{"id":999978544,"date":"2025-09-24T14:56:45","date_gmt":"2025-09-24T07:56:45","guid":{"rendered":"https:\/\/bizzi.vn\/?p=999978544"},"modified":"2026-05-19T14:37:36","modified_gmt":"2026-05-19T07:37:36","slug":"instructions-on-how-to-check-if-an-electronic-invoice-is-valid","status":"publish","type":"post","link":"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/","title":{"rendered":"Instructions on how to automatically check the validity of input invoices."},"content":{"rendered":"<p><span style=\"font-weight: 400;\">In the context of tax authorities tightening control over electronic invoices, the <\/span><b>Automatically check invoice validity<\/b><span style=\"font-weight: 400;\"> It&#039;s no longer an option but a mandatory requirement for every business. Even a small error in the XML file or supplier information can lead to the risk of expense disallowance, VAT arrears, and corporate income tax arrears.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This article by Bizzi will provide a detailed guide on how to verify the validity of electronic invoices from a CFO&#039;s perspective, while also analyzing automation solutions to help businesses control risks and optimize cash flow.<\/span><\/p>\n<p><em>See more content about: <strong>How to handle input invoices after output invoices (Tax Standards - Cost Standards - Document Standards) <\/strong><a href=\"https:\/\/bizzi.vn\/cach-xu-ly-hoa-don-dau-vao-xuat-sau-hoa-don-dau-ra\/\">here<\/a><\/em><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Index<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewbox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewbox=\"0 0 24 24\" version=\"1.2\" baseprofile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#Tieu_chi_xac_dinh_hoa_don_dien_tu_hop_le_chuan_Thong_tu_322025TT-BTC\" >Criteria for determining valid electronic invoices according to Circular 32\/2025\/TT-BTC\u00a0<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#Dieu_kien_dinh_dang_XML_va_ma_xac_thuc_co_quan_Thue\" >XML formatting requirements and tax authority authentication code<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#Chi_phi_an_va_rui_ro_phap_ly_khi_doi_soat_hoa_don_thu_cong\" >Hidden costs and legal risks of manual invoice reconciliation.<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#So_sanh_cac_cach_kiem_tra_hoa_don_dien_tu_dau_vao_hien_hanh\" >Comparing current methods for verifying electronic input invoices.\u00a0<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#Tra_cuu_hoa_don_hop_phap_tren_cong_Tong_cuc_Thue_va_dong_bo_du_lieu_vao_ERP\" >Verify the legitimacy of invoices on the General Department of Taxation&#039;s portal and synchronize the data with the ERP system.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#Tu_dong_kiem_tra_tinh_hop_le_hoa_don_bang_AI_Bizzi_Bot\" >Automatically verify invoice validity using AI Bizzi Bot<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#Tich_hop_kiem_tra_hoa_don_vao_quy_trinh_Procure-to-Pay\" >Integrate invoice verification into the Procure-to-Pay process.\u00a0<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#Giai_phap_doi_chieu_3_chieu_3-Way_Matching_tu_dong\" >Automatic 3-Way Matching Solution<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#Co_che_tu_dong_tu_choi_hoa_don_qua_he_thong_Bizzi_IPA\" >Automatic invoice rejection mechanism via the Bizzi IPA system.<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#Quy_trinh_xu_ly_hoa_don_khong_hop_le_sau_khi_hach_toan\" >Procedure for handling invalid invoices after accounting.\u00a0<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#1_Xac_dinh_loi_va_Phan_loai_muc_do_anh_huong\" >1. Identify the error and classify the level of impact.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#2_Thuc_hien_but_toan_dieu_chinh_tren_ERP\" >2. Perform adjusting entries in ERP.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#3_Hoan_thien_bo_chung_tu_phap_ly\" >3. Complete the set of legal documents.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#4_Cap_nhat_du_lieu_va_Ke_khai_bo_sung\" >4. Data Update and Supplementary Declaration<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#Giai_dap_chuyen_sau_ve_quan_tri_rui_ro_hoa_don_dien_tu\" >In-depth Q&amp;A on electronic invoice risk management\u00a0<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#Su_khac_biet_giua_hoa_don_hop_le_ve_Thue_va_hop_le_thanh_toan_AP_la_gi\" >What is the difference between a tax-valid invoice and an payable (AP) valid invoice?