From July 2022, the use of electronic invoices 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 with Bizzi the 2 most popular ways to look up electronic invoices today.
Tại sao cần tra cứu hóa đơn điện tử đầu vào?
- Verify the validity of the invoice
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.
- Know your supplier information
Looking up electronic invoices helps businesses clearly understand related information such as: Supplier's operating status, Tax code and business registration, Tax violation history (if any), Invoice authenticity
- Ensure accurate tax filing
If a business does not check its electronic invoices carefully, it may lose its right to deduct VAT. In case of invalid invoice declaration, the business may also be removed from the tax refund list or be fined.
- Meet legal and accounting compliance requirements
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.
- Reduce financial fraud and budget loss
By looking up electronic invoices, businesses can detect non-transparent transactions, falsely declared costs, and fake invoices to withdraw money from businesses. Looking up helps increase transparency, ensuring that all input invoices accurately reflect actual transactions.
- Support cash flow control and effective cost management
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.
Các phương pháp tra cứu hóa đơn điện tử
Method 1: Look up on the invoice lookup system website
Step 1: Access the invoice lookup system
- Open your browser and go to the link:
https://tracuuhoadon.gdt.gov.vn/tc1hd.html - The main interface of the website will display options to look up invoices.
Step 2: Select the type of invoice you want to look up. The system will provide two search methods:
- Look up an invoice (For looking up a specific invoice)
- Look up multiple invoices (For mass lookup of invoices)
Step 3: Enter the invoice information you need to look up
- Seller tax code (enterprise issuing invoice)
- Loại hóa đơn (Chọn “Hóa đơn giá trị gia tăng” hoặc loại hóa đơn khác)
- Invoice symbol (Example: AA/22E)
- Invoice number (Enter the invoice number to look up).
- Captcha (Enter the correct code displayed on the screen).
Bước 4: Nhấn “Tìm kiếm” để tra cứu
- Sau khi nhập đầy đủ thông tin, nhấn nút “Tìm kiếm” để hệ thống xử lý.
- The search results will display the invoice details if valid.
Step 5: Check search results
- If the invoice is valid, the system will display the information.
- Seller name, tax code, address of the business issuing the invoice.
- Invoice issue date.
- Invoice number, invoice symbol.
- Invoice value and tax amount.
- Invoice status (Valid, canceled, replaced, or invalid).
Method 2: Check on the electronic invoice page of the General Department of Taxation
The General Department of Taxation's portal provides a tool to look up electronic invoices issued by businesses, helping to check their 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/
Bước 2: Chọn mục “Tra cứu hóa đơn”
Bước 3: Nhập các thông tin cần thiết
- Seller Tax Identification Number
- Some bills
- Lookup code (if any)
- Invoice issue date
Bước 4: Nhập mã captcha và nhấn “Tra cứu”
Method 3: Look up electronic invoices on Bizzi
With Bizzi, you can check the validity of electronic invoices using the *.xml file of any electronic invoice provider. The steps to look up electronic invoices on Bizzi's website are specified as follows:
- Step 1: Visit the page and Upload electronic invoice information to Bizzi system ( file with extension *.xml to check the validity of the invoice.
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 (Không tải được hoá đơn XML, file XML không hợp lệ, không có thông tin tra cứu,…)
- Step 2: Check invoice information.
Processed invoices will be automatically pushed to the Purchase Invoice menu. Users can view invoice details by clicking on the invoice number.
– Thông tin chi tiết hoá đơn:
Ngoài việc kiểm tra thông tin hóa đơn, người dùng cũng có thể dán nhãn và đính kèm các thông tin khác như hợp đồng, chứng từ, ghi chú… cho hóa đơn này.
- Step 3: The system returns the invoice check result:
| Invoice check results |
Check with the General Department of Taxation system |
|
|
- Step 4: Export data.
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.
Lưu ý quan trọng khi tra cứu hóa đơn điện tử đầu vào
- Make sure the information entered is absolutely correct
Sai sót nhỏ trong thông tin nhập vào có thể khiến hệ thống không tìm thấy hóa đơn. Vì vậy, hãy chắc chắn rằng bạn nhập đúng mã số thuế, số hóa đơn, ký hiệu hóa đơn và chọn đúng loại hóa đơn (Hóa đơn giá trị gia tăng, hóa đơn bán hàng,…) khi tra cứu hóa đơn điện tử. - Invoice does not appear on the system, contact the supplier immediately for verification.
If the invoice is not displayed when searching for electronic invoices, it may be because the issuer has not yet submitted the data to the tax authorities. Please contact the seller to confirm the invoice update status. Businesses should store invoices for future reference. - Check invoice status
After looking up the electronic invoice and the displayed information, you need to check the invoice status: Valid – The invoice has been registered with the tax authority; Cancelled – Cannot be used, possibly due to an error or replaced with another invoice; Replaced or adjusted – The invoice has been modified, you need to check the new invoice. If the invoice is invalid or canceled, the business should not use it for tax declaration. - Beware of fake or invalid invoices
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.
Save search results for later comparison and auditing
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.
Conclude
Checking input electronic invoices is an important step in financial management and business accounting. 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 looking up electronic invoices and processing them in the traditional way, companies can reduce errors and increase efficiency because each electronic invoice is processed and data extracted in less than 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.
- Bizzi provides businesses with a free, private email to receive e-invoices
- Bizzi automatically downloads and reads e-invoices
- Automatically calculate the validity and legality of invoices
- Automatically extract data suitable for accounting and ERP software
- Store and search easily with 10-year archiving system