E-Invoice - CRM Integrated E-Invoice

Requirements Before Starting

To use the E-Invoice feature, you need to:

• ✅ Have a GTG CRM account
• ✅ Log in to the system
• ✅ (Optional) An e-invoice provider account (S-Invoice or MISA)

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Accessing the E-Invoice Feature

Step 1: Log in to GTG CRM

Log in to the GTG CRM system with your account.

Step 2: Open the E-Invoice Menu

1. Look at the left-hand menu bar
2. Click on "E-Invoice"

Step 3: Select Invoice Type

The e-invoice screen has 2 tabs:

Tab	Description
Outgoing Invoices	Invoices you issue to customers
Incoming Invoices	Invoices suppliers issue to you

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Managing Incoming Invoices

Method 1: Manual Invoice Upload

Step 1: Click the Upload Button

There are 2 ways to open the upload dialog:

• Click the "Upload" button in the top right corner
• Or click the "Upload Invoice" button

Step 2: Select Invoice File

1. Drag and drop the invoice PDF file into the upload area
2. Or click to select a file from your computer

Step 3: Upload and Process

1. Click "Upload and Process"
2. Wait for the system to process (status: "Processing")

Step 4: View Results

1. After about 10 seconds, click "Refresh"
2. The invoice has been imported with complete information

💡 Note: The system supports complex invoices with multiple products. For example, an invoice with 32 products is also processed automatically!

Method 2: Automatic Email Collection

This is the most convenient method - the system automatically retrieves invoices from your email!

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Setting Up Automatic Email Collection

Step 1: Open Integration Menu

1. Click on the "Integrations" menu in the left-hand menu bar

Step 2: Connect Email

1. Connect your business email (e.g., support@company.com)
2. Allow GTG CRM to access your email

Step 3: Enable Automatic Collection

1. Find the "Automatic Invoice Collection" option
2. Enable this feature

Step 4: Check Results

When a new invoice email arrives:

1. The system automatically detects and imports it
2. Go to Incoming Invoices to view
3. The source will be displayed as "Email"

Edit Information (If Needed)

If the information is incorrect, you can edit it:

1. Click on the invoice to edit
2. Click "Edit"
3. Edit the information
4. Save

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Connecting Invoice Providers

To issue outgoing invoices, you need to connect with an e-invoice provider.

Connect S-Invoice (Viettel)

Step 1: Open Connection

1. Go to the "Outgoing Invoices" tab
2. Click the "Connect" button in the top right corner

Step 2: Select S-Invoice

1. Select the S-Invoice provider
2. Enter login information:
   • Username: (usually the tax code)
   • Password: S-Invoice account password
   • Tax Code: Company tax code

Step 3: Confirm Connection

Click "Connect" and wait for a success notification.

Connect MISA

Step 1: Select MISA

1. Click the "Connect" button
2. Select the MISA provider

Step 2: Enter Information

• Username: MISA registered email
• Password: MISA account password
• Tax Code: Company tax code

Step 3: Confirm

Click "Connect" and wait for a success notification.

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Issuing Outgoing Invoices

Step 1: Open Invoice Creation Form

1. Go to the "Outgoing Invoices" tab
2. Click "Create Invoice"

Step 2: Select Basic Information

Field	Description
Provider	S-Invoice or MISA
Invoice Template	Select a suitable template (contact accounting)
Payment Method	Cash / Bank Transfer
Payment Status	Paid / Unpaid

⚠️ Note: The payment status does not affect the tax authorities, but it helps you track accounts receivable.

Step 3: Enter Buyer Information

• Legal Name: Buyer's company name
• Tax Code: Buyer's tax code
• Address: Company address

Step 4: Add Products/Services

1. Click "Add Product"
2. Enter information:
   • Product name
   • Quantity
   • Unit price
   • Tax rate (8% or 10%)
   • Discount rate (if any)

💡 Tip: If there are multiple products with different tax rates (8% and 10%), the system will automatically split them into 2 separate invoices.

Step 5: Save Draft

Click "Save Draft" to save before issuing.

Step 6: Preview PDF

1. Click "Preview PDF"
2. Check invoice information

Step 7: Issue Invoice

1. Carefully check the information
2. Click "Issue Invoice"
3. Wait for a success notification

Step 8: Download Invoice PDF

After successful issuance:

1. Click "Download PDF" to download the invoice
2. Send to customer

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Creating Replacement Invoices

When you need to adjust an issued invoice (customer returns goods, errors detected...):

Step 1: Open Original Invoice

1. Go to the "Outgoing Invoices" tab
2. Find and click on the invoice to be replaced

Step 2: Create Replacement Invoice

1. Click "Create Replacement Invoice"

Step 3: Adjust Information

• Change products, quantities, prices if necessary
• Add or remove products

⚠️ Note: You cannot change the tax rate to be different from the original invoice within the same replacement invoice.

Step 4: Issue Replacement Invoice

1. Save Draft
2. Preview PDF
3. Issue Replacement Invoice

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Other Operations

Sync Invoices

Synchronize invoices from the provider to GTG CRM:

1. Click the "Sync" button
2. Wait for the system to update

Disconnect Provider

1. Click the "Connect" (or "Disconnect") button
2. Confirm disconnection
3. You can connect to another provider

View Invoice Details

Click on any invoice to view:

• Detailed information
• Product list
• Total amount and VAT

Change Invoice Template

1. Go to edit the invoice (draft)
2. Select a new template
3. Save before previewing the PDF

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Tips for Effective Use

1. Set Up Automatic Email Collection

• Saves time downloading monthly invoices
• Accountants just need to log in to GTG CRM to download them

2. Check Carefully Before Issuing

• Always Preview PDF before issuing
• Issued invoices cannot be edited; only replacement invoices can be created

3. Track Payment Status

• Mark as "Paid" when payment is received
• Helps effectively manage accounts receivable

4. Grant Permissions to Accountants

• Grant accountants access to the E-Invoice module
• Accountants can download invoices themselves for tax reporting

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