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#Tich_hop_Giai_phap_kiem_tra_hoa_don_vao_ERP_cai_thien_chi_so_DPO_nhu_the_nao\" >How does integrating an invoice verification solution into ERP improve DPO (Demand Point of Presence) scores?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-18\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#Rui_ro_lon_nhat_khi_chi_luu_file_PDF_ma_bo_qua_file_XML_la_gi\" >What is the biggest risk of saving only the PDF file and ignoring the XML file?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-19\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#He_thong_phat_hien_nha_cung_cap_bo_tron_bang_cach_nao\" >How does the system detect a defunct supplier?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-20\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#Lam_sao_thiet_lap_chot_chan_Auto-reject_cho_hoa_don_sai_lech_don_gia\" >How do I set up an auto-reject feature for invoices with incorrect unit prices?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-21\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#Khi_he_thong_bao_sai_lech_3-Way_Matching_ke_toan_AP_phai_lam_gi\" >What should an AP accountant do when the 3-Way Matching system reports a discrepancy?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-22\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#Giai_phap_Xu_ly_hoa_don_dau_vao_cua_Bizzi_co_luu_tru_du_lieu_khong\" >Does Bizzi&#039;s input invoice processing solution store data?<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-23\" href=\"https:\/\/bizzi.vn\/en\/instructions-on-how-to-check-if-an-electronic-invoice-is-valid\/#Ket_luan\" >Conclude<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Tieu_chi_xac_dinh_hoa_don_dien_tu_hop_le_chuan_Thong_tu_322025TT-BTC\"><\/span><b>Criteria for determining valid electronic invoices according to Circular 32\/2025\/TT-BTC<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A valid electronic invoice is a document that fully meets three core criteria: legality, validity, and reasonableness. &quot;Legality&quot; is demonstrated by the invoice being prepared in the correct XML format as prescribed and having an authentication code from the tax authority; &quot;validity&quot; requires all mandatory elements such as tax identification number, digital signature, and seller-buyer information; and &quot;reasonableness&quot; is a managerial factor, ensuring the invoice accurately reflects the nature of the economic transaction and has complete internal documentation.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">From a financial perspective, these three criteria are the first &quot;filter&quot; before an expense is recorded in the ledger. If any of these elements are missing, the business risks having the expense disallowed during tax settlement, leading to the collection of VAT and Corporate Income Tax, and even administrative penalties. Importantly, the tax authorities only check the &quot;legality&quot; and &quot;validity&quot; aspects, while the &quot;reasonableness&quot; is not. <\/span><span style=\"font-weight: 400;\">It is becoming increasingly controlled according to Circular 99.<\/span> <span style=\"font-weight: 400;\">It relies entirely on the company&#039;s internal control system. This is precisely the point that many businesses overlook when implementing it. <\/span><b>check valid electronic invoice<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<figure id=\"attachment_999980849\" aria-describedby=\"caption-attachment-999980849\" style=\"width: 1200px\" class=\"wp-caption aligncenter\"><img fetchpriority=\"high\" decoding=\"async\" class=\"wp-image-999980849\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/huong-dan-cach-tu-dong-kiem-tra-tinh-hop-le-cua-hoa-don-dau-vao.jpg\" alt=\"Criteria for Determining Valid Electronic Invoices\" width=\"1200\" height=\"634\" title=\"\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/huong-dan-cach-tu-dong-kiem-tra-tinh-hop-le-cua-hoa-don-dau-vao.jpg 1828w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/huong-dan-cach-tu-dong-kiem-tra-tinh-hop-le-cua-hoa-don-dau-vao-300x159.jpg 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/huong-dan-cach-tu-dong-kiem-tra-tinh-hop-le-cua-hoa-don-dau-vao-1024x541.jpg 1024w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/huong-dan-cach-tu-dong-kiem-tra-tinh-hop-le-cua-hoa-don-dau-vao-768x406.jpg 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/huong-dan-cach-tu-dong-kiem-tra-tinh-hop-le-cua-hoa-don-dau-vao-1536x812.jpg 1536w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/huong-dan-cach-tu-dong-kiem-tra-tinh-hop-le-cua-hoa-don-dau-vao-18x10.jpg 18w\" sizes=\"(max-width: 