XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks
Country Restriction: Canada only
Risk Type: Tax Risk
Business Function: Purchases
Overview
This XBert checks whether the GST/HST number printed on a supplier's bill or invoice attachment matches the GST/HST number you have recorded for that supplier in your accounting software. A mismatch can point to the wrong supplier, an out-of-date record, or an invoice that is not genuine, all of which can put your tax claims at risk.
What it does
XBert reads the document attached to a bill and looks for the supplier's GST/HST registration number (the CRA Business Number used for GST/HST). It then compares the number found on the document with the GST/HST number held against that supplier in your accounting software. If the two do not match, XBert raises this alert so you can check it.
How it works
When a bill has an attachment, XBert compares the GST/HST number on the attached document with the supplier's recorded GST/HST number. It raises the alert only when the numbers genuinely differ.
To keep alerts meaningful, XBert deliberately ignores some attachments:
It skips bills where every attachment is clearly not a supplier invoice or bill, such as a receipt, an account statement, a draft, a quote or estimate, a pro forma invoice, or a payment reminder. The registration number on those documents is not expected to match the supplier, so flagging them would not be useful.
It still checks attachments that have not yet been categorised, because these are often the real supplier invoice and can contain a genuine mismatch worth surfacing.
Example/Use Case
Priya, a bookkeeper at Maplewood Joinery in Ontario, processes a bill for $4,250 from a supplier recorded as "Northern Timber Supplies". The attached invoice shows a GST/HST number of 123456789 RT0001, but the supplier record in the accounting software holds 987654321 RT0001. XBert flags the difference. On checking, Priya finds the invoice was actually issued by a different timber merchant that had been mistakenly saved under the Northern Timber Supplies contact. She corrects the supplier on the bill so the GST/HST claim is supported by the right registration, then marks the XBert as resolved.
Accounting software
This XBert works with the following accounting platforms:
Xero
MYOB
QuickBooks
Which countries it supports
This XBert is available only for businesses operating in Canada.
Processes
This XBert sits in the Compliance area and relates to your purchases and accounts payable. To resolve it:
Compare the numbers: Open the bill and its attachment, and compare the GST/HST number on the document with the GST/HST number recorded for the supplier.
Confirm the right supplier: Make sure the bill is linked to the correct supplier. If the invoice belongs to a different supplier, reassign it.
Update the record: If the number on the document is correct, update the supplier's GST/HST number in your accounting software. If the document looks wrong, ask the supplier for a corrected invoice.
Verify with the supplier or CRA: If you are unsure which number is correct, confirm it with the supplier or check the GST/HST registration on the Canada Revenue Agency register.
Once the records are correct, mark the XBert as resolved.
Acting on these differences promptly keeps your supplier records accurate and helps make sure your GST/HST claims are properly supported.