Les bills paid play a fundamental role in the accounting and fiscal management of a company. They make it possible to prove that a shopper Well waged one mounting For a product Or a service provided. This offers both guarantees for theventure issuer and for the shopper Who fixed it invoice. However, for an invoice to be considered Acquitted, there are a number of formalities, of mandatory information And of Procedures to follow, especially in case of litigation. Find out everything you need to know about managing bills paid.
1. Formalities related to a paid invoice
When a invoice is settled, it is crucial to comply with a certain number of procedures and formalities to ensure the correct management of this transaction.
- Retention of the paid bill : Once the shopper Has proceeded to Payment of the bill, the latter must keep a copy of the Invoice paid for a legal period of 10 years. This rule is valid both forventure Only for the shopper.
- Issuance of the paid invoice : Once the payment has been made, thebill issuer (The vendor or provider) must send a bill paid At shopper, that is to say a invoice On which the mention” Acquitted ” or” Paid ” must be clearly indicated. La date of payment And the payment method (bank transfer, cheque, cash payment, etc.) should also be mentioned there.
- Mention the payment reference : When the shopper Receive the bill Acquitted, it is also important to indicate the Invoice reference And the Invoice number in the exchange of documents, in particular during settling by bank transfer or any other payment method.
- Invoice numbering : Each invoice must include a unique number to ensure consistent management of invoicing. Ce Invoice number is essential to avoid any confusion between bills paid and unpaid bills.
2. Mandatory information on a paid invoice
Some mandatory information should appear on a bill paid for it to be legally valid:
- Invoice number : The Invoice number is an essential piece of data for every billing document. This number is assigned sequentially and allows transaction history to be monitored.
- Invoice issue date : The datum At which the invoice Has been Issued should be clearly marked. It is also important to mention the Settlement date For the bill Acquitted.
- Total amount paid : The mounting ofthe invoice (excluding taxes and all taxes included) must be clearly indicated, specifying whether any discounts or special conditions have been applied.
- Payment method : The payment method (bank transfer, cheque, cash payment, or other) used for settles The invoice must be specified on the document. This ensures that the payout has been completed successfully.
- Mention “acquitted” : This mention is essential to attest that the invoice Has been well Settled By the shopper. It must be accompanied by the date of payment And of the payment reference (for example, the Invoice number Or the payment references).
3. Procedures in the event of a dispute concerning a paid invoice
In the Case of a dispute Concerning a Invoice paid, it is essential to follow certain steps to resolve the conflict effectively.
- Check the bill : If a shopper Or a vendor If you dispute an invoice, it is important to check the accuracy of the information. If the Wrong invoice number Or a Error in the amount of the bill is detected, theventure Must quickly change the bill Or in reissue a corrected bill.
- Payment reference : In case of doubt, it is essential to refer to the payment reference And to particulars ofthe payment method (example: bank transfer, cheque, payment in cash). This information makes it possible to justify the payment carried out and to confirm that the Invoice has been paid successfully.
- Contact with the provider : If a shopper Receives a Invoice not paid while he already has waged The invoice, he must contact the vendor to solicit one bill paid or the reissuance of a correct invoice. In this case, it is important to send the proof of payment (for example, a bank statement or a payment receipt).
- Use of a chartered accountant or auditor : In case of persistence of the dispute, recourse to a Chartered Accountant or to a auditor may be necessary to resolve disputes impartially and in accordance with accounting and tax rules.
4. Example of managing a paid invoice
Let's take a instance to illustrate this process: A shopper has done a payout of 500€ for a service consultation provided by a venture. The vendor hath Issued an invoice for that amount. Once the payment made, the shopper received a bill paid Mentioning the date of payment, the payment method (bank transfer) and the Invoice number. This bill was recorded by theventure in its accounts and kept in its archives, in accordance with mandatory information and to the regulations in force.
5. How to issue a paid bill
For Issue a paid bill, theventure must:
- Verify that the payout has been successfully received.
- Add the Mention “acquitted” on the bill, as well as the Settlement date.
- Send the corrected or reissued invoice to shopper.
- Preserve a copy of the bill paid in the archives of theventure.
Conclusion
Les bills paid should be managed carefully to avoid confusion and ensure compliance with fiscal and legal obligations. Respect for mandatory information on the paid bill, as well as the proper management of accounting documents, is essential to avoid disputes and ensure a invoice management effective. In the event of a dispute or error on a invoice Paid, it is crucial to act quickly by providing all the information needed to solve the problem as soon as possible.
