Printing Japanese-style 見積書, 納品書 and 請求書 from an ERP based in Vietnam
The system runs in Vietnam and the accounting follows Vietnamese rules, but the customers are Japanese companies used to receiving a 見積書, 納品書 and 請求書 in the Japanese style. Many teams solve this by rebuilding these papers in Excel and copying the figures across from the system. Every copy is a chance for a mistake.
M&C ERP prints the Japanese-style papers straight from the documents in the system, so the figures on paper are the figures in the books.
Three print formats
| Paper | Print format | Printed from |
|---|---|---|
| 見積書 (quotation) | MC JP Quotation | quotation |
| 納品書 (delivery note) | MC JP Delivery Note | delivery note |
| 適格請求書 (qualified invoice under Japan’s invoice system) | MC JP Qualified Invoice | sales invoice |
All three are A4 and in Japanese. Open the document, click the printer icon and pick the format in the print format field (印刷フォーマット). The user’s screens may be in Vietnamese; the printout is still in Japanese.
What each format contains
- 見積書: customer name, quotation number and date, lines with quantity, unit price and amount.
- 納品書: the delivered lines with a serial number column, so the customer keeps the serial number of each unit for warranty use.
- 適格請求書: the registration number (登録番号, a T followed by 13 digits) and a tax table by rate, both among the items Japan’s qualified invoice system requires.
A Japanese company selling to Japanese customers in yen
The demo has two companies: one in Vietnam and one in Japan. The Japanese company makes quotations, sales orders, deliveries and invoices in yen for Japanese customers and prints the 見積書 and 適格請求書 above.
Invoices of the Vietnamese company are in Vietnamese dong with a VAT tax template; in the demo this template is only an illustration.
What to check before using them for real
The print formats on the demo site are samples. The demo’s 適格請求書 printout says 「デモ用の表示です。法令対応版ではありません。」 (“for demo display; not the legally compliant version”). Before real use you need to:
- Check the formats against the requirements of Japan’s invoice system (インボイス制度) with the people in charge of accounting and tax on the Japanese side.
- Put in your company details, your real registration number, and your company seal if you use one.
- Align document numbering and tax rounding with how your company does them today.
What to check in the demo
- Open a quotation and print it with MC JP Quotation.
- Open a delivery note with serial numbers, print it with MC JP Delivery Note and look at the serial number column.
- Filter the invoices of the Japanese company, print one with MC JP Qualified Invoice and look at the registration number and tax table.
- Show the three printouts to the person in charge on the Japanese side and note what needs changing.