Purchase invoice is a document (paper or electronic) that confirms, for example, the purchase of services, materials or commercial goods subject to VAT . Two invoice copies go to two separate persons - buyer and seller. The invoice is a formal confirmation of the transaction. It should be kept for 5 years, counting from the end of the calendar year.
Elements of the purchase invoice
The purchase invoice, like any other document, must have obligatory elements basic data :
- the word "invoice”
- date of issue (should not be later than in the month following the supply/performance)
- an invoice number (the invoice must contain a serial number with one or several numerical series which are used only once for identification purposes),
- names and surnames of the seller and buyer and their addresses,
- VAT identification number of the seller and buyer,
- date of delivery or other performance or period to which the performance is related,
- description of the supply (quantity and identification) or service (nature and volume),
- the measure and amount of goods sold or the range of services provided,
- net unit price of goods or services,
- the net value of the goods or services provided
- tax rate or, where applicable, reference to exemption or reverse charge.
- the sum of net sales value with division into sales covered by individual tax rates,
- the amount of tax on the sum of the net sales value of goods (services),
- the total amount of receivables,
- terms of the transaction,
- payment deadline,
- additional information: method of receipt, place of delivery.
The recipient is obliged to check the correctness of all data on the invoice he has received. You should pay attention to:
- your company's data - are consistent and complete. If they are incorrect, the buyer has the right to issue a corrective note,
- the document has information about the unit of measurement and the quantity of goods or services sold - in the case of invoices issued manually, these two things are often ignored by issuers,
- net unit price - is it compatible with the information on the order,
- NIP-EU of the seller and buyer - in the case of WDT or the import of services from contractors from the European Union and the application of 0% or "non-payable" rates,
- information about settled advances - if you receive a final invoice.
Accounting the purchase invoice
Operations related to the purchase of goods, materials and services based on purchase invoices, payable later, are accounted to:
- gross value from the invoice: "Settlements with suppliers" - increasing commitment to suppliers,
- net value from the invoice: "Goods", "Materials" - increasing in the status of materials or goods when stocks are taken into warehouse, "Foreign services" - increasing the cost of foreign services, "Material and energy consumption" - increasing the cost of materials consumption, when materials are issued direct after their purchase for consumption.
- the value of input VAT: "Settlements for VAT:
Commitment due to purchase of fixed assets with deferred payment are booked to the account Other settlements. In the case of cash payment, the purchased assets are booked to the "Cash".
- Pefianco, EC, Mercado, EC (2005)
- Gilbertson C.B., Lehman M. W., Harmon-Gentene D. (2014)
- Alston R., (2009) Compliance Importance of Invoice Content Managing Imports & Exports. Issue 5
- Novilia N., (2011)Indonesia: The importance of tax invoice International Tax Review. Vol. 22.
- Pefianco, EC, Mercado, EC (2005). Accounting process: principles and problems Goodwill Trading Co, p. 68
- Gilbertson C.B., Lehman M. W., Harmon-Gentene D. (2014) Century 21 Accounting General Journal South-Western Cengage Learning.
Author: Marta Bodzioch