VAT invoices
A VAT invoice is the legal e-invoice for a sale: who sold, who bought, what, and for how much, with its PDF and XML files. The platform collects these invoices from e-invoice providers, ties each one to the order it bills, and shows them under VAT Invoices.
Overview#
The platform keeps one record per VAT invoice, whichever provider it came from. Most invoices are fetched from the e-invoice providers that the fuel merchants issue through; the platform also issues VAT invoices itself, for its own subscription fees and for proforma invoices the platform issued (Proforma invoices). A fetched invoice usually arrives on its own and is tied to the order and transaction it bills afterwards; the state of that match is shown on the invoice. How matching works is on Invoice match statuses.
Fields#
Header#
| Field | Meaning |
|---|---|
| Invoice Number | The number the seller gave the invoice |
| Issue Date | The date the invoice was issued |
| Seller | On an invoice fetched from a provider, the merchant that issued it, shown as Merchant |
| Buyer | On an invoice fetched from a provider, the tenant it bills, shown as Tenant |
| Invoice type | Normal, Adjustment or Replacement |
| Subtotal, VAT amount, Total | The amount before VAT, the VAT, and the amount including VAT, in the invoice's currency (VND by default) |
| Source | The provider the invoice came from, or the platform's own issuing |
| Match Status | How far the platform has got in tying the invoice to its transaction; see Invoice match statuses |
On an invoice the platform issues, the platform is the seller; the billed organisation appears under Tenant, or under Merchant when a merchant is billed.
Invoice type, subtotal, VAT amount, source and the lines below are stored with the invoice and printed in its PDF and XML, but are not shown on the list or detail page.
Lines#
Each invoice has line items:
| Field | Meaning |
|---|---|
| Item name, quantity, unit, unit price | What was sold and how much of it |
| Buyer and seller legal name and tax code | The parties as printed on the invoice |
| Vehicle number | The plate written on the invoice line, when there is one |
Files#
An invoice can have PDF, XML, INV and HTML files:
| File type | What it is |
|---|---|
| The printable invoice | |
| XML | The signed e-invoice data |
| INV | The provider's e-invoice file |
| HTML | A web view of the invoice, from providers that supply one |
A file is either a copy stored by the platform or a link to a copy hosted elsewhere; both open the same way. Invoice files belong to the invoice and do not appear under Documents.
Rules#
- One record per invoice. An invoice is identified by its number, its source and its seller. When a provider sends the same invoice again, the record is updated, its lines are replaced, and each file replaces the earlier file of the same type.
- Who sees which invoices. Tenant users see the invoices whose buyer is their tenant. Tenant Owner, Tenant Admin and Tenant Accountant can open Finance > VAT Invoices; merchant users have no access to it.
- Reviewing unmatched invoices is a platform operator task; customers see the match status but no Review action.
The VAT Invoices list#
The list shows #, Invoice Number, Issue Date, Total, Tenant, Match Status, Files and Action, 20 invoices to a page, oldest first. Action shows Review only to platform operators, on invoices that need review.
- Search finds an invoice by its number or the provider's reference.
- The filter narrows the list by Match Status.
- Files links straight to each file, PDF first.
- Export to Excel downloads the invoices the filter and search show, with the columns #, Invoice Number, Issue Date, Total, Tenant and Match Status; files are not included. An export holds at most 5,000 rows; when the cap is reached the file says so, and narrowing the filter exports the rest.
The VAT invoice detail page#
| Card | Shows |
|---|---|
| Identity | ID, Invoice Number, Issue Date, Total, Tenant, Merchant |
| Match | The match Status. Once the invoice is Matched: the Order it bills, when the transaction has one (order type, reference, plate, amount and date), and the Financial Transaction (type, amount and status) |
| Files | A card for each file, showing its type and file name; "No files attached." when there are none |
The order and transaction are links only when the viewer may open them; otherwise they show as plain text, so a link never leads to an access-denied page. A segment with no value, such as the plate of an order without a vehicle, is left out. The page's actions are Audit logs, for users who may view audit logs, and Back to list.