XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks Online
Country Restriction: New Zealand only
Risk Type: Compliance Risk
Business Function: Purchases
Overview
The "Bill raised with a removed supplier" XBert checks whether a bill has been raised against a supplier whose business has been marked as removed on the New Zealand Business Number (NZBN) register. Dealing with a removed business can affect the validity of the bill, your GST position and your legal protections, so it pays to confirm who you are really trading with before you pay.
What it does
XBert looks at your supplier bills and compares each supplier against the NZBN register. It flags a bill when the supplier:
Is confidently matched to an NZBN on the register (a strong match on the supplier's NZBN or GST number)
Has a register status of removed
Has been billed on or after the date the supplier was removed from the register
How it works
XBert regularly reads the NZBN register to identify businesses that have been removed. When one of your suppliers has a removed status and there is a bill dated on or after the day that supplier was removed, XBert raises this alert so you can investigate before paying or claiming GST.
To keep the alert accurate, XBert deliberately ignores a few situations. It only looks at bills that are still in progress (draft, submitted for approval, or approved/authorised), and it never flags voided or deleted bills. It requires a confident NZBN match, so a loose or name-only match will not trigger it. It also needs a clear removal date and a clear bill date; if either is missing, the alert will not fire, because it cannot prove the bill was raised after the supplier was removed. Suppliers that are in liquidation, receivership or another insolvency state are covered by separate XBerts and are not flagged here.
Example/Use Case
Mere runs a small cafe in Hamilton and orders a new commercial oven for $6,000 from a supplier she has used before. A few weeks later, XBert flags the bill because the supplier's business was marked as removed on the NZBN register two months before the bill was raised. Mere checks the NZBN register, confirms the company has been struck off, and contacts the supplier. It turns out the trading entity had changed, and the bill should have come from a different, currently registered business. Mere updates the supplier record and reissues the bill against the correct entity, protecting her GST claim and avoiding a query from Inland Revenue.
Accounting software
Xero, MYOB and QuickBooks Online.
Which countries it supports
New Zealand only.
Processes
This alert falls under the Purchases (AP) business area and helps you maintain compliance and protect your GST claims.
To action this XBert:
Look up the supplier on the NZBN register and confirm the removed status and the date it took effect
Contact the supplier to find out why the business was removed and whether a different, registered entity should be billing you
If the supplier is now trading under a new business, update the supplier record in your accounting software with the correct NZBN and details, and reissue the bill against the correct entity
Hold off paying or claiming GST until you have confirmed the supplier is legitimate and the bill is correct
Once the bill and supplier have been corrected or verified, mark the XBert as resolved