What Is an E-Archive Invoice? What Is the Difference Between an E-Archive Invoice and an E-Invoice?

We know that becoming an e-invoice taxpayer is mandatory for companies that reach a certain gross sales volume. These e-invoice taxpayers are required to issue invoices for the products or services they sell, pay taxes based on these invoices, and retain them for a certain period. But what is the purpose of the copies of invoices issued and stored electronically? In this article, we answer the questions of what an e-archive invoice is, what advantages it offers, and how it is issued. Continue reading to learn more about e-archive invoices.

What Is an E-Archive Invoice?

An e-archive invoice is a type of invoice created and stored electronically for taxpayers who are not registered in the e-invoice system and for end consumers. In other words, while e-invoice taxpayers issue e-invoices for every transaction they make, they are also required to issue e-archive invoices for the same transactions in order to report them to the Revenue Administration (GIB). These invoices must be submitted to the Revenue Administration within the first 15 days of the month following the invoice issuance date. Below, you can see the difference between an e-archive invoice and an e-invoice.

What Is the Difference Between an E-Archive Invoice and an E-Invoice?

E-archive invoices are stored with a financial seal and timestamp, whereas e-invoices only have a financial seal.
E-invoices are created in a specific format, whereas e-archive invoices can be issued in any desired format.
Since e-invoices are transmitted through the Revenue Administration (GIB), an invoice can only be canceled if the recipient rejects or returns it. E-archive invoices, on the other hand, can be sent via email or other communication channels and are reported to the GIB on the following day.
The transmission center for e-invoices is operated by the Revenue Administration, so no additional reporting tool is required. E-archive invoices, on the other hand, must be reported to the GIB daily, and this service is provided by the solution partner you work with.
Whether mandatory or voluntary, any company can become an e-invoice taxpayer by applying to the relevant authorities. However, to use e-archive invoices, a company must first switch to the e-invoice system.
Since e-invoices are prepared and sent electronically, they do not have a physical copy. E-archive invoices, on the other hand, are sent to recipients who are not e-invoice users and can therefore be delivered either electronically or physically.
While e-invoices allow companies to issue and send invoices electronically, the e-archive system refers to invoices sent to individuals and organizations that are not e-invoice taxpayers. In other words, the key difference between the two types of invoices is whether or not the recipient is an e-invoice taxpayer.

How to Issue an E-Archive Invoice with T-Soft?

If you need to issue invoices to customers who are not e-invoice taxpayers and are unsure how to proceed, T-Soft's user-friendly interface allows you to quickly issue and send your e-archive invoices in just a few steps. How? The steps you need to follow are listed below:

The first step is to contact your T-Soft sales representative and inform them that you would like to create an e-invoice through the administration panel.
The second step is to navigate to Settings > General Settings > E-Invoice Settings in the administration panel.
Once you access the e-invoice settings, you must fill in all the required information completely. If any missing or incorrect information is detected, the system will display an error and will not allow you to create an e-invoice or e-archive invoice.
You must also enter the tax office and tax identification number information of the shipping companies for all orders for which you will issue invoices.
After completing these steps, click the Invoice > Create E-Invoice/Create E-Archive Invoice option.
You can choose to create invoices for orders individually or in bulk.
If the recipient for whom you are creating the invoice is an e-invoice taxpayer, you can click "Create E-Invoice." If they are not, you can click "Create E-Archive Invoice."
Once you create the invoice, it will be sent by email to the email address specified in the order.
In addition, you can also print a paper copy through this panel if you wish.
If you want to review the invoice details later, you can view the e-invoice details associated with the order under the "Order Editing Window" tab.

For any questions you may have about this process, you can visit our support page or contact us.

Frequently Asked Questions

How many days back can an e-archive invoice be issued?

An e-archive invoice can legally only be issued from the date on which the parties are registered in the system. If an e-archive invoice has been issued retroactively, it may be possible to upload these documents to the system; however, it should be noted that they are not legally valid. According to the Tax Procedure Law, for sales transactions involving the delivery of products, an e-archive invoice can be issued within a maximum of 7 days from the date of product delivery.

How many days do you have to cancel an e-archive invoice?

An e-archive invoice can be canceled within a maximum of 8 days from the date it is delivered to the recipient.

Where can I find the e-archive invoice number?

The invoice number on e-archive invoices is generally located in the upper-right corner of the document, along with information such as the order code, invoice type, sales channel, issuance date, and customer number.