Electronic invoices: Still a game for large businesses.

Given the requirements for using electronic invoices, only large businesses are able to meet them; the vast majority of small and medium-sized enterprises (SMEs) find it difficult to implement.

Small and medium-sized enterprises (SMEs) remain hesitant.

Nacencom Card Technology Joint Stock Company is one of the few small and medium-sized enterprises that have already adopted electronic invoices. However, the company's advantage lies in its operation in the field of providing digital signatures, so its information technology infrastructure is already quite complete. Therefore, the implementation of electronic invoices has been quite convenient.

Unlike Nacencom, which has a complete IT infrastructure, Mr. Nguyen Van Tiep, Director of Hien Quan Electronics Company, expressed considerable apprehension about this initiative. Mr. Tiep argued that customers of businesses inevitably make mistakes and require invoice corrections when using invoices. Furthermore, businesses are not very enthusiastic about this initiative due to their limited IT skills.

According to Circular No. 32/2011/TT-BTC guiding the creation, issuance, and use of electronic invoices for the sale of goods and provision of services, intermediary units must have a solution to store the results of transmissions between the parties involved in the transaction; and store electronic invoices with the requirement that the electronic data messages must be kept on the system.

However, according to Mr. Hoang Quoc Khanh, Director of Nacencom Card Technology Joint Stock Company, requiring intermediary providers to retain all customer invoice data will make businesses apprehensive about the security of their sensitive information. In Mr. Khanh's view, intermediary providers only need to retain the necessary information sufficient for authorities to verify the accuracy of invoice information. This is also the reason why many businesses are reluctant to use electronic invoices.

According to Mr. Cao Anh Tuan, Deputy Director General of the General Department of Taxation, quick reports from provinces and cities indicate that nearly 500,000 businesses currently print or order printed invoices. Electronic invoices, being a new field requiring both customers and businesses to use electronic signatures, have a narrower scope of application. Therefore, the General Department of Taxation will facilitate and encourage businesses that meet the requirements to use electronic invoices, while other businesses should continue using self-printed invoices. Currently, the General Department of Taxation has required businesses providing software to sign a commitment to provide free self-printing software for six months to one year. Mr. Tuan also stated that small and medium-sized enterprises (SMEs) are more suited to self-printing invoices using computer software.

Is it only the "rich" who can participate?

Mr. Tran Thanh Hien, representative of Vietnam Airlines, stated that the company was one of the first to adopt electronic documents, followed by electronic invoices. Mr. Hien affirmed that the use of electronic invoices facilitates passengers in storing information, preventing loss, and retrieving details about itineraries and prices. For airlines, the use of electronic invoices makes it easier to share information and process payments among airlines within the aviation association.

Specifically, in 2011, the company's sales through electronic invoices reached nearly 1.5 trillion VND, with approximately 400,000 customers, equivalent to nearly 400,000 invoices. It is projected that in 2012, sales will increase to approximately 2 trillion VND, accounting for about 4-5% of Vietnam Airlines' total sales. Mr. Hien emphasized that currently, airlines that are pioneers in using websites to sell tickets account for nearly 20% of their total sales, while Vietnam only accounts for 4-5%. The use of electronic invoices will allow us to accelerate this sales process, enhance competitiveness with other countries in the region and around the world, and provide convenience for customers.

Sharing experiences from several businesses that have successfully implemented and used electronic invoices reveals that the key factor lies in the mindset of the leadership. These leading companies must recognize that adopting electronic invoices is a crucial solution for improving service quality and increasing competitiveness. Furthermore, businesses must possess a robust information technology infrastructure. For example, Vietnam Airlines, wanting to implement electronic invoices, had a fairly complete IT infrastructure. The company also needed a financial and accounting system that ensured integration between sales channels, invoice issuance channels, and reporting within the financial and accounting system.

Reportedly, the Tax Department has established a support team for businesses implementing electronic invoices at several large corporations and conglomerates: the Electricity Corporation, the Vietnam Post and Telecommunications Corporation, the Vietnam Airlines Corporation, etc.

According to VOV