E-Invoice - Electronic Invoice Integrated with CRM

Prerequisites

To use the E-Invoice feature, you need:

• ✅ Have a GTG CRM account

• ✅ Log in to the system

• ✅ (Optional) E-invoice provider account (S-Invoice or MISA)

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-invoices"

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

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, invoices with 32 products are also processed automatically!

Method 2: Automatic Email Collection

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

Setting Up Automatic Email Collection

Step 1: Open Integration Menu

1. Click on the "Integration" 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 the 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 Invoices Received to view it.

3. The source will display as "Email".

Edit Information (If Necessary)

If the information is incorrect, you can edit it:

1. Click on the invoice to be edited.

2. Click "Edit".

3. Edit the information.

4. Save.

Connect Invoice Providers

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

Connect S-Invoice (Viettel)

Step 1: Initiate Connection

1. Navigate to the "Outgoing Invoices" tab.

2. Click the "Connect" button in the top right corner.

Step 2: Select S-Invoice

1. Choose S-Invoice as the provider.

2. Enter your login information:

   • Username: (usually your tax code)

   • Password: Your S-Invoice account password

   • Tax Code: Your company's tax code

Step 3: Confirm Connection

Click "Connect". If the tax code you entered matches the tax code of the workspace previously connected (e.g., only the password was changed), the system will connect immediately and report success.

⚠️ Note: If the tax code is different from the one previously connected, the system will pause and ask for confirmation: "Is this the same company?" — because invoices issued under two different tax codes cannot be combined in reports as a single business. The screen will display the previously connected tax code (partially masked, e.g., •••-509). Click "Yes, same company — connect" to proceed, or "Cancel" to keep the current connection. Nothing will be saved until you confirm.

Connect MISA

Step 1: Select MISA

1. Click the "Connect" button.

2. Choose MISA as the provider.

Step 2: Enter Information

• Username: Your registered MISA email address

• Password: Your MISA account password

• Tax Code: Your company's tax code

Step 3: Confirm

Click "Connect". The mechanism is identical to S-Invoice above: if the tax code matches the previously connected one, the system connects immediately; if it's different, you will be asked to confirm "Is this the same company?" before saving (see details in the S-Invoice Connection section above).

Issue Outgoing Invoices

Step 1: Open Invoice Creation Form

1. Navigate to the "Outgoing Invoices" tab.

2. Click "Create Invoice".

Step 2: Select Basic Information

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

⚠️ Note: Payment status does not affect the tax authority, but helps you track accounts receivable.

Step 3: Enter Buyer Information

• Legal Name: Buyer's company name

• Tax Code: Buyer's MST (Tax Identification Number)

• 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

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Step 7: Issue Invoice

1. Check information carefully

2. Click "Issue Invoice"

3. Wait for success notification

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Step 8: Download Invoice PDF

After successful issuance:

1. Click "Download PDF" to download the invoice

2. Send to customer

Create Replacement Invoice

When you need to adjust an issued invoice (customer returns goods, error 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"

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Step 3: Adjust Information

• Change products, quantities, prices if necessary

• Add or remove products

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

Step 4: Issue Replacement Invoice

1. Save Draft

2. Preview PDF

3. Issue Replacement Invoice

Other Operations

Sync Invoices

Sync 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" button (or "Disconnect")

2. Confirm disconnection

3. You can connect another provider

💡 When reconnecting with a tax code different from the one used previously (whether with S-Invoice or MISA), you will be prompted for confirmation before the system saves — see the "Connect Invoice Provider" section above.

View Invoice Details

Click on any invoice to view:

• Detailed information

• Product list

• Total amount and VAT

Change Invoice Template

1. Go to edit invoice (draft)

2. Select new template

3. Save before previewing PDF

Tips for Effective Use

1. Set Up Automatic Email Collection

• Saves time downloading invoices monthly

• Accountants can simply log in to GTG CRM to download

2. Check Carefully Before Exporting

• Always Preview PDF before exporting

• Exported invoices cannot be edited; only replacement invoices can be created

3. Track Payment Status

• Mark as "Paid" upon receiving payment

• Helps manage outstanding debts effectively

4. Grant Permissions to Accountant

• Grant the accountant access to the Electronic Invoice module

• The accountant can download invoices themselves for tax reporting