How to invoice for buying hot melt adhesive? What should the purchaser prepare for value-added tax special/general invoices

#How to invoice for buying hot melt adhesive? What should the purchaser prepare for value-added tax special/general invoices

When placing an order with a hot melt adhesive supplier, once the adhesive is selected and the price is agreed upon, the final step is often the finance department asking, “Send me the invoice information.” Many first-time buyers may get stuck in “whether to issue a special invoice or a general invoice,” “what documents need to be provided,” and “how to calculate tax inclusive. This article explains the invoicing practices of book and packaging factories when purchasing hot melt adhesive in one go.

1、 First, let’s answer directly: the difference between special tickets and general tickets is whether they can be deducted

• Value added tax ordinary invoiceRecord transactions and use them as accounting vouchers, usually for the payeeCannot deduct input tax。
• Value added tax special invoiceIn addition to accounting, general taxpayers and enterprises can provide receiptsDeduct the corresponding input tax amountIt has a more direct impact on costs.

So for general taxpayers and book/packaging factories that require deduction, they usually need tospecial invoiceFor small-scale taxpayers or those who do not require deduction, ordinary invoices are sufficient. Which one to choose first depends on your company’s taxpayer status and deduction requirements.

2、 Invoicing information to be prepared by the purchaser (4 items of the special invoice are required)

Apply to suppliers like SunlifeValue added tax special invoicePlease provide:

1. Unit Name(Consistent with the business license)
2. Taxpayer Identification Number
3. Registered address and phone number
4. Opening bank and account number

These four items must be completely consistent with the tax registration. Making a wrong word or missing a digit number may result in the invoice being invalidated and refunded back and forth. Ordinary invoices generally require at least the “name+taxpayer identification number”, but it is recommended to provide all at once to save on additional fees.

3、 Position of invoicing in the process (suggested order)

1. Confirm the tax inclusive caliber when inquiringFirst, ask whether you are reporting the “price including tax” or “price excluding tax” – this directly determines your final cost and invoice amount. Sunlife’s quotation is subject to confirmation at the time of inquiry. If tax is required or not, please specify separately during the inquiry stage.
2. Place an order and confirm the specifications and quantityThe model, bag size, and delivery time have been determined.
3. Provide invoicing informationInclude the above information in the next order and send it to the supplier, which is smoother than adding it after shipment.
4. Invoicing after shipment/acceptanceMost invoices are issued based on “after shipment” or agreed upon payment terms, subject to mutual agreement.
5. Received invoice verificationCheck if the header, tax number, amount, tax rate, and goods name match the actual order, and promptly return or exchange any issues.

4、 3 easy pitfalls to tread on

1. Confused “specification model” and “invoice name”

The contract states “S-391 Flat Glue 25kg”, and the invoice goods are usually classified as “Hot Melt Adhesive” or “Adhesive” category. The specific invoice name is subject to the supplier’s invoicing product name, which may not correspond word for word to the internal name. Please check the amount and model remarks.

2. Cross month ticket refund is troublesome

Once the special ticket crosses the month, the red flush process is more complicated than that of the current month. Try to complete the verification in the month of receipt, don’t save until the end of the month.

3. The price including tax was not clarified and cannot be matched afterwards

The most typical dispute is: “What you said does not include tax, and the finance department cannot match the accounting based on tax.Whether the price includes taxes must be confirmed in black and white during the inquiry stageDon’t rely on verbal agreement.

5、 Relationship with Sunlife’s real business

Sunlife, as a supplier of books, graphic printing, packaging, and pearl cotton hot melt adhesive, can issue corresponding invoices based on the invoicing information provided by the purchaser; The “specification/order quantity” mentioned in the previous article “How many kilograms does a bag of hot melt adhesive weigh? Packaging specifications, order quantity, and common procurement questions” is a different aspect of the procurement process——That article focuses on “how much to buy and how to place an order”, while this article focuses on “how to invoice and settle after buying”The purchaser sends the invoicing information together with the order, which makes the entire process smoother.

Explanation: This article is a general practice for procurement invoicing and does not express specific tax rates or inclusive price figures (historical inclusive price to be supplemented, subject to actual confirmation at the time of inquiry); The invoice type and deduction rules shall be subject to the current tax policies and face value.