The E-invoicing Checklist: verify your data [part 12]

September 10, 2012  |  Electronic Invoicing, Publications

You can’t ignore taxes, because you’ll end up behind bars if you do. You wouldn’t want that now, would you? So how can you verify an electronic invoice and keep clear of the law? Read all about it in this twelfth part of the E-invoicing Checklist series.

Tax auditors and authorities distinguish several control types. The technical verification checks the roadworthiness of the invoice (data) during transport. The formal verification checks whether the agreed (or required) formalities have been complied with. The material verification checks whether the contents of/the information
in the actual invoice are correct.

The size, nature and purpose of these checks depend on the size of the company, the capacity of your financial software and what was agreed between business partners.

1

Technical verification: was the invoice safely transported; are there no data elements or files missing?

Only undamaged files/complete invoice or invoices are allowed to the next step: formal verification. Contact the supplier when a problem or error has been discovered and that the electronic invoice must be resent. For instance, a PDF file is damaged and cannot be opened or the application gives an error alert because an e-signature is no longer valid.

2

Formal verification: does the invoice comply with all agreed or required formalities?

Formal invoice verification includes: using the agreed data format, the correct fields are filled in and required additional information is given; product codes, PO numbers, department, cost centre, and so on.

3

Material verification: does the information in the invoice reflect the contract?

In this step the actual contents of the invoice are checked and matched against other sources (purchase order, packing slip, price calculation, product files, catalogue information) before it’s processed in the back office (and workflow) application.

Have you become interested in what the final few chapters of the E-invoicing Checklist have in store for you? Then don’t hesitate and download your personalised copy here for free.

Previously published articles in this series:
New series: The E-invoicing Checklist [part 1]
The E-invoicing Checklist: Manual [part 2]
The E-invoicing Checklist: Current EU e-invoicing basics [part 3]
The E-invoicing Checklist: The new EU E-invoicing Directive [part 4]
The E-invoicing Checklist: content – tax requirements [part 5]
The E-invoicing Checklist: content of the simple invoice [part 6]
The E-invoicing Checklist: content clarity and comprehensibility [part 7]
The E-invoicing Checklist: content payment instructions [part 8]
The E-invoicing Checklist: create your invoice [part 9]
The E-invoicing Checklist: It’s issuing time! [part 10]
The E-invoicing Checklist: receiving invoices [part 11]


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