1200px) 100vw, 1200px\" \/><figcaption id=\"caption-attachment-999980849\" class=\"wp-caption-text\">Criteria for determining valid electronic invoices according to Circular 32\/2025\/TT-BTC<\/figcaption><\/figure>\n<h3><span class=\"ez-toc-section\" id=\"Dieu_kien_dinh_dang_XML_va_ma_xac_thuc_co_quan_Thue\"><\/span><b>XML formatting requirements and tax authority authentication code<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">XML files are the legally valid format for electronic invoices, containing all encrypted data and linked to an authentication code from the tax authorities. Meanwhile, PDF files are for display purposes only and cannot replace XML during inspections and audits.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A common mistake is that accountants only store PDF files and ignore the rest. <a href=\"https:\/\/bizzi.vn\/huong-dan-ve-hoa-don-dien-tu-file-xml\">electronic invoice XML file<\/a>This can lead to the loss of original documents. Furthermore, storing XML data scattered across multiple systems causes data fragmentation, making it difficult to retrieve when reconciliation or explanation is needed. More dangerously, if the digital signature and operational status of the supplier are not verified at the time of receiving the invoice, the business may inadvertently record expenses from risky entities.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The automated invoice processing solution consolidates all XML data into a single source, while validating its validity right from the input. This not only ensures compliance with the 10-year archiving requirement but also allows accountants to access data instantly when needed.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Chi_phi_an_va_rui_ro_phap_ly_khi_doi_soat_hoa_don_thu_cong\"><\/span><b>Hidden costs and legal risks of manual invoice reconciliation.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Manually checking invoices may seem simple, but it creates a significant &quot;hidden cost.&quot; When each invoice requires entering a captcha and looking up each line, the total processing time can reach tens of hours per month. If converted to personnel costs, this represents a considerable waste that many businesses fail to assess.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Furthermore, the biggest risk lies in human error. Just one forged invoice or a supplier on the risk list being overlooked can lead to the entire related expense being disallowed. This not only impacts profits but also disrupts cash flow due to the need to readjust accounts payable.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"So_sanh_cac_cach_kiem_tra_hoa_don_dien_tu_dau_vao_hien_hanh\"><\/span><b>Comparing current methods for verifying electronic input invoices.\u00a0<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Currently, businesses can choose from three main methods to <\/span><b>check valid electronic invoice<\/b><span style=\"font-weight: 400;\">Manual lookup on the tax authority system, semi-automatic verification via accounting software, or full automation using AI and RPA.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Each method represents a different operating model. Manual methods rely entirely on human intervention and are difficult to scale as the number of invoices increases. Accounting software improves speed but still doesn&#039;t fully address data extraction and supplier risk detection. Meanwhile, comprehensive automation allows for the processing of thousands of invoices in real time, ensuring accuracy and scalability for the finance department.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Tra_cuu_hoa_don_hop_phap_tren_cong_Tong_cuc_Thue_va_dong_bo_du_lieu_vao_ERP\"><\/span><b>Verify the legitimacy of invoices on the General Department of Taxation&#039;s portal and synchronize the data with the ERP system.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The most common method is to look up the information directly on the tax authority&#039;s portal. Accountants need to enter each invoice code and verify it using a captcha to check its existence status. However, this method only provides basic information and does not assess the risk level of the supplier.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Integration into ERP systems reduces manual operations, but limitations remain regarding delays and anomaly detection capabilities. In practice, many businesses only detect risks after accounting has been completed, leading to complex retrospective handling.