XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks
Country Restriction: New Zealand only
Risk Type: Tax Risk
Business Function: Purchases
Overview
The "GST Number on Bill Attachment Different to Supplier" XBert checks the documents attached to your bills and flags when the GST number shown on an attachment does not match the GST number recorded for the supplier. This helps you avoid incorrect GST claims and keeps your supplier records accurate for IRD reporting.
What it does
XBert scans the attachments on your bills, reads any GST numbers found on those documents, and compares them with the GST number recorded against the supplier contact in your accounting software. If a GST number on the attachment does not match the supplier's recorded GST number, XBert raises an alert so you can correct the record or replace the attachment.
How it works
XBert reviews each bill that has one or more attachments and looks at the GST numbers found on those documents. It only checks suppliers that already have a GST number recorded, then compares that recorded number with the number on the attachment. If they differ, the alert is raised.
To keep the alert accurate, XBert deliberately ignores some cases. If the supplier has no GST number recorded, the bill is not checked. If every document attached to the bill is clearly something other than the supplier's invoice or bill — for example a receipt, a statement, a remittance or a business card — the alert is not raised, because those documents are expected to carry a different GST number. When an attachment has not yet been read or its type is unknown, XBert still checks it so a genuine mismatch is not missed. This XBert applies to New Zealand organisations only.
Example / Use Case
Steve runs a printing business and enters a bill for catering from Bob's Burgers. He attaches the tax invoice to the bill in Xero. The supplier contact for Bob's Burgers has GST number 123761282 recorded, but the attached tax invoice clearly shows 345982333. XBert detects the mismatch and alerts Steve before an incorrect GST claim goes through.
In another case, Mark accidentally attaches a taxi invoice from NZ Cabs to a bill for Bob's Burgers. The GST number on the attached invoice belongs to an unrelated business. Even though the GST impact may net to zero, it is still a bookkeeping error that could need correcting during an audit.
Accounting software
Xero, MYOB, QuickBooks.
Which countries it supports
New Zealand only.
Processes
This XBert falls under the Cleanup process and supports accurate bookkeeping for Accounts Payable (Purchases).
To resolve this issue:
Open the flagged bill and check that the attached document belongs to the correct supplier and shows the right GST number.
If the GST number is wrong on the supplier record, update the supplier contact in your accounting software.
If the wrong document is attached, replace it with the correct invoice or bill from the supplier.
If you use automated tools to read your bills, review their accuracy — poor-quality scans can misread a GST number.
Once the record and attachment match correctly, mark the XBert as resolved.
Keeping your supplier records up to date and attaching the right documents helps you avoid incorrect GST claims and stay compliant with IRD requirements.