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Suppliers' Invoices in Online Area

Suppliers' Invoices in Online Area

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I've noticed a growing trend in recent months of more and more of our suppliers choosing to email us, to tell us their invoice is waiting to be downloaded in their online area, rather than just emailing/posting them to us. Whilst it's a headache if a handful are doing it, it could turn out to be quite costly for us in terms of labour hours if all of our suppliers decide to deliver their invoices in this way. I can understand suppliers wanting to streamline their sales ledger processes but it seems they are just passing the admin demand over to the customer. Are they allowed to do this? Is there anything we can do to get them to deliver them in the "old fashioned" way?

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By Duggimon
11th Mar 2016 10:51

You could point them to this (or some other such definition, that was just the first I found) and tell them you can't pay the invoice as it hasn't been issued.

 

"to create a tax point an invoice must be physically handed over. It is not sufficient for it to simply have been prepared. It must have been sent or given to the recipient."

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By JM
11th Mar 2016 11:35

Thanks Duggimon

Thanks for this I will give it a go. Further down the page it says "In the case of invoices issued by electronic data interchange (EDI) an invoice is issued when the data is transmitted, provided the recipient is able to receive the data." Will storing the invoice in an online area and informing the client it is there meet this demand?

 

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By Duggimon
11th Mar 2016 11:44

To be completely clear, I don't know if that notice is entirely relevant to your situation, it's really about determining the timing or a payment for VAT purposes.

My point was more that an invoice should be issued if payment is expected and I wouldn't consider an invoice stored online somewhere for you to seek out yourself to be issued, the definition in that manual would seem to back that up though the purpose of the manual is for something else and it's possible there may be some alternative definition out there that would be more applicable.

As regards the line "In the case of invoices issued by electronic data interchange (EDI) an invoice is issued when the data is transmitted, provided the recipient is able to receive the data.", I wouldn't change my position, "receive" is not the same as "is able to go online and retrieve"

 

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By paul.k2
14th Mar 2016 21:55

Deep Linking

This is becoming a very real problem,

As you say it pushes the administrative burden onto the customer and I would argue provides very little benefit to a business.

If the invoice is emailed you can in theory strip out the attachment and pass it to a recognintion system.

Even at a simple level you can use mail rules to file them to an accounts folder.

I just don't understand why companies don't email invoices rather than askng customers to retrieve them.

 

Paul

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By ringi
24th Mar 2016 11:53

Fake invoices with fake bank details

By making the customer retrieve the invoice, it is harder for someone to send out fake invoices pretending to be from the supplier with detail of a fake bank account.

In a ideal world, the supplier will get their bank to send all the invoices by EDI to my bank, with the bank comfirming each other's ID and the suppliers ID.   Then my accounting software could download them from my bank, then upload details of payments.     Once payment has been been made the supplier's bank could tell them the invoices that have been paid.

 

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By jon_1984
29th Mar 2016 12:56

Fee for other arrangements

Is the bit that really hacks me off, several of our suppliers charge a fee of around £3.95 to receive their invoice if you request invoices any other way. If they were not significantly cheaper for the supplies in question I would be going elsewhere on all of them...

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By Monsoon
29th Mar 2016 14:04

cheaper

jon_1984 wrote:

Is the bit that really hacks me off, several of our suppliers charge a fee of around £3.95 to receive their invoice if you request invoices any other way. If they were not significantly cheaper for the supplies in question I would be going elsewhere on all of them...

Maybe they are significantly cheaper because they've streamlined their admin so well? :)

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By rjelenic
06th Oct 2016 18:44

Has anyone here considered using a fetch app for this like Hubdoc?

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