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Tu_dong_kiem_tra_tinh_hop_le_hoa_don_bang_AI_Bizzi_Bot\"><\/span><b>Automatically verify invoice validity using AI Bizzi Bot<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">AI solutions enable <\/span><b>Automatically check invoice validity<\/b><span style=\"font-weight: 400;\"> As soon as the documents are received, the system uses RPA technology to collect XML files from emails, then directly compares them with tax authority data in real time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The biggest difference lies in its anomaly detection capabilities. Beyond simply checking if an invoice exists, the system assesses the supplier&#039;s operational status and provides immediate alerts. This allows businesses to prevent errors at the &quot;entry point,&quot; rather than dealing with the consequences later.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Tich_hop_kiem_tra_hoa_don_vao_quy_trinh_Procure-to-Pay\"><\/span><b>Integrate invoice verification into the Procure-to-Pay process.<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">When invoice verification is integrated <a href=\"https:\/\/bizzi.vn\/tai-lieu\/tu-dong-hoa-thong-minh-trong-quy-trinh-procure-to-pay-p2p\/\">Procure-to-Pay (P2P) process<\/a>In this system, invoices are no longer simply tax documents but have become &quot;payment orders.&quot; This helps CFOs tightly control cash flow and ensure that all payments are legitimate.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Automating this process reduces approval delays and optimizes DPO (Demand Processing Order) by proactively adjusting payment timing. This represents a significant shift from &quot;record-based accounting&quot; to &quot;proactive financial management.&quot;<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Giai_phap_doi_chieu_3_chieu_3-Way_Matching_tu_dong\"><\/span><a href=\"https:\/\/bizzi.vn\/3-way-matching-la-gi\/\"><b>Automatic 3-Way Matching Solution<\/b><\/a><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Three-way reconciliation is a method of matching data between invoices, purchase orders, and warehouse receipts. When performed at the detailed level for each item, the system can immediately detect discrepancies in quantity or unit price.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This mechanism acts as a &quot;firewall&quot; against fraud, ensuring that businesses only pay for what they actually receive. It also forms the basis for automating accounting entries and minimizing errors in the accounting process.<\/span><\/p>\n<figure id=\"attachment_999980755\" aria-describedby=\"caption-attachment-999980755\" style=\"width: 1200px\" class=\"wp-caption aligncenter\"><img decoding=\"async\" class=\"wp-image-999980755\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/trich-xuat-du-lieu-hoa-don-.png\" alt=\"3-way-matching-solution\" width=\"1200\" height=\"723\" title=\"\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/trich-xuat-du-lieu-hoa-don-.png 2048w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/trich-xuat-du-lieu-hoa-don--300x181.png 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/trich-xuat-du-lieu-hoa-don--1024x617.png 1024w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/trich-xuat-du-lieu-hoa-don--768x463.png 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/trich-xuat-du-lieu-hoa-don--1536x926.png 1536w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/trich-xuat-du-lieu-hoa-don--18x12.png 18w\" sizes=\"(max-width: 1200px) 100vw, 1200px\" \/><figcaption id=\"caption-attachment-999980755\" class=\"wp-caption-text\">Detect deviations quickly and improve data accuracy.<\/figcaption><\/figure>\n<h3><span class=\"ez-toc-section\" id=\"Co_che_tu_dong_tu_choi_hoa_don_qua_he_thong_Bizzi_IPA\"><\/span><b>Automatic invoice rejection mechanism via the Bizzi IPA system.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">In the event of a discrepancy, the system automatically triggers the exception handling process. Invoices that do not meet the standards will be flagged and forwarded to the accounting department for processing, instead of continuing through the payment process.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This approach significantly reduces manual workload while speeding up the processing of valid transactions. Instead of checking all invoices, accountants can focus only on high-risk cases.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Quy_trinh_xu_ly_hoa_don_khong_hop_le_sau_khi_hach_toan\"><\/span><b>Procedure for handling invalid invoices after accounting.