Issue e-invoices

Once your e-invoice provider is connected, Ha Tang can issue the e-invoice for a sale: automatically when the customer pays, or by hand for any payment or bank transfer. Every invoice is created under your tax code at your provider, signed there, and sent to the tax office; Ha Tang follows it and shows where it stands.

Creating, sending and retrying invoices needs the Work level on the Payments module.

Automatically when a payment is paid

When you create a payment under Payments → Payments, open Issue an e-invoice once paid:

• Item (defaults to the description): the line on the invoice.
• VAT: the rate, including KCT (not subject). One line covers the whole amount; the price before VAT is worked out from the amount.
• Template and When paid: keep the provider's defaults, or choose create the draft only for this payment.

Nothing is sent to the provider until the payment is Paid or Overpaid. Then the invoice is created and, depending on the mode, sent for approval. Your website can also ask for an invoice when it creates payments, with the buyer's details and several lines; your developer finds how in E-invoices in the developer hub.

The customer's checkout page says an invoice is coming and, once issued, shows its number and lookup code.

By hand

Open Payments → E-invoices and use New invoice:

1. Enter the Buyer name, and for a company the Company (optional), Tax code (optional) and Address.
2. Optionally Link to payment id (optional), so the payment shows its invoice. A payment can have only one invoice.
3. Fill in the item: Item, Qty, Unit price (before VAT) and VAT %.
4. Choose what happens Then: stop at the draft or send for approval, and the Provider and template.
5. Click Create invoice.

Shortcuts open the same form already linked: Create one on a payment without an invoice, and Create invoice next to a transfer under Reconciliation.

Follow an invoice

The invoice page shows the buyer, the lines with VAT, the totals, the related payment, Download PDF once issued, and a Timeline of every step with who made it (Ha Tang, a provider callback, or a change seen at the provider).

Review drafts

With stop at the draft, someone checks each invoice before it is signed:

1. Open Payments → E-invoices and pick a draft.
2. Check the buyer, the lines and the totals.
3. Click Send for approval, or Delete draft if it should not be issued.

When something fails

Timeouts and provider outages are retried automatically. A refusal, for example an invalid buyer tax code, stops the invoice at failed with the provider's message:

1. Read the message on the invoice page.
2. Fix the cause, for example the buyer's tax code at your provider or in your records.
3. Click Retry (or Retry the failed step on the payment). The same step runs again.

If a draft was edited both in Ha Tang and in the provider's portal, the invoice page says so and offers Keep my version or Take Mắt Bão's version. Nothing else can happen to that draft until you choose.

After the tax office has it

Once sent to the tax office, an invoice can no longer be deleted or canceled from Ha Tang. To correct it, cancel or replace it in the Mắt Bão portal (the change comes back to Ha Tang), or have your developer issue a replacement invoice through the API. Owners and admins receive an email when an invoice fails, is rejected by the tax office, or has not reached the tax office 5 hours after it was created.

Check that nothing is missing

Payments → Reconciliation lists the money in that still has no invoice. See Reconcile money in against invoices.