check results

Invoice information is rendered in popular formats on the market such as MISA, FAST, SmartPro. To export this data file, click the button in the upper right corner of the screen in the Purchase Invoice Menu, then select the format according to your needs.

Formatted options for exporting electronic invoice data on Bizzi

Important notes when looking up input electronic invoices

Small errors in the input information can cause the system to not find the invoice. Therefore, make sure you enter the correct tax code, invoice number, invoice symbol and select the correct invoice type (Value Added Tax Invoice, Sales Invoice, etc.) when look up electronic invoice.

If the invoice is not displayed when looking up the electronic invoice, it may be because the issuer has not yet sent the data. tax authority. Please contact the seller to confirm the invoice update status. The business should store the invoice for future reference.

After look up electronic invoice and the information displayed, need to see the invoice status: Valid - The invoice has been successfully registered with the tax authority; Cancelled - Invalid, cannot be used, possibly due to an error or replaced with another invoice; Replaced or adjusted - The invoice has been modified, need to check the new invoice. If the invoice is invalid or canceled, the business should not use it for tax declaration.

Some invoices may not be registered in the system due to tax fraud. When looking up electronic invoices, if you cannot find the invoice, you should immediately contact the seller for verification. If you suspect a fake invoice, report it to the tax authority to avoid legal risks. At the same time, businesses should not pay without verifying the valid invoice in the tax system.

After successfully looking up an electronic invoice, businesses should save the lookup results as evidence for future comparison. Electronic invoices need to be stored for at least 10 years as prescribed by law.

Summary

Look up electronic invoices Input is an important step in business finance and accounting management. Checking invoices not only helps businesses ensure the validity of accounting documents but also supports effective financial management and avoids legal risks related to taxes. 

Based on the essential needs of the market, Bizzi has built and developed invoice processing software to support businesses, in which the first step is automatic invoice processing software to replace traditional checking and data entry solutions. Instead of manually looking up paper invoices, using e-invoice helps companies reduce errors and increase efficiency in just 30 seconds with Bizzi.

Bizzi's solution helps businesses automate about 90% of invoice processing from suppliers such as downloading invoices, reading invoices, checking invoice information, helping to reduce 80% of time and save processing fees to about 1 cup of iced tea/invoice.

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