HOW IS THE BUYER’S ADDRESS A BUSINESS WITH A TAX CODE WRITTEN ON THE INVOICE? HOW IS THE INVOICE SAFELY PRESERVED AND STORED?

How is the buyer’s address a business with a tax code written on the invoice? How is an invoice issued by the tax authority with an error in the buyer’s name or address but the correct tax code written? Let’s find out more with Pham Consult!

How is the buyer’s address a business with a tax code written on the invoice?

Pursuant to Clause 5, Article 10 of Decree 123/2020/ND-CP amended by Point a, Clause 7, Article 1 of Decree 70/2025/ND-CP, it is stipulated as follows:

Content of the invoice

5. Name, address, tax code or budget-related unit code or personal identification number of the buyer
6. a) In case the buyer is a business establishment with a tax code, the name, address, and tax code of the buyer shown on the invoice must be recorded in accordance with the business registration certificate, branch registration certificate, business household registration certificate, tax registration certificate, tax code notification, investment registration certificate, cooperative registration certificate; in case the buyer is a budget-related unit, the name, address, and budget-related unit code shown on the invoice must be recorded with the budget-related unit code granted.

In case the buyer’s name and address are too long, the seller can shorten some common nouns on the invoice such as: “Ward” as “P”; “District” as “Q”, “City” as “TP”, “Vietnam” as “VN” or “Joint Stock” as “CP”, “Limited Liability” as “LLC”, “Industrial Park” as “KCN”, “Production” as “SX”, “Branch” as “CN”… but must ensure full house number, street name, ward, commune, district, city, accurately identify the name and address of the enterprise and be consistent with the business registration and tax registration of the enterprise. b) In case the buyer does not have a tax code, the buyer’s tax code is not required to be shown on the invoice. In some cases of selling goods and providing specific services to individual consumers as prescribed in Clause 14 of this Article, the name and address of the buyer are not required to be shown on the invoice. In the case of selling goods or providing services to foreign customers coming to Vietnam, the information about the buyer’s address can be replaced by information about the passport number or immigration papers and nationality of the foreign customer. In case the buyer provides a tax code or personal identification number, the tax code or personal identification number must be shown on the invoice.

Accordingly, for buyers who are business establishments with a tax code, the buyer’s address shown on the invoice must be recorded in accordance with the business registration certificate, branch registration certificate, household business registration certificate, tax registration certificate, tax code notification, investment registration certificate, cooperative registration certificate.

How to handle invoices issued by tax authorities with errors in the buyer’s name or address but the correct tax code is recorded?

According to Clause 2, Article 26 of Decree 123/2020/ND-CP, the following provisions apply:

Handling of invoices purchased by tax authorities that have been issued

1. In case the invoice has been issued but not delivered to the buyer, if the invoice is found to have errors, the seller shall cross out the copies and keep the invoice number that has been issued with errors.
2. In case the invoice has errors in the name and address of the buyer but the tax code of the buyer is correct, the parties shall make a record of adjustment and shall not have to make an adjustment invoice.
3. In case the invoice has been issued and delivered to the buyer but the goods have not been delivered, the service has not been provided, or the invoice has been issued and delivered to the buyer, the seller and the buyer have not declared taxes, if errors are found, they must be canceled, the seller and the buyer shall make a record of withdrawing the copies of the invoice number that has been issued incorrectly. The record of invoice withdrawal must show the reason for the invoice withdrawal. The seller shall cross out the copies, keep the wrong invoice number and re-issue a new invoice according to regulations.

Accordingly, in case the invoice has errors in the name and address of the buyer but the correct tax code of the buyer is recorded, the parties shall make a record of adjustment and do not have to issue an adjustment invoice.

How are invoices preserved and stored?

Pursuant to Clause 1, Article 6 of Decree 123/2020/ND-CP, regulations on preservation and storage of invoices and documents are as follows:

Preservation and storage of invoices and documents

1. Invoices and documents shall be preserved and stored to ensure:
2. a) Safety, security, integrity, completeness, and no changes or errors during the entire storage period
3. b) Storage for the correct and sufficient period as prescribed by accounting law.
4. Electronic invoices and electronic documents shall be preserved and stored electronically. Agencies, organizations and individuals have the right to choose and apply the form of preservation and storage of electronic invoices and electronic documents in accordance with the characteristics of their operations and the ability to apply technology. Electronic invoices and electronic documents must be ready to be printed on paper or looked up upon request.
5. Invoices printed by tax authorities, printed documents, and self-printed documents must be preserved and stored in accordance with the following requirements:
6. a) Invoices and documents that have not been prepared must be stored and preserved in warehouses according to the regime of preserving and storing valuable documents.
7. b) Invoices and documents prepared in accounting units must be stored according to the regulations on storing and preserving accounting documents.
8. c) Invoices and documents prepared in organizations, households and individuals that are not accounting units must be stored and preserved as the private property of that organization, household or individual.

Accordingly, invoices and documents are preserved and stored to ensure the following:

– Safety, security, integrity, completeness, and no changes or errors during the storage period

– Stored correctly and for the full period of time as prescribed by accounting law.