<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">When an invalid invoice is discovered after it has been recorded in the accounting system, the business faces a form of retrospective risk that can directly affect financial statements, tax obligations, and cash flow.\u00a0<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"1_Xac_dinh_loi_va_Phan_loai_muc_do_anh_huong\"><\/span><b>1. Identify the error and classify the level of impact.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The first step is to identify the cause of the invalid invoice. If the error does not affect the amount of money (such as incorrect address or company name), the processing procedure will be simpler than for errors affecting the amount of goods and taxes (such as incorrect unit price or tax rate). The accountant needs to check whether this invoice has already been declared for tax purposes to decide on the appropriate adjustment method according to current regulations (Circular 32\/Decree 70).<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"2_Thuc_hien_but_toan_dieu_chinh_tren_ERP\"><\/span><b>2. Perform adjusting entries in ERP.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After identifying the error, the accountant performs the necessary adjustments on the ERP system to clean up the ledger data.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>In case of invoice cancellation:<\/b><span style=\"font-weight: 400;\"> Perform a reverse entry (record a negative) on the entire previously recorded value to completely eliminate the incorrect transaction.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Adjustment case:<\/b><span style=\"font-weight: 400;\"> Make adjusting entries to increase\/decrease the difference between the correct value and the incorrectly recorded value. This helps to return the balances of related accounts (such as Accounts Payable to Suppliers, Input VAT) to the correct state before recording new documents.<\/span><\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"3_Hoan_thien_bo_chung_tu_phap_ly\"><\/span><b>3. Complete the set of legal documents.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Businesses and suppliers must cooperate to establish <\/span><b>Invoice Cancellation or Invoice Adjustment Record<\/b><span style=\"font-weight: 400;\">, which clearly states the reason for the error and is digitally signed by both parties. The supplier will then issue a replacement or adjusted invoice. This is the most important legal basis for explaining the situation to the Tax authorities and replaces the original invalid invoice in the payment documentation.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"4_Cap_nhat_du_lieu_va_Ke_khai_bo_sung\"><\/span><b>4. Data Update and Supplementary Declaration<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The new invoice (replacement or adjustment) will be pushed into the automated processing workflow (RPA) to extract data and re-enter it into the ERP system. If the error is discovered after the tax return has been filed, the accountant must take action. <\/span><b>Supplementary VAT declaration<\/b><span style=\"font-weight: 400;\"> of the period in which the invoice was issued to adjust the deductible tax amount, avoiding the risk of being subject to back taxes and late payment penalties during tax settlement.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Giai_dap_chuyen_sau_ve_quan_tri_rui_ro_hoa_don_dien_tu\"><\/span><b>In-depth Q&amp;A on electronic invoice risk management<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Electronic invoice risk management is the process of identifying, analyzing, and controlling errors and fraud (fictitious invoices, incorrect content, incorrect timing) to ensure compliance with regulations.<\/span><span style=\"font-weight: 400;\">Businesses need to proactively review the K coefficient, compare data with tax authorities, verify the legitimacy of suppliers, and use automated tools to prevent the risk of having their electronic invoice usage suspended.\u00a0<\/span><\/p>\n<p><em>See more content about <a href=\"https:\/\/bizzi.vn\/bo-tieu-chi-rui-ro-hoa-don-la-gi\/\">What is the invoice risk assessment criteria? How to assess it and solutions for businesses.<\/a><\/em><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Su_khac_biet_giua_hoa_don_hop_le_ve_Thue_va_hop_le_thanh_toan_AP_la_gi\"><\/span><b>What is the difference between a tax-valid invoice and an payable (AP) valid invoice?