China Fapiao Data Field Template for ERP Projects
A fapiao is the official tax invoice in China, and an ERP that cannot capture the right fields cannot issue one. This template lists the buyer, seller, header and line fields your project team needs, so you can agree them with finance and tax before configuration starts.
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China Fapiao Data Field Template
Fapiao Data Field Specification
Seller: Suzhou Example Precision Co., Ltd. (91320500XXXXXXXXXX) ERP system: Kingdee Cloud Galaxy Project owner: Finance systems lead Date: 2026-10-20 Primary invoice type: Digital special invoice Default VAT rate: 13%
Customer master data (buyer)
Example buyer: Shanghai Sample Machinery Co., Ltd. (91310000XXXXXXXXXX). Each field below must exist in the customer master or be captured at order entry. Names must match registration records exactly, because mismatches cause invoice rejection or buyer deduction problems.
| Field | Rule or note | Required |
|---|---|---|
| Buyer legal name | As registered, full name, no abbreviations | Yes |
| Buyer tax ID | Unified Social Credit Code, 18 characters | Yes for special invoices |
| Buyer address and phone | Required on VAT special invoices | Special invoices |
| Buyer bank and account | Required on VAT special invoices | Special invoices |
| Invoice email or mobile | For delivery of digital invoices | Recommended |
| Invoice type preference | Special, ordinary or digital | Yes |
Seller and header fields
| Field | Rule or note | Required |
|---|---|---|
| Seller name and tax ID | From the legal entity master | Yes |
| Seller address, phone, bank, account | Printed on special invoices | Special invoices |
| Invoice date | Date of issue, normally within the tax period of the sale | Yes |
| Invoice number and code | Assigned by the invoicing platform, store back in ERP | Yes |
| Issuer, reviewer, payee | Names of staff roles where the format shows them | As format |
| Remarks | Contract or order reference, per customer request | Optional |
| Red-letter (credit) reference | Original invoice number for reversals | Credit notes |
Line item fields
| Field | Rule or note | Required |
|---|---|---|
| Goods or service name | Must be consistent with the tax classification code | Yes |
| Tax classification code | Assigned per material or service from the national code list | Yes |
| Specification and unit | Model and unit of measure shown on invoice | As needed |
| Quantity and unit price | Pre-tax or tax-inclusive, set one convention | Yes |
| Amount excluding tax | Rounded per line, watch rounding differences | Yes |
| Tax rate and tax amount | Per line, must reconcile to header totals | Yes |
| Preferential policy flag | Where a reduced or exempt treatment applies | If used |
Open points and approvals
Confirm current invoice types, limits and reduced rates with the local tax bureau and the invoicing platform vendor before go-live.
This is a data planning aid, not tax advice. Invoice formats, limits and rules change, including the rollout of fully digitalized invoices, so confirm current requirements with your tax advisor, the local tax bureau and your invoicing platform vendor.
Optional help integrating fapiao with your ERP
Tell us your ERP and invoicing platform and we will outline an integration approach.
Optional. The tool and every export work without this. No spam.
How to use this template
Fill in the entity, ERP name and primary invoice type, then export the document to PDF or Word and use it as the field specification in your design workshop. Each table is a checklist: for every row, decide where the field lives in the ERP (customer master, material master, sales order, billing document) and who maintains it. Add rows for your own needs, such as customer-specific remarks.
Why the fields matter
China's tax system is built around the fapiao. Invoices are issued through the tax authority's invoicing platform or an approved connected system, and buyers rely on them for input VAT credit and expense deduction. Errors in the buyer name, the tax ID or the tax classification code can force a credit note, which in China is handled as a red-letter invoice, and that creates rework and delays in collection.
- Buyer name and Unified Social Credit Code must match records
- Special invoices need address, phone and bank details
- Each line needs a tax classification code
- Header totals must reconcile to line totals
Digital invoices and ERP integration
China has been moving to fully digitalized invoices that are delivered electronically and do not depend on paper or special devices. In an ERP project this means integrating through an approved platform or API so that the invoice number and status come back into the billing document automatically. Decide early who triggers issuance, how rejections are handled and how credit notes link to the original invoice.
Common mistakes
Frequent problems include abbreviated customer names, missing tax classification codes on new materials, mixing tax-inclusive and tax-exclusive prices, rounding differences that break header-to-line reconciliation, and no process for red-letter reversals. Test with real customers and edge cases such as discounts, free goods, advance payments and exports before go-live.
Frequently Asked Questions
What is the difference between a special and an ordinary VAT invoice?
A VAT special invoice lets the buyer claim input VAT credit and therefore needs full buyer details such as address, phone and bank account. An ordinary invoice does not support input credit in the same way. Check current rules with your tax advisor.
What is a tax classification code?
It is a code from the national classification list that describes the goods or service on each invoice line. The ERP needs a code per material or service so the invoice line can be issued correctly. Your tax team normally owns the mapping.
How are fapiao corrected after issue?
Errors are normally corrected by issuing a red-letter invoice that reverses the original, followed by a new correct invoice, subject to the rules in force. Your ERP should link the reversal to the original invoice number and keep an audit trail.
Does this template work for any ERP?
Yes, it is system neutral. The fields are what the invoice requires, whether you run Kingdee, Yonyou, SAP, Oracle or another ERP. The technical integration with the invoicing platform differs by product and by the platform vendor you choose.
If you want help mapping these fields into your ERP billing process or building the integration to your invoicing platform, Netray and its partners can scope it with you.
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