Requirements Before Starting

To use the Electronic Invoice feature, you need:

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

Access the Electronic Invoice Feature

Step 1: Log in to GTG CRM

Log in to the GTG CRM system with your account.

Step 2: Open the Electronic Invoice Menu

1. Look at the menu bar on the left.
2. Click on "Electronic Invoice"

Step 3: Select Invoice Type

The electronic invoice screen has two tabs:

Input Invoice Management

Method 1: Manually Upload Invoices

Step 1: Click the Upload button

There are two ways to open the upload dialog:

• Click the "Upload" button in the upper right corner.
• Or click the "Upload invoice" button.

Step 2: Select the 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 the results

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

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

Method 2: Automatically Collect from Email

This is the most convenient way - the system automatically retrieves the invoice from your email!

Set up automatic email collection.

Step 1: Open the Integrated 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 email.

Step 3: Enable Automatic Collection

1. Find the "Automatically collect invoices" option.
2. Enable this feature

Step 4: Check the Results

When you receive a new invoice email:

1. Automatic detection and import system
2. Go to Input Invoices to view
3. The display source is "Email"

Edit Information (If Needed)

If the information is incorrect, you can edit it:

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

Connecting Invoice Providers

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

Connecting with S-Invoice (Viettel)

Step 1: Open the Connection

1. Go to the "Output Invoices" tab.
2. Click the "Connect" button in the upper right corner.

Step 2: Select S-Invoice

1. Choose an S-Invoice provider
2. Enter your login information:
   • Username : (usually tax identification number)
   • Password : S-Invoice account password
   • Tax ID : Business Tax ID

Step 3: Confirm Connection

Click "Connect" and wait for the success message.

Connect with MISA

Step 1: Select MISA

1. Click the "Connect" button.
2. Choose MISA as your provider.

Step 2: Enter Information

• Username : Email registered with MISA
• Password : MISA account password
• Tax ID : Business Tax ID

Step 3: Confirmation

Click "Connect" and wait for the success message.

Issuing Output Invoices

Step 1: Open the Invoice Creation Form

1. Go to the "Output Invoices" tab.
2. Click "Create invoice"

Step 2: Select Basic Information

⚠️ Note: Payment status does not affect tax authorities, but it helps you track your outstanding debt.

Step 3: Enter Buyer Information

• Legal name : Buyer's company name
• Tax identification number : Buyer's tax identification number
• Address : Company address

Step 4: Add Products/Services

1. Click "Add product"
2. Enter the 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 two separate invoices.

Step 5: Save the Draft

Click "Save draft" to save before exporting.

Step 6: Preview PDF

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

Step 7: Issue the Invoice

1. Check the information carefully.
2. Click "Issue Invoice"
3. Wait for the success notification.

Step 8: Download the Invoice PDF

After successful export:

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

Create a Replacement Invoice

When it's necessary to adjust an issued invoice (customer returns goods, errors discovered, etc.):

Step 1: Open the Original Invoice

1. Go to the "Output Invoices" tab.
2. Find and click on the invoice that needs replacing.

Step 2: Create a Replacement Invoice

1. Click "Create a replacement invoice"

Step 3: Adjust Information

• Adjust products, quantities, and prices if necessary.
• Add or remove products

⚠️ Note: It is not possible to change the tax rate from the original invoice within the same replacement invoice.

Step 4: Issue a Replacement Invoice

1. Save draft
2. Preview PDF
3. Issue a replacement invoice.

Other Operations

Invoice Synchronization

Synchronize invoices from suppliers to GTG CRM:

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

Disconnect from the Provider

1. Click the "Connect" (or "Disconnect") button.
2. Confirm disconnection
3. It is possible to connect with other providers.

View Invoice Details

Click on any invoice to view it:

• Detailed information
• Product list
• Total amount and VAT

Change Invoice Template

1. Go to Edit Invoice (Draft)
2. Choose a new design
3. Save before previewing the PDF.

Tips for Effective Use

1. Set up automatic email collection.

• Helps save time downloading monthly invoices.
• Accountants just need to go to GTG CRM to download it.

2. Inspect Carefully Before Export

• Always preview PDFs before exporting.
• Issued invoices cannot be edited; only replacement invoices can be created.

3. Track Payment Status

• Mark "Paid" when you receive the money.
• Helps manage accounts receivable effectively.

4. Delegating Authority to Accountants

• Grant accountants access to the Electronic Invoice module.
• Accountants can download invoices themselves to prepare tax reports.