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">An invoice is considered tax-valid when it fully meets the requirements for XML format, digital signature, and other specified criteria. However, to be accepted for payment in the Accounts Payable system, the invoice must also pass a three-way reconciliation process with the Purchase Order (PO) and General Receipt (GR), as well as meet the requirements of the contract\u2026 This ensures that the invoice is not only legally correct but also accurately reflects the actual commercial transaction.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Tich_hop_Giai_phap_kiem_tra_hoa_don_vao_ERP_cai_thien_chi_so_DPO_nhu_the_nao\"><\/span><b>How does integrating an invoice verification solution into ERP improve DPO (Demand Point of Presence) scores?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When the invoice verification process is automated using RPA and directly integrated into the ERP system, the time required for processing and approving documents is significantly shortened. This allows businesses flexibility in choosing payment timing: taking advantage of early payment discounts or extending payment periods in a controlled manner. As a result, the DPO (Demand Payment Order) is optimized, contributing to improved working capital efficiency.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Rui_ro_lon_nhat_khi_chi_luu_file_PDF_ma_bo_qua_file_XML_la_gi\"><\/span><b>What is the biggest risk of saving only the PDF file and ignoring the XML file?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">According to Decree 70\/2025\/ND-CP, XML files are the only legally valid original electronic invoices because they contain encrypted digital signatures, while PDF files are merely image representations and have no value as proof of business transactions. Storing only PDFs puts businesses at risk of having all deductible expenses rejected by the Tax authorities and being denied input VAT deductions due to the lack of original documentation. Furthermore, it eliminates the ability for accurate automatic reconciliation, easily leading to data discrepancies between accounting records and the General Department of Taxation&#039;s system.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"He_thong_phat_hien_nha_cung_cap_bo_tron_bang_cach_nao\"><\/span><b>How does the system detect a defunct supplier?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Modern systems utilize data analytics technology and API connections with tax authorities to continuously update the operational status of suppliers. When a tax identification number is detected as high-risk or inactive, the system automatically flags it as a warning. This allows businesses to promptly stop transactions and avoid recording invalid invoices.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Lam_sao_thiet_lap_chot_chan_Auto-reject_cho_hoa_don_sai_lech_don_gia\"><\/span><b>How do I set up an auto-reject feature for invoices with incorrect unit prices?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Businesses can set tolerance limits in their control systems. When the data on an invoice exceeds the allowed margin compared to the purchase order (PO) or general reference price (GR), the system will automatically reject it or switch to manual verification. This mechanism helps tightly control the risk of overbilling without relying entirely on human intervention.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Khi_he_thong_bao_sai_lech_3-Way_Matching_ke_toan_AP_phai_lam_gi\"><\/span><b>What should an AP accountant do when the 3-Way Matching system reports a discrepancy?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When the system reports a 3-Way Matching discrepancy, the AP accountant must immediately review and identify the cause of the difference at one of three points: Purchase Order (PO), Goods Receipt (GR), or Invoice. After identifying the source of the error in quantity or unit price, the accountant must coordinate with the purchasing department (to correct the PO), the warehouse department (to re-verify the actual receipt), or contact the supplier (to request an adjusted\/replacement invoice). Only after this information matches correctly within the allowable error limit can the system approve payment to ensure the accuracy of expenses and avoid cash flow losses.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Giai_phap_Xu_ly_hoa_don_dau_vao_cua_Bizzi_co_luu_tru_du_lieu_khong\"><\/span><b>Does Bizzi&#039;s input invoice processing solution store data?