XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks
Country Restriction: CA only
Risk Type: Tax Risk
Business Function: Purchases
Overview
The "Bill Raised with a Cancelled Supplier" XBert checks for unpaid bills that have been created against suppliers with inactive or deregistered business numbers on Canada’s Business Registries. This helps ensure your accounts are accurate and compliant, and that you’re not dealing with unregistered or invalid businesses.
What it does
This XBert scans unpaid supplier bills and checks the supplier’s Business Number against Canada’s official Business Register. If a match is found and the status of the supplier is marked as inactive, XBert raises an alert so you can review the bill and supplier details before proceeding with payment or claiming GST.
How it works
XBert looks for bills that meet all of the following criteria:
The bill is unpaid.
The supplier has a Business Number recorded in your accounting software.
That Business Number matches an entry in Canada’s Business Registries with a status of inactive.
The bill was created after both your XBert integration date and the date the business was marked inactive.
If all conditions are met, XBert generates an alert and directs you to check the bill and supplier details.
Example / Use Case
Bill runs a pizza shop and purchases a new oven for $6,000 from a supplier. The bill is entered and set for payment. However, XBert scans the supplier’s details and identifies that the Business Number provided has been marked inactive on Canada’s Business Register.
Later, the Canada Revenue Agency questions the transaction, and because the business was no longer active, Bill is forced to repay $2,820 in withholding tax. Had he reviewed the XBert alert beforehand, he could have verified the supplier’s business registration status and avoided this penalty.
Accounting software
Xero, MYOB, QuickBooks
Which countries it supports
Canada
Processes
This alert supports Purchases (Accounts Payable) and helps ensure correct supplier information for tax and business reporting purposes.
To resolve this alert:
Select RESOLVE NOW in XBert to open the bill and supplier record.
Verify the Business Number using the Canada Business Registries.
If the business is inactive or incorrect, contact the supplier for updated information.
Update your accounting records with the correct Business Number if applicable.
If the supplier details change the GST status, make sure the bill reflects those changes.
Avoid paying or recording transactions with suppliers that are no longer legally active unless absolutely necessary—and only after confirming the associated risks and tax implications.