How to Draft Value-Added Tax (VAT) Invoices

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A template for Value-Added Tax (VAT) invoices is created and used in accordance with Article 16 of Circular 39/2014/TT-BTC. The latest amendments under Circular 26/2015/TT-BTC, dated February 27, 2015, have revised and supplemented the guidelines according to Circular 39/2014/TT-BTC on sales and service invoices. To aid users in creating the most accurate value-added tax invoice, here is a guide on how to write a VAT invoice for your reference.

The Value-Added Tax (VAT) invoice is a form used by organizations to declare and calculate value-added tax using the deduction method in trading activities of goods and services, supplying content services, and international transportation activities, including export. Therefore, accurate writing of the VAT invoice is crucial in this process.

Below are specific instructions on how to write a VAT invoice:

1. Date

+ For the sale of goods: The date is the moment of establishing the transfer of ownership or usage rights for goods, regardless of whether payment has been received or not.

+ For the provision of services: It is the time of completing the service supply activity, regardless of whether payment has been received or not. In case a business provides services and collects payment in advance or during service delivery, the date of invoicing will be the date of payment collection.

+ For construction, installation: The time is determined as the moment of starting the acceptance process, having results, and handing over the construction work. The measurement of construction volume is not distinguished between whether payment has been received or not.

2. Seller Information

In the context of writing value-added tax (VAT) invoices, seller information does not need to be filled out separately, as it is already pre-filled on the VAT invoice.

3. Buyer Information

- Full name of the buyer: This refers to the information of the person directly involved in the purchase transaction with the selling company. In cases where the buyer does not provide personal information or a tax identification number, the invoice creator will clearly state in the buyer information section of the invoice: 'buyer does not require an invoice' or 'buyer does not provide name, address, tax identification number'.

- Unit Name: Provides accurate information as per the business registration license of the purchasing party.

- Address: Specifies the precise address of the purchasing company according to the information in the business registration license.

- Tax Identification Number: This is the number issued with the business registration certificate of the enterprise.

- Payment Method:

If paid in cash, note as CASH

If payment is made via bank transfer, indicate as BANK TRANSFER

If the payment method is not yet determined, mark as CASH/BANK TRANSFER

4. Detailed List of Goods Sold

- Serial Number Column: The invoice creator needs to record the sequential number of each type of goods that the buyer comes to purchase.

- Column for Item Names, Services: Provide detailed information about the specific type of item sold, including the name, general symbol of the goods.

- Unit of Measurement: Specify the unique and accurate unit of measurement for the sold item; the unit can be items, meters, kilograms, etc.

- Quantity: Clearly state the quantity of units of goods sold.

- Unit Price: Clearly state the unit price of a unit of goods excluding VAT.

- Total Amount: It is the total amount that the buyer needs to pay based on the purchased goods multiplied by the quantity.

5. Total Section

- Sum of Product Cost: The total amount calculated in the total column above.

- Value Added Tax Rate: It is the tax rate that goods and services must pay. Currently, there are three main VAT rates: 0%, 5%, 10%. For cases where goods and services are not subject to any VAT rate, it can be left blank or crossed out in the Value Added Tax Rate section.

- Total Payment Amount: The total amount calculated from 'Sum of Product Cost' and 'VAT amount'.

- Amount in Words: Accurately write the total payment amount in words.

6. Signature

- Buyer: The representative making the purchase will sign under two scenarios

+ If the buyer is not present directly, buying online, via fax, etc. In this case, the buyer is not obligated to sign on the invoice. The seller will be responsible for clearly filling in the information about the buyer, whether it's through phone or online channels.

+ Seller: Anyone selling the goods is responsible for recording

- Head of the Unit: The person authorized to sign confirmation can be the director or the person authorized by the director. In case the director is absent, the authorized person will confirm by live signature, stamping, and providing clear personal information.

Here are the fundamental guidelines on how to write value-added tax invoices in accordance with the prescribed content sequence of the law. In addition to specific instructions on writing value-added tax invoices, Free Download also updates the latest template for value-added tax invoices. Businesses and organizations in need can directly download it for application and use.

Các câu hỏi thường gặp

What are the key elements required when writing a VAT invoice?

When writing a VAT invoice, essential elements include the date of the transaction, seller and buyer information, a detailed list of goods sold, total payment amounts, VAT rates, and necessary signatures.

How should I format the buyer's information on a VAT invoice?

The buyer's information must include their full name, accurate unit name, precise address, tax identification number, and payment method, ensuring compliance with legal requirements for VAT invoices.

What are the different VAT rates applicable to goods and services?

The current VAT rates are typically set at 0%, 5%, and 10%. If goods and services are exempt from VAT, this section can be left blank or crossed out.

How do I accurately calculate the total amount on a VAT invoice?

To calculate the total amount, multiply the quantity of goods sold by the unit price, add the applicable VAT amount, and ensure the total is clearly stated in both numeric and word formats.

Is a signature required on the VAT invoice from the buyer?

No, a buyer's signature is not mandatory if the purchase is made online or via fax. However, seller information must be clearly filled in, detailing how the buyer was identified.

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