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Bizzi&#039;s solution stores all invoice data (including both original XML files and PDF versions) on a cloud computing platform for a minimum of 10 years, strictly complying with the regulations on electronic document storage under the Vietnamese Accounting Law. The system automatically extracts and organizes information in metadata format, allowing users to easily search, retrieve, and centrally manage all input data on a single interface. This ensures security, confidentiality, and readiness for tax settlements without the risk of loss or damage associated with traditional storage methods.<\/span><\/p>\n<figure id=\"attachment_999980762\" aria-describedby=\"caption-attachment-999980762\" style=\"width: 1200px\" class=\"wp-caption aligncenter\"><img decoding=\"async\" class=\"wp-image-999980762 size-full\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/giai-phap-invoice-processing-la-gi-2.png\" alt=\"Solutions for handling input invoices at Bizz\" width=\"1200\" height=\"750\" title=\"\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/giai-phap-invoice-processing-la-gi-2.png 1200w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/giai-phap-invoice-processing-la-gi-2-300x188.png 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/giai-phap-invoice-processing-la-gi-2-1024x640.png 1024w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/giai-phap-invoice-processing-la-gi-2-768x480.png 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/giai-phap-invoice-processing-la-gi-2-18x12.png 18w\" sizes=\"(max-width: 1200px) 100vw, 1200px\" \/><figcaption id=\"caption-attachment-999980762\" class=\"wp-caption-text\">Bizzi&#039;s invoice processing solution reduces processing, verification, reconciliation, and data entry costs related to accounts payable management by 80% and 50%.<\/figcaption><\/figure>\n<h2><span class=\"ez-toc-section\" id=\"Ket_luan\"><\/span><b>Conclude<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Job <\/span><b>Automatically check invoice validity<\/b><span style=\"font-weight: 400;\"> This not only helps businesses comply with Circular 32\/2025\/TT-BTC and Decree 70\/2025\/ND-CP, but also serves as a crucial foundation for managing financial risks and optimizing cash flow. When the verification process is digitized and integrated into the Procure-to-Pay chain, businesses can completely eliminate manual errors, shorten processing time, and improve operational efficiency.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In the context of an ever-increasing volume of invoices, implementing automation solutions like Bizzi not only helps <\/span><a href=\"https:\/\/bizzi.vn\/xu-ly-hoa-don\/\"><b>check valid electronic invoice<\/b><\/a><span style=\"font-weight: 400;\"> This not only provides real-time data but also ensures clean data right from the input stage. This is a crucial transformation that helps CFOs protect costs, optimize working capital, and build a sustainable financial system.<\/span><\/p>\n<p><i><span style=\"font-weight: 400;\">To receive advice on effective corporate financial management solutions, schedule an appointment with Bizzi here: <\/span><\/i><a href=\"https:\/\/bizzi.vn\/dat-lich-demo\/\"><i><span style=\"font-weight: 400;\">https:\/\/bizzi.vn\/dat-lich-demo\/<\/span><\/i><\/a><\/p>","protected":false},"excerpt":{"rendered":"<p>Trong b\u1ed1i c\u1ea3nh c\u01a1 quan thu\u1ebf si\u1ebft ch\u1eb7t ki\u1ec3m so\u00e1t h\u00f3a \u0111\u01a1n \u0111i\u1ec7n t\u1eed, vi\u1ec7c t\u1ef1 \u0111\u1ed9ng ki\u1ec3m tra t\u00ednh h\u1ee3p l\u1ec7 h\u00f3a \u0111\u01a1n kh\u00f4ng&#8230;<\/p>","protected":false},"author":37,"featured_media":999978549,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":""},"categories":[54],"tags":[],"class_list":["post-999978544","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-so-tay-ke-toan"],"acf":[],"_links":{"self":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts\/999978544","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/users\/37"}],"replies":[{"embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/comments?post=999978544"}],"version-history":[{"count":4,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts\/999978544\/revisions"}],"predecessor-version":[{"id":999980878,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts\/999978544\/revisions\/999980878"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/media\/999978549"}],"wp:attachment":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/media?parent=999978544"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/categories?post=999978544"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/tags?post=